Supplier & Procurement ManagementPurpose
1.2. Ensure timely and consistent data extraction from incoming correspondence, automated entry into procurement systems, notifications to appropriate procurement staff, and compliance tracking for entertainment sector suppliers.
1.3. Streamline supplier response workflows, reduce manual sorting errors, accelerate tender initiation, and centralize documentation for improved audit trails.
1.4. Initiate automated acknowledgment replies, intelligent prioritization, and dashboard visibility over all open RFP/RFQ cycles within the wholesale arcade machine context.
Trigger Conditions
2.2. Supplier submits web form triggering API call with RFP/RFQ attachment.
2.3. Scheduled scan (e.g., every 15 minutes) of IMAP/POP3 inbox for new threads containing quotation or proposal requests.
2.4. Manual incident entry via procurement dashboard initiating the automation.
Platform Variants
3.1. Microsoft Outlook 365
• Feature: Automated Flow via Power Automate
• Setting: Configure trigger “When a new email arrives (V3)” in shared procurement inbox.
3.2. Gmail (Google Workspace)
• Feature: Gmail API – Watch Email
• Setting: Set rule for label “RFP/RFQ” and trigger Google Apps Script or webhook.
3.3. Slack
• Feature: Incoming Webhooks
• Setting: Push parsed RFPs into #procurement channel on supplier message.
3.4. Salesforce
• Feature: Email-to-Case
• Setting: Route RFP emails to auto-create Opportunity or Case.
3.5. SAP Ariba
• Feature: OpenAPI for Sourcing Request
• Setting: Auto-create sourcing events upon new RFP attachment.
3.6. HubSpot
• Feature: Conversations Inbox Automation
• Setting: Use workflows to distribute and log RFP/RFQ threads.
3.7. Zendesk
• Feature: Email Ticket Trigger
• Setting: Convert RFP emails to procurement tickets, tag accordingly.
3.8. Twilio SendGrid
• Feature: Inbound Parse Webhook
• Setting: Deliver incoming tenders to URL for downstream analysis.
3.9. AWS Lambda
• Feature: Email parsing and routing function
• Setting: Triggered by SES inbound rule—extract, store, notify.
3.10. Google Cloud Functions
• Feature: Mail trigger handler
• Setting: Activated by new mail in GCS bucket—parse and forward.
3.11. Monday.com
• Feature: Email-to-board automation
• Setting: Map RFPs into procurement pipeline boards.
3.12. Trello
• Feature: Email-to-board
• Setting: Forward RFP to list via Trello's email address for automated card creation.
3.13. Pipedrive
• Feature: Smart Email BCC
• Setting: Log RFP messages to the supplier’s deal timeline.
3.14. Airtable
• Feature: Automation “When email received”
• Setting: Create record and populate RFP fields on match.
3.15. Asana
• Feature: Create Task via Email
• Setting: RFP-triggered tasks assigned to procurement leads.
3.16. Freshservice
• Feature: Ticket Automation
• Setting: Incoming RFPs spawn procurement action tickets.
3.17. Jira Service Management
• Feature: Issue Creation Rule
• Setting: Create and tag issue by parsing supplier RFPs.
3.18. Dropbox Business
• Feature: File Request Tool
• Setting: Suppliers upload RFPs to designated folder—automated notifications sent.
3.19. Box
• Feature: Box Relay
• Setting: Monitor folder for new RFP files—initiate automated approval process.
3.20. Notion
• Feature: API Integration
• Setting: POST new RFP records to log database upon email/API trigger.
Benefits
4.2. Ensures audit-ready centralization of all tender documentation for amusement machine sourcing.
4.3. Reduces operational risk and missed opportunities due to human error.
4.4. Enables scalable, high-volume vendor management and rapid supplier onboarding.
4.5. Improves supplier relationship visibility and supports regulatory or ISO compliance tracking for entertainment sector procurement.