How to Improve Vendor Relationships with Automated RFQs

Maintaining trust with vendors is essential in the aviation industry. Smooth, streamlined relationships with business partners can minimize lead times, control costs, and improve operational efficiency.

Roadblocks, however, happen. Even among the most finely-tuned partnerships, requests for quotations (RFQs) can slow things down.

Manual RFQ processes are time-consuming, error-prone, and difficult to scale—especially when working with a vast network of hundreds of suppliers.

This is where RFQ automation comes in. By using an advanced RFQ system, aviation companies can automate the RFQ process for speed, accuracy, and stronger, more transparent relationships with business partners. 

This article explains the ins and outs of RFQ automation, benefits and considerations, and best practices for implementing an RFQ automation system that aligns with your organization's needs.

Understanding RFQ automation in the aviation industry

An RFQ, or request for quote, is a formal part of the procurement process. In it, a company requests a price quote from multiple vendors for specific products or services.

Within the aviation industry, this often includes parts, components, and maintenance services needed to keep aircraft operational. Traditionally, RFQs and RFQ templates are managed over emails, Slack threads, spreadsheets, and other paper documents. This creates a scattered trail of service details that can be difficult to accurately piece back together.

When cobbling together artifacts for this manual quoting process, crucial details are often missed. This makes it difficult to get accurate quotes, let alone the best price. Plus, the process is filled with delays and misinformation.

RFQ automation software can make the vendor selection process much easier. RFQ automation software uses AI to enhance both sides of the procurement process. For buyers, AI generates and sends RFQs efficiently, cutting down on time and errors. For vendors, it processes incoming RFQs, analyzes requirements, and formulates responses quickly. By streamlining both sending and receiving, RFQ automation improves the entire transaction workflow.

For aviation companies and MRO providers, RFQ automation can be especially beneficial as it means faster parts procurement and minimizes delays due to grounded aircraft.

Key benefits of RFQ automation:

1. Time savings: Automating the RFQ process reduces time spent on manual entry, follow-ups, and bid comparisons, allowing procurement teams to focus on more strategic tasks.
2. Cost efficiency: Automated systems can identify the most cost-effective options faster, ensuring better financial decisions.
3. Improved accuracy: Automated RFQ tools reduce the likelihood of human error in quote requests, responses, and data entry.
4. Enhanced data transparency: RFQ automation enables vendor responses, bids, and project specifications to be compared, graded etc.

Strengthen vendor relationships through RFQ automation

Through automating RFQs and other business proposals, aviation parts suppliers can strengthen their vendor relationships by providing faster response times, clearer expectations, and more predictable quoting processes.

Transparency also improves. With an automated RFQ system, all historical data, including previous RFQ responses, are in one accessible location. Both parties can access relevant data as permitted, such as past pricing and negotiation details, fostering trust and clearer communication.

This can eliminate friction or mistrust and lead to more mutually favorable outcomes.

Finally, RFQ automation improves the speed and accuracy of transactions between vendors and aviation companies. RFQ software solutions focus on presenting the precise information that vendors and buyers need—such as pricing, availability, and delivery timelines—quickly and efficiently.

With this streamlined exchange, vendors can respond to RFQs faster and provide the exact details buyers require to make informed procurement decisions.

Best practices for implementing RFQ automation in aviation

Here are some best practices for introducing RFQ automation into the procurement workflow for aviation.

1. Choose an industry-specific solution

Not all RFQ automation platforms are designed for the aviation industry. Look for an industry-standard solution that understands the unique challenges of aviation MRO (maintenance, repair, and overhaul) operations, as well as the parts and components most commonly requested. Industry-specific solutions often come with pre-built templates, data fields, and other tools that can streamline the RFQ process.

ePlaneAI offers aviation-focused RFQ automation tools to streamline and speed up quoting, helping aviation parts suppliers better manage the constant stream of requests from customers needing parts, with faster responses and a more streamlined ordering process. 

2. Integrate RFQ automation with existing procurement systems

Look for RFQ systems that can be easily integrated into your existing procurement, ERP, MRO, and order management (OM) systems. This can streamline workflows and enable the seamless flow of accurate, real-time data between disparate systems without requiring double entry, bringing additional efficiency and forecasting accuracy.

3. Monitor performance metrics for continuous improvement

RFQ systems have the potential to generate an abundance of data on response times, supply and demand trends, vendor behavior patterns, and more. It’s a mine of competitive and business insights never before available—if you use it. And a wasted opportunity if you don’t! Regularly reviewing these metrics can help progressive parts suppliers further refine their RFQ processes and pull even farther away from the pack.

