Efficient email management for high-volume aviation orders 

The aviation supply chain depends on fast, precise communication. Every day, airlines, maintenance, repair, and overhaul (MRO) providers, and suppliers churn through thousands of Request for Quotes (RFQs) sent via email. 

Processing these requests efficiently is crucial. Delays can lead to lost business, disrupted maintenance schedules, and grounded aircraft. 

Traditionally, processing RFQs has been manual, requiring procurement teams to sort, validate, and respond to emails one by one.

RFQ software powered by AI is transforming this once tedious process, allowing procurement teams to automate intake, sorting, and response generation with unprecedented speed and accuracy.

With AI’s ability to automate email intake, accurately sort and categorize requests, and generate responses within seconds, your company can accelerate RFQ turnaround times and secure deals while competitors use slow, manual processes fraught with human error. While your bid is reviewed, they have unopened RFQs in their inbox. 

This article explains how to leave this level of leave-your-competitor-in-the-dust efficiency, going over how AI-driven automation works and specific ways that you can transform your own RFQ workflows. 

The scale of email management in aviation procurement

Phone calls and faxes are becoming scant these days in the realm of aviation procurement. Email remains the primary, if not preferred, communication channel for procurement activities. 

Every day, aviation companies process hundreds to thousands of RFQs, all of which vary in complexity and urgency.

Types of RFQs in aviation:

• Simple RFQs (50–60%): Single-part requests with standard pricing, quickly processed with minimal back-and-forth.
• Moderate RFQs (25–35%): Multi-part requests requiring inventory checks, lead-time coordination, or supplier verification.
• Complex RFQs (10–15%): High-value or urgent, may involve AOG (Aircraft on Ground) parts needing custom quotes, documentation, and approval across multiple teams 

Delays in RFQ processing lead to lost revenue, supply chain disruptions, and increased operational costs, not to mention other downstream ripples that can impact other flights, labor schedules, and even the broader aviation industry. 

Additionally, delays can cost companies a 50% premium for rush parts in AOG events. 

The burden of manual RFQ processing

Many aviation procurement teams rely on human input to sort, verify, and respond to RFQs manually. There are email rules they can put in place to sort and prioritize messages from certain senders or containing certain keywords, however, these measures are far from 100% accurate. 

In the absence of AI, a manual response gives more accuracy. But the process of combing through emails is time-consuming and can lead to: 

Slower response times that require more human intervention. Beyond manually evaluating the RFQ, the recipient now has to coordinate inventory availability, pricing, supplier coordination, and other crucial details, which can take hours to process. 

Increased human error for both parties. The person sending an RFQ can accidentally add or omit an extra digit, say Part A when they mean to say Part AA, or forget critical details. 

Even if perfectly drafted, the recipient can misread a portion of the request.  AI can flag discrepancies in RFQ requests for particular senders and read and extract all email data with virtually 100% accuracy. 

Higher labor costs. Procurement teams spend valuable hours handling repetitive email tasks instead of focusing on strategy and other high-level decision-making. 

Slower response time, increased errors, and higher labor costs lead to more flight delays, more operational chaos, and a potential revenue loss in the millions—for both the aviation company and the parts supplier. AI-powered solutions, however, are closing these gaps. 

AI-powered email management

AI solutions like ePlaneAI’s EmailAI streamline RFQ by removing human bottlenecks and other constraints. 

Within seconds of an RFQ email reaching your inbox, it’s accurately read and properly categorized based on urgency. Bulk orders, high-value parts, or AOG scenarios will be immediately flagged for high urgency. 

Then, based on part availability, location, and other logistics, EmailAI will generate a precise, accurate, and approved quote within 10 minutes–often hours (if not days) before other competitors. 

AI-speed automation means more deals closed faster–and with greater accuracy–for improved margins. 

Smart categorization and automated prioritization

One of the biggest AI advantages is intelligent sorting. 

Instead of procurement teams or faulty email rules filtering messages, AI automatically categorizes RFQs and prioritizes them based on urgency.

• Routine RFQs —> Instant, AI-generated response. 
• Moderate RFQs —> AI-assisted inventory and pricing checks. 
• AOG events and other complex RFQs —> AI alerts specialists for immediate action. 

Businesses can choose to create more categories or different category labels based on their specific needs, however, this breakdown into three core categories generally works best. 

With AI-driven RFQ software, aviation companies can refine these categories dynamically, ensuring urgent requests are prioritized and processed without delays. Whether it’s 3 categories or 10, having an effective and automated triage system prevents backlogs and ensures that your high-priority RFQs don’t get buried in the inbox. 

Enhancing response accuracy 

Manual RFQ handling is prone to mistakes in pricing, inventory checks, and documentation. AI eliminates these risks by cross-referencing RFQs with real-time inventory and pricing databases, maintaining compliance with aviation documentation requirements for the FAA, EASA, and other regulatory bodies, and generating standardized, error-free quotes in minutes based on inventory levels and historical sales data. 

This benefits you and your customer: they’re getting the part they need at a competitive bid, and you’re closing more deals. But beyond that, AI-driven processes can improve demand forecasting accuracy by over 25%, reducing stockouts or overages.  

Real-time integration with procurement systems

Aviation companies typically rely on ERP systems like SAP, AMOS, and Quantum for inventory and procurement. An ERP can harvest data for multiple business units into one silo, but that data is less than meaningful if you don’t have the ability to analyze it, connect the dots, and make rapidfire decisions with greater confidence and accuracy. 

ePlaneAI works with existing ERP and procurement systems to make your ERP data actionable. It acts as an ERP layer that can integrate directly with your existing platform for seamless dataflow between email RFQs and inventory systems, instant part availability checks without human intervention, and automated purchase order (PO) generation, reducing administrative workload. 

The future of AI in aviation email processing

AI-driven email automation, while powerful, is only at the beginning of its full potential. Future enhancements will significantly expand its capabilities. In the coming decade, expect to see: 

• Even better predictive analytics: Anticipate high-demand parts and automate proactive sourcing. 
• Effective multilingual RFQ processing: Seamless service to global suppliers. 
• Blockchain-enabled RFQ tracking: Verify part authenticity and prevent fraud. 
• Adaptive learning for continuous Improvement: AI systems will employ machine learning (ML) to analyze past RFQ interactions, continually refining their algorithms to enhance response accuracy and efficiency over time (Wezom). 

Adopting RFQ software as part of an AI-driven procurement strategy is a game-changer and the Rubicon moment for aviation procurement, at the crossroads between outdated workflows and unstoppable efficiency.  

Many aviation companies are already using AI-powered supply chains, realizing annual cost savings in the millions and added productivity, operational, and reputational gains.  Those embracing AI now are best positioned to benefit from AI’s growing capabilities—and more permanent business resilience. 

Why AI email management is a competitive advantage

The aviation industry cannot afford slow, inefficient email handling. Every delayed RFQ is a missed opportunity, potentially costing millions in lost deals, delayed maintenance, and AOG crises.

ePlaneAI’s EmailAI transforms traditional RFQ processing by automating responses, improving accuracy, and integrating seamlessly with your existing procurement systems. Companies that adopt EmailAI are seeing faster RFQ response times, greater efficiency, and heightened operational efficiency—not to mention happier workers freed from tedious, mundane administrative tasks.  

Take action today. Want to speed up aviation email processing and secure more deals, faster? Explore ePlaneAI’s EmailAI and other AI-powered solutions and take your procurement efficiency into the 21st century and beyond.