RFQ Capture
Structure buyer details, product requirements, quantity, destination, currency, requested delivery and commercial notes.
Pricing & Quotation Systems
Pricing & Quotation Systems for International Trade
Build structured quotation workflows that connect buyer enquiries, pricing inputs, commercial rules, approvals and quotation generation.
Eximtech helps exporters, manufacturers and trading companies turn fragmented RFQ and quotation preparation into a controlled commercial workflow with appropriate human decision authority.
The Business Problem
Quotation Preparation Depends on More Than Generating a Document
International B2B quotations may depend on buyer requirements, product specifications, quantities, currencies, supplier costs, freight assumptions, margins, Incoterms, validity periods, approvals and commercial terms. When those inputs are distributed across inboxes, spreadsheets, people and systems, each quotation requires repeated coordination.
Information commonly involved
Buyer requirementsProduct specificationsQuantitiesCurrenciesSupplier costsFreight assumptionsMarginsIncotermsValidity periodsCommercial terms
Common signs that the workflow needs attention
- RFQs arrive through multiple channels
- Quotation preparation depends on spreadsheets
- Information is copied repeatedly
- Quotation formats are inconsistent
- Pricing references may be outdated
- Versions are difficult to distinguish
- Margin review is manual
- Approvals create delays
- Commercial terms vary without clear control
- Quotation status is difficult to see
- History is disconnected from buyer records
Structured Commercial Workflow
Connect the RFQ to the Commercial Decision and Follow-Up
A quotation system should preserve the information, assumptions, decisions and revisions behind the buyer-facing output—not simply produce a file.
01Buyer Enquiry / RFQ
02Requirement Capture
03Product & Pricing Inputs
04Commercial Calculation
05Margin / Rule Validation
06Internal Approval
07Quotation Generation
08Buyer Submission
09Revision / Negotiation
10Follow-Up
11Won / Lost
Automation can prepare information and route decisions, but high-value, low-margin, unusual or non-standard quotations should retain the appropriate human review and approval authority.
Solution Capabilities
Capabilities Selected Around the Required Workflow
The appropriate scope depends on the process, systems, users, controls and consequences of error. Every engagement does not require every capability.
Requirement Validation
Identify missing or inconsistent information before pricing preparation progresses.
Pricing Inputs
Bring approved product, supplier, packaging, handling, freight-assumption and internal cost inputs into one workflow.
Commercial Calculation
Apply scoped pricing rules, currency assumptions, commercial adjustments and margin logic.
Approval & Exceptions
Route threshold, margin, term and other defined exceptions to authorized reviewers.
Quotation Generation
Create consistent quotation outputs from approved commercial information and formats.
Revision & Version Control
Preserve the current quotation, changes between revisions and the version sent to the buyer.
Follow-Up & Status
Connect validity, buyer communication, follow-up and won, lost, pending or expired status.
Integration Architecture
Use Reliable Inputs From the Systems That Own Them
A quotation workflow may connect to existing systems where useful interfaces, permissions and data quality allow. The design should define ownership, validation and failure handling rather than assume universal compatibility.
01ERP02CRM03Product database04Supplier records05Inventory systems06Accounting systems07Freight or logistics data where available08Document systems
Pricing Governance & Security
Govern the Assumptions, Authority and Version Behind the Price
Digital quotation systems should make it clear who may change pricing, which source and version are current, what assumptions were used, who approved the terms, which quotation was sent and what changed during negotiation.
Information that may require protection
Buyer requirementsProduct and supplier costsPricing rulesCommercial marginsFreight assumptionsPayment and delivery termsQuotation history
Relevant controls and considerations
- Role-based access
- Pricing-data confidentiality
- Approval authorization
- Activity logging
- Version history
- Secure integrations
- Controlled export or download
- Backup and recovery
- Exception handling
- Human approval for material decisions
Eximtech does not provide commodity prices, freight rates, customs values, tariff accuracy or autonomous final pricing by default. External data and system integration depend on available sources, permissions, quality and approved project scope.
Business Outcomes
Improve the Workflow, Not Just the Technology
Expected value should be assessed against the existing operating baseline, implementation scope, data quality and adoption.
Reduce Repetitive Preparation
Reuse governed buyer, product and commercial information across suitable quotation steps.
Improve Pricing Consistency
Apply controlled inputs, rules and approvals more consistently across the commercial team.
Improve Status Visibility
See where a quotation sits across preparation, review, submission, revision and follow-up.
Strengthen Governance
Make pricing authority, approvals, exceptions and commercial decisions more traceable.
Maintain Quotation History
Preserve revisions, validity, buyer submissions and commercial outcomes in context.
Connect Buyer Management
Relate RFQ and quotation activity to buyer records and commercial follow-up.
Actual outcomes depend on the client's existing workflow, systems, data, implementation scope, operating controls and adoption.
Who It Is For
Relevant Business and Technology Teams
Final stakeholders depend on process ownership, system responsibilities, risk and the implementation scope.
Export and commercial teams
Manufacturing sales and costing teams
Trading-company sales and sourcing teams
Pricing and finance reviewers
Operations and product teams
IT and digital-transformation teams
Connected Solutions
Continue Through the Digital Trade Architecture
These implemented solution pages explain adjacent capabilities that may support the same business process.
Related industries
Related use cases
Start With the Workflow
Turn Quotation Preparation Into a Controlled Commercial Workflow
Discuss how RFQs, pricing inputs, commercial rules, approvals, quotation versions and buyer follow-up operate in your business today.