Automated request for quotation (RFQ) process

### 1. Purpose

1. Streamline RFQ issuance and tracking with minimal manual intervention

2. Capture procurement requirements automatically from approved purchasing forms

3. Centralize communication with ammunition suppliers for compliance and auditability

4. Reduce response times and avoid delays in defense supply chains

5. Automate reminders and follow-ups to encourage supplier engagement

6. Aggregate and route supplier quotes for evaluation and record-keeping

7. Minimize human errors and ensure all RFQs align with procurement policies

### 2. Trigger Conditions

1. New purchase requisition approved in ERP or procurement system

2. Inventory threshold for ammunition stock meets reorder levels

3. Scheduled RFQ cycle date/time for recurring procurement

4. Manual procurement request submitted by authorized personnel

5. Supplier profile update triggers need for fresh quotations

6. Contract renewal period approaching or expiring

7. Upload of new technical specifications or requirement sheets

### 3. Platform Variants

1. Microsoft Power Automate

• Feature/Setting: Configure “When a new item is created” (SharePoint/Dataverse) and “Send an HTTP Request” to supplier portals

2. Zapier

• Feature/Setting: Use “New Spreadsheet Row” (Google Sheets) and “Webhooks by Zapier” to POST RFQ data

3. Make (formerly Integromat)

• Feature/Setting: “Watch Records” (Airtable), “HTTP” for supplier API endpoints

4. Salesforce

• Feature/Setting: Salesforce Flow, “Create Records” (RFQ object), outbound email/Chatter post

5. SAP Ariba

• Feature/Setting: “RFQ Automation Workflow”, “Ariba API: submitRFQ”

6. Oracle Procurement Cloud

• Feature/Setting: “Procurement Cloud REST API”, “Create RFQ” operation

7. Coupa

• Feature/Setting: “Coupa API”, “POST /rfqs”, “Approval Chains”

8. Twilio SMS

• Feature/Setting: “SendMessage API”, trigger SMS RFQ to supplier contacts

9. SendGrid

• Feature/Setting: “Mail Send API” to transmit RFQ email with attachment

10. DocuSign

• Feature/Setting: “Envelopes: createSendEnvelope” API for RFQ sign-off or supplier acknowledgments

11. Google Workspace (Gmail, Sheets, Drive)

• Feature/Setting: “Apps Script” (onEdit in Sheets) to automate RFQ generation, “Gmail API” for sending

12. AWS Lambda

• Feature/Setting: “Scheduled Event” + custom Python script to query DB and invoke email/supplier API

13. HubSpot

• Feature/Setting: “Workflows”, trigger RFQ emails from deal stage change

14. Freshdesk

• Feature/Setting: “Automations”, “New Ticket”, trigger RFQ from inbound requests

15. Jira Service Management

• Feature/Setting: Automation rules to create RFQ issue when procurement ticket logged

16. Monday.com

• Feature/Setting: “Automations”, notify suppliers when RFQ item added

17. Slack

• Feature/Setting: “Incoming Webhooks” to message procurement/RFQ notifications

18. Asana

• Feature/Setting: “Rules” to trigger RFQ task creation on form submission

19. Basecamp

• Feature/Setting: “Automatic Check-ins” to prompt procurement leads for RFQ review

20. Trello

• Feature/Setting: “Butler Automation”, auto-create RFQ lists/cards and email suppliers

21. NetSuite

• Feature/Setting: SuiteFlow automation for “Create RFQ” on requisition approval

22. ServiceNow

• Feature/Setting: “Flow Designer”, automate RFQ record creation and supplier notification

23. BambooHR

• Feature/Setting: Webhooks on job requisition, triggering RFQ if ammunition procurement for range officers

24. Outlook 365

• Feature/Setting: “Power Automate Flow”, schedule RFQ reminders via email calendar events

### 4. Benefits

1. Time saved by eliminating repetitive manual RFQ creation and dispatch

2. Improved RFQ cycle transparency and traceability

3. Higher supplier engagement through multi-channel outreach

4. Reduced risks of human error in RFQ content and delivery

5. Faster supplier response, enabling agile ammunition procurement

6. Regulatory and compliance adherence via automated audit logs and approval workflows

7. Consolidated RFQ data enhances supplier analysis and decision-making

8. Increased procurement productivity, freeing staff for strategic sourcing