AI AGENTS
RFQ Outreach Agent from Intake Form
When a procurement intake form is submitted, the agent drafts a tailored request-for-quote and emails it to a shortlist of vendors, logging each outreach in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerIntake form submitted via webhookHTTP webhook
- ActionRead vendor shortlist for the categoryAirtable
- ActionDraft a tailored RFQ per vendorOpenAI
- LogicHold vendors missing a valid contact
- ActionEmail RFQ to each vendorGmail
- OutputLog outreach with timestamp and statusAirtable
What it does
Converts a completed intake form into vendor outreach. The agent takes the requirements, drafts a clean request-for-quote tailored to each vendor on the shortlist, sends it by email, and logs who was contacted and when.
When to use it
When an approved request needs quotes from several vendors and you want consistent, personalized RFQ emails sent in minutes instead of one analyst copy-pasting templates all afternoon.
How it works
- 1A webhook fires when the procurement intake form is submitted.
- 2The agent reads the matching vendor shortlist for that request category from Airtable.
- 3OpenAI drafts a per-vendor RFQ that injects the request's requirements, quantity, and deadline.
- 4A logic step holds any vendor missing a valid contact so nothing sends to a bad address.
- 5Gmail sends each tailored RFQ to its vendor.
- 6Output: every outreach logged back to Airtable with timestamp and status, giving a complete sourcing trail.
Set it up
What you configure once, before turning it on.
- 1Connect HTTP webhookTrigger any URL on agent actions.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect OpenAIModels, embeddings, files.
- 4Connect GmailRead, draft, send, label.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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