RFQ Response Documents Retrieval Agent

About the Agent

RFQ Response Documents Retrieval Agent, developed by ZBrain, is an enterprise-grade automation solution that optimizes the intake phase of the RFQ (Request for Quotation) process. In high-volume communication environments, where time-sensitive opportunities can be missed, this agent ensures that all RFQ-related emails and attachments are promptly identified and captured. By continuously monitoring designated inboxes, it eliminates the need for manual oversight and provides a reliable, scalable mechanism for surfacing potential opportunities in real time.

The agent integrates directly with E-mail platforms via secure APIs and leverages large language models (LLMs) to evaluate incoming messages with contextual awareness. Instead of relying on basic keyword filters, it interprets email content to detect true RFQ intent—even when phrasing or formatting varies. Once relevant emails are identified, the agent retrieves and parses attachments in common formats such as PDFs, Word documents, and spreadsheets. It then extracts structured data—such as line items, specifications, and response deadlines—normalizes it into clean, markdown-formatted text, and prepares it for seamless transition to downstream processing by the RFQ Screening Agent.

By automating both detection and document parsing, the RFQ Response Documents Retrieval Agent significantly reduces turnaround times while increasing the accuracy and consistency of RFQ intake. It enables procurement and sales teams to respond faster and more effectively, without the burden of manual inbox monitoring or document triage. With built-in support for exception handling and a feedback loop to continuously refine its classification model, the agent not only improves day-to-day efficiency but also scales RFQ handling capacity across the organization—ensuring no opportunity goes unnoticed or underutilized.