Vendor & Supply Chain AutomationPurpose
1.2. Enable precise tracking, reminders, escalation, and analytics to enhance supplier communication and improve procurement efficiency.
1.3. Ensure compliance with internal sourcing policies and leverage digital documentation for audit trails.
1.4. Integrate the automation with ERP, CRM, and vendor databases for end-to-end process synchronization.
Trigger Conditions
2.2. Manual trigger by procurement specialist for urgent or high-value parts.
2.3. Scheduled batch RFQs for recurring or standing orders.
2.4. Change in project status, such as entry into sourcing phase.
2.5. Upload or selection of BOM or parts list.
2.6. Vendor quota or performance below SLA threshold.
2.7. Non-response or delayed acknowledgement from vendors within specified SLA.
Platform Variants
• Feature/Setting: "When a record is created" (Dynamics 365 trigger); "Send an email" (Outlook connector); configure flow with vendor email and RFQ template.
3.2. Zapier
• Feature/Setting: "New Record in Airtable" trigger; "Send Email via Gmail" action; "Delay Until" for follow-ups.
3.3. Salesforce Flow
• Feature/Setting: "Record-Triggered Flow" on RFQ object; "Send Email Alert" to vendor contacts; escalate if not responded in 72 hours.
3.4. HubSpot Workflows
• Feature/Setting: "Form Submission" trigger for new RFQ intake; "Send Email" to vendor property; mark status in deal pipeline.
3.5. Google Apps Script
• Feature/Setting: Drive API to watch for new RFQ Sheets; GmailApp to auto-send RFQs and reminders.
3.6. Integromat (Make)
• Feature/Setting: "Watch Records" in an ERP system; HTTP module to submit RFQ data to vendor API; schedule follow-up requests.
3.7. ServiceNow Flow Designer
• Feature/Setting: "Table Change" on RFQ table; "Send Notification" to supplier group; task assignment for tracking.
3.8. SAP Business Workflow
• Feature/Setting: Event-Based Workflow on "Create RFQ" in MM module; Output Management (NACE) for sending documents via email or EDI.
3.9. Twilio SendGrid
• Feature/Setting: Email API; configure batch RFC email; webhook for read receipts and tracking.
3.10. Slack Workflow Builder
• Feature/Setting: Trigger on document upload to Slack channel; send direct message to vendor contact group for RFQ.
3.11. Monday.com Automations
• Feature/Setting: "When status changes to RFQ, notify vendors" automation; Outlook/Gmail integration for sending RFQs.
3.12. Jira Automation
• Feature/Setting: Issue created in "RFQ" project triggers "Send E-mail" action to vendors with issue context.
3.13. Oracle Integration Cloud
• Feature/Setting: "ERP Cloud Adapter" monitors new RFQs; "Email Adapter" or "REST Adapter" dispatches documents to suppliers.
3.14. Freshworks Workflow Automation
• Feature/Setting: RFQ form submission triggers "Send Email" action to pre-selected vendor list.
3.15. Pipedrive Automations
• Feature/Setting: Deal reaches RFQ stage triggers templated email via “Workflow Automation.”
3.16. Smartsheet Automation
• Feature/Setting: Row added or changed in RFQ tracker auto-sends email to vendor list in a cell.
3.17. Docusign API
• Feature/Setting: Envelope creation event; auto-send RFQ documents for vendor acknowledgement signature.
3.18. Box Relay
• Feature/Setting: File uploaded to RFQ folder triggers workflow to notify and auto-send to predefined vendor emails.
3.19. NetSuite SuiteFlow
• Feature/Setting: Record creation on "Request for Quote"; Email Notification workflow action to vendor records.
3.20. BambooHR Workflow
• Feature/Setting: RFQ need initiated in hiring requisition triggers procurement to issue RFQ via email automation.
Benefits
4.2. Increased supplier response rates through timely, persistent, and tracked follow-ups.
4.3. Improved compliance and full audit history for every sent RFQ and vendor response.
4.4. Reduced sourcing cycle time from demand identification to selected vendor.
4.5. Consistent, error-free document distribution and escalation, ensuring no RFQ is missed or mishandled.