Incomplete requests
Critical details such as specifications, facility conditions, timing, budget, and expected output are missing.
For industrial integrators and custom machine builders
Get the details your engineers need before the quote starts.
A quote request is hard to evaluate when drawings, requirements, timelines, and commercial details arrive in separate emails. Soultware builds RFQ intake and review workflows for custom machine builders and industrial integrators, connecting guided intake with a clear internal review and next action.
A public product demo with fictional records, not a client deployment.
Working product demonstration with fictional companies and requests. Production fields, permissions, integrations, security, and support are scoped separately.
The cost of an unstructured RFQ process
Your engineers should evaluate projects, not chase missing information.
A basic contact form may capture a name and email address, but it rarely collects enough information to estimate an industrial project. The result is unnecessary back-and-forth before your team can determine whether an opportunity is technically and commercially viable.
Scattered project files
Drawings, photos, scope documents, and revisions become fragmented across inboxes and email threads.
Manual qualification
Sales and engineering staff spend time reviewing requests that may be incomplete, unsuitable, or outside your capabilities.
Limited visibility
Ownership, status, internal notes, and next actions are difficult to track consistently.
A workflow built for industrial sales
Collect the right information before the first engineering review.
A custom RFQ system guides prospects through a structured request process and gives your internal team one place to review, qualify, assign, and track every opportunity.
Step 1
Capture
Collect company details, project requirements, facility information, budget, target dates, technical specifications, and supporting files.
Step 2
Qualify
Use conditional questions and required fields to identify project fit and reduce avoidable follow-up.
Step 3
Manage
Assign requests, update statuses, add internal notes, review attachments, and generate a clear RFQ summary.
Customized to your sales process
More than a contact form.
- Conditional RFQ questionnaires
- Drawing and specification uploads
- Project type and application selection
- Budget and target-date collection
- Automatic RFQ reference numbers
- Submission confirmations
- Internal RFQ dashboard
- Assignment and ownership
- Qualification statuses
- Search and filtering
- Internal notes
- Printable or PDF RFQ summaries
The exact fields, approval steps, statuses, and integrations are defined around how your team already evaluates opportunities.
From inbox chaos to a defined process
Make every request easier to evaluate and own.
Current state
Before
- Generic contact form
- Missing technical information
- Files spread across email threads
- Repeated clarification emails
- No consistent qualification method
- Unclear status and ownership
Defined workflow
With a custom RFQ system
- Structured project requirements
- Required technical and commercial fields
- Centralized drawings and documents
- Conditional questions based on project type
- Consistent qualification stages
- Visible ownership and status
See a realistic RFQ workflow
Explore the process from customer submission to internal review.
The demonstration shows how an industrial prospect submits a project request and how the internal sales or engineering team reviews and manages it.
Working product demo with fictional records, not a client deployment.
Customer experience
Customer RFQ Portal
Submit company information, project requirements, budget, timing, and technical files through a guided workflow.
- Guided requirements
- Technical file intake
- Budget and timing
- RFQ confirmation
Internal experience
Internal RFQ Dashboard
Review requests, inspect attachments, update qualification status, assign ownership, and record internal notes.
- Qualification status
- Attachment review
- Request ownership
- Internal notes
For industrial integrators and custom machine builders
When each quote needs engineering context before anyone can price it.
If requests arrive with different drawings, specifications, site conditions, and commercial constraints, a structured intake and review path may help the team see what is ready and what still needs clarification.
- Industrial automation integrators
- Custom machine builders
- Robotics integrators
- Control-system integrators
- Industrial engineering firms
- Material-handling solution providers
Check the business case
Is this workflow worth changing?
Compare request volume and time spent chasing details with rework, delayed reviews, current CRM capability, integration effort, and ongoing operating costs. If the existing tools handle the process reliably, a new system may not be justified.
Review the RFQ intake guideHow SOULTWARE works
Start with your existing process.
- 01
Workflow review
We examine how requests currently arrive, what information is usually missing, and how opportunities move between sales and engineering.
- 02
System design
We define the RFQ fields, conditional logic, qualification stages, user roles, and internal workflow.
- 03
Development
We build and test the customer intake experience and internal management tools.
- 04
Launch and support
We deploy the system, document the agreed implementation, support adoption, and define any post-launch responsibilities in the project scope.
Built for long-term ownership
Custom-built without locking your business into a generic platform.
The system is scoped around your operating requirements. Security, infrastructure, and ownership terms are defined clearly for the implementation your team approves.
- Workflow designed around your company
- Interface designed for the users and devices in scope
- File, access, and data requirements defined during system design
- Deployment architecture selected for the approved requirements
- Ownership and licensing terms documented in the proposal
- Launch, handover, and support responsibilities defined before delivery
Frequently asked questions
What to know before a workflow review.
01Is this an off-the-shelf RFQ platform?
No. SOULTWARE builds the system around your products, qualification rules, internal roles, and existing quote process.
02Can the RFQ form change based on the selected project type?
Yes. Conditional questions can display different requirements based on the customer's application, equipment, industry, or project type.
03Can customers upload drawings and specifications?
Yes. The workflow can support drawings, scope documents, photographs, specifications, and other relevant project files.
04Can the system connect to our CRM or ERP?
Integration depends on the software and APIs you currently use. We evaluate integration requirements during the workflow review.
05Do we need to replace our existing website?
Not necessarily. The RFQ workflow can be integrated into an existing website or delivered as a dedicated portal.
06How much does a custom RFQ system cost?
Price depends on intake rules, user roles, file handling, integrations, data migration, security needs, and operational expectations. The written proposal defines scope, exclusions, milestones, assumptions, and payment stages before development.
07Is the public RFQ workspace a customer deployment?
No. It is a working product demonstration with fictional companies, requests, and records. Production permissions, integrations, security, data retention, monitoring, and support are scoped separately.
08Who handles the system after it launches?
The agreement identifies hosting and source-code ownership, backups, monitoring, maintenance, incident handling, support hours, and response expectations. 24/7 coverage is never implied.
RFQ workflow review
Find the friction in your current RFQ process.
A 15-minute conversation is a fit and context check. We can discuss how requests arrive, what information is often missing, who reviews it, and what tools are already in place. A deeper workflow review can be scoped separately if it would help.
The call does not commit you to a build. We may recommend keeping or configuring your current tools.