About the Agent

ZBrain's RFQ Broadcast Agent streamlines the distribution of RFQ invitations to targeted vendors, eliminating manual steps and ensuring consistent, personalized communication at scale. Powered by Large Language Model (LLM), the agent analyzes each RFQ, classifies requirements and generates tailored outreach that meets compliance and audit requirements. This automation removes the risk of omissions, ensures audit-ready records, and delivers a seamless, professional experience with every vendor interaction.

Challenges the RFQ Broadcast Agent Addresses

Manual RFQ invite distribution is time-consuming, prone to omissions, and often lacks personalization and auditability. Procurement teams must extract key details from varying RFQ formats, customize communication, and manage high volumes, all while ensuring no vendors are missed. These inefficiencies create communication gaps, compliance risks, delayed notifications, and strained supplier relationships, particularly as procurement volumes and expectations continue to increase. Without a clear audit trail or standardized processes, organizations face difficulties scaling outreach and ensuring reliable communication.

Leveraging LLM, ZBrain RFQ Broadcast Agent automates RFQ document analysis, vendor selection, personalized email generation, and activity logging to deliver rapid, accurate, and auditable RFQ outreach. Every action is transparently tracked, while tailored communications boost vendor engagement and response rates. This enables procurement teams to distribute RFQs efficiently, maintain full compliance, and focus on strategic sourcing rather than repetitive manual tasks.

How the Agent Works

ZBrain RFQ broadcast agent is designed to automate the entire process of distributing RFQ invitations to relevant vendors. Leveraging LLM capabilities, the agent analyzes each RFQ document, classifies the requirements, validates eligible vendors, and generates personalized communications tailored to each vendor. Below, we outline the detailed steps that define the agent’s workflow:

Step 1: RFQ Intake and Classification

This step initiates the workflow. The agent receives a new RFQ document and prepares it for downstream processing.

Key Tasks:

• Document Ingestion: Accepts structured or semi-structured RFQ files (PDF, DOCX, etc.) from the RFQ creation agent or directly through the agent interface.
• Data Extraction: Extracts critical details, including RFQ ID, requirements, submission deadlines, and contact information.
• RFQ Type Classification: Utilizes an LLM to determine if the RFQ pertains to services or equipment parts. This classification guides the selection of the appropriate processing path based on RFQ type.

Outcome:

• Classified RFQ Prepared: The RFQ is accurately classified by type, and all essential details are extracted and structured for further processing in downstream steps.

Step 2: Vendor Selection and Validation

The agent dynamically identifies, filters, and validates vendors to ensure only qualified suppliers are targeted.

Key Tasks:

• Vendor Search Query Generation: Leverages an LLM to generate a targeted search query capturing the high-level vendor requirements from the RFQ. This structured query guides the downstream vendor filtering process.
• RFQ Summary Preparation: Uses an LLM to produce a concise, high-level summary of the RFQ for downstream use. The summary mainly includes the RFQ’s purpose, scope, submission deadlines, reference number, critical compliance requirements, and the most relevant contact point.
• Knowledge Base Search: Performs a hybrid search in the vendor knowledge base using the generated search query to accurately identify potential vendor matches based on RFQ requirements.
• Vendor Validation: Upon identifying potential matches, the agent utilizes an LLM to comprehensively validate the vendors against mandatory criteria, regional coverage, experience, compliance, and certifications. This validation step also excludes vendors that lack the required details or have incomplete profiles.
• Final Vendor List Compilation: Assembles a vetted list of eligible vendors for distribution of the RFQ. The list includes structured details such as vendor ID, name, contact person, contact email, location, region coverage, services offered, equipment supported, certifications, and years of experience.

Outcome:

• Validated Vendor List: A compliant, relevant, and ready-to-engage vendor list is generated for efficient RFQ broadcast.

Step 3: Personalized Email Generation

The agent generates and customizes RFQ invitations for each validated vendor, ensuring every communication is relevant, context-aware, and ready for review or dispatch.

Key Tasks:

• Subject & Content Generation: Creates a consistent, personalized email subject and a formal, HTML-formatted email body for each vendor, incorporating the RFQ title, reference number, submission deadline, location, and all requirements.
• Contextual Personalization: Automatically inserts RFQ-specific details (such as requirements, deadlines, and contact points) and vendor-specific fields (name, location, contact person) to ensure clarity and a personalized experience. Uses an organizational voice and applies formatting for readability and clarity.
• Drafting Mode: Offers the option to generate email drafts for human review before sending, reducing the risk of miscommunication.
• Content Validation: Ensures all required RFQ information and instructions are present in each message.

Outcome:

• Tailored RFQ Invitations: Vendors receive clear, customized invitations that drive higher engagement and timely responses.

Step 4: Audit Logging and Reporting

The agent logs each RFQ broadcast in a structured reporting system, such as Google Sheets, providing a clear and auditable record of all vendor communications.

Key Tasks:

• Tabular Output Generation: The agent dashboard displays matched vendor details in a concise table, including Vendor ID, Vendor Name, Email Subject, and Email Body, with a direct link to the corresponding report for review.
• Flexible Output Logging: All RFQ distribution details and vendor communications are systematically recorded in a Google sheet for transparency and auditability. The agent supports logging each new RFQ in a separate Google sheet or a dedicated tab, ensuring organized and easily retrievable records.

Outcome:

• Transparent Audit Trail: A structured, readable table is displayed on the dashboard, and all RFQ broadcast details are accurately recorded in Google Sheets, supporting compliance, transparency, and streamlined reporting.

Step 5: Continuous Improvement Through Human Feedback

The agent incorporates user feedback to refine vendor validation and enhance the quality of RFQ communications.

Key Tasks:

• Feedback Collection: Allows users to review vendor lists and outreach emails for relevance, accuracy, tone, and completeness, helping flag vendor selection errors or unclear messaging.
• Feedback Analysis and Learning: The agent processes this feedback to identify recurring issues, such as gaps in vendor selection, inconsistent communication, or misalignment with organizational standards.

Outcome:

• Agent Improvement: The agent continually evolves by incorporating user feedback, ensuring that outreach and vendor selection remain accurate, effective, and aligned with business requirements over time.

Why use ZBrain's RFQ Broadcast Agent?

• Accelerated RFQ Distribution: Automates the preparation and broadcasting of RFQ invitations, significantly reducing turnaround time compared to manual processes.
• Targeted Vendor Communication: Selects and validates relevant vendors for each RFQ type, ensuring invitations reach only qualified recipients.
• Personalized and Consistent Messaging: Generates context-specific and personalized emails, maintaining a professional and standardized approach across all vendor communications.
• Reduced Manual Workload: Eliminates the need for procurement teams to draft, personalize, and track individual RFQ emails, freeing resources for higher-value tasks.
• Scalable Operations: Efficiently handles large volumes of RFQs and vendor lists without delays, supporting the demands of growing procurement teams.
• Enhanced Response Rates: Ensures that invitations are timely, relevant, and clear, increasing the likelihood of vendor participation and response quality.