With ERP or other interconnected data systems, the data analysis can be automated. Teams can see real-time metrics presented in graphs, charts, and other visuals that provide clear insight and actionable recommendations.

4. Leverage AI-driven insights to enhance RFQ responses

One of the most powerful aspects of automating RFQ is its ability to drive AI-powered insights. Using predictive analytics, businesses can anticipate parts demand, identify supply chain disruptors, and suggest alternative vendors or delivery routes when necessary.

These insights allow teams to quickly pivot, when conditions unexpectedly change, ensuring seamless operations and minimal dependence on any one single vendor.

RFQ [Process] Automation Improves Vendor-Buyer Efficiency

Automating RFQ processes can yield tangible benefits and cost savings for aviation companies. Here are some real-world examples of these gains, along with industry insights and real-world applications.

Faster turnaround times

RFQ automation reduces response times by enabling instant communication and instant, automatic quote comparisons.

• Airbus Canada has reduced RFQ management time by 25% by automating RFQ processes within their ERP software (Axya).
• An Indonesian aircraft company using manual RFQ processes was able to convert only 48.5% of purchase requisitions (PRs) to purchase orders (POs) on time. Through shifting to automated RFQ processes, the company improved its purchase order conversions, nearing the KPI target of 90% (IJCRR).

ePlaneAI's automation platform integrates with ERP and MRO systems for real-time data and improved RFQ response (typically under 2 minutes - versus 1-4 hours with manual processes ). The speed is especially beneficial where parts are urgently needed for grounded aircraft.

Cost savings through better pricing visibility

Automated RFQ platforms help vendors centralize and analyze their quotes and historical pricing data in one accessible hub. This allows sellers to identify trends, refine their pricing strategies, and improve their competitiveness in the market.

ePlane AI's data analytics empower vendors to track past performance, identify favorable pricing patterns, and optimize their RFQ responses. By leveraging these insights, sellers can negotiate smarter and win more deals. Explore more of ePlaneAI's solutions.

Reduced risk of stockouts

RFQ automation systems can be integrated with inventory management tools to monitor stock levels in real-time and trigger RFQs when stock counts reach predefined thresholds. This proactive approach is especially helpful for high-demand components, helping fleets maintain continuous operations.

• ePlaneAI's RFQ platform integrates with existing inventory management systems to monitor and forecast parts demand and automatically initiate RFQs.

Enhanced supplier loyalty

Automated RFQ systems standardize the procurement process, so suppliers can rely on a predictable, consistent process.

With ePlaneAI’s automated RFQ system, suppliers get clear, standardized requests they can respond to quickly and easily. By cutting down on admin hassles and making it easy to stay on the same page, vendors build loyalty and strong, reliable partnerships with aviation companies.

The future of RFQ automation in aviation

RFQ automation in aviation is leveling up. Think faster quotes, smarter forecasts, and fewer surprises. Soon, AI and machine learning will help aviation procurement teams predict demand, spot supply chain issues before they hit, and find the best deals—all in real-time Transparency is also a big component. Digital RFQ platforms will make it easier for buyers and suppliers to see everything they need, from pricing trends to inventory levels. This kind of access builds trust and pushes vendors to stay competitive, so everyone benefits from the openness.

In terms of security, blockchain could bring a new level of data protection to global supply chains, keeping transactions secure and error-free.

Overall, automated RFQ systems are becoming more efficient and reliable. For aviation companies, that means streamlined procurement, stronger supplier relationships, and fewer grounded planes.

The role of ePlaneAI in the next generation of RFQ automation

ePlaneAI gives aviation companies the tools to make RFQ processes simpler and more reliable. Even better, it combines automated RFQs with data insights to give companies a grounded foundation to improve procurement, build solid vendor relationships, and stay competitive in a demanding industry.

Automated RFQs enhance vendor relationships and operations

Automating RFQs can make a real difference affecting all players up and down the aviation supply chain, helping them cut costs, improve supplier relationships, and keep their operations running smoothly and efficiently. With the right RFQ automation tools, companies can reduce back-and-forth with vendors, get clearer pricing, and make smarter procurement decisions based on real data.

As the industry leans more heavily into AI and automation, quality RFQ automation tools are even more essential for staying competitive and keeping fleets ready to fly. For companies looking to simplify their procurement process, ePlaneAI’s solutions bring the expertise and tools to make it happen. For companies looking to improve their RFQ response time and win more deals ePlaneAI is ready to make it happen. Whichever side of the transaction you are on, automating a mostly manual RFQ generation process or a mostly manual RFQ response process, is one of the fastest ways to see the power of AI and massive returns on your investment in a matter of weeks.

Book a call to see how RFQ process automation could work for you.