Part 1 — One-time setup (~10 min)

Do this once, right after install, as an administrator.

1. Run the initial setup

Press Alt+Q, open RFQ Setup, and click Initialize. This creates the number series for RFQ and Customer Inquiry documents and registers the AI capability.

2. Turn on the Copilot capability

Open Copilot & AI Capabilities and make sure the bcrfq capability is active. Extraction runs on Business Central’s built-in Copilot — no Azure OpenAI account or API key is needed.

AI usage is billed to your own tenant through Copilot credits, not to us. In practice it is inexpensive — a typical repeat quote costs a fraction of a cent.

3. Assign permissions

Give each user one of two permission sets: RFQ User for buyers and sales engineers, or RFQ Admin for whoever manages setup, mailboxes, and job queues.

4. Set up the RFQ Quote Agent

On RFQ Setup, click Set up RFQ Quote Agent and choose Update. This background agent reads inbound customer inquiries and vendor replies and updates your documents automatically — no one has to wait at the document.

5. Connect the mailboxes (optional)

Two shared mailboxes drive the automatic flow: one for vendor replies and one for customer inquiries that sales engineers forward in. Set each up in Email Accounts, point RFQ Setup at it, test the connection, and enable monitoring. You can skip this and upload files by hand on each document instead.

6. Set a Missing Item placeholder (optional)

If customers or vendors often mention items you have not created yet, set the RFQ Missing Item field to a generic placeholder so lines stay quotable without cluttering your item catalogue.

Part 2 — Customer intake (Inquiry → Sales Quote)

Start here when a customer asks you for a price. If you only buy from vendors, skip to Part 3.

1. An inquiry arrives — forwarded to the intake mailbox, or added by hand with Upload File on the Inquiry Card. The agent reads the request and stages the requested lines.
2. On the Inquiry Card, use Resolve Customer to match the sender, review the requested lines, and tick the ones to quote.
3. Click Create Sales Quote. Matched items become priced lines; unmatched ones become description lines so nothing is lost. The inquiry moves to Quoted.

Part 3 — Vendor sourcing (RFQ → compare → PO)

1. Create the RFQ — from a Sales Quote (so prices roll back onto it) or standalone from the RFQ List. Add the items and quantities to quote.
2. Add vendors and send. BCRFQ emails each vendor a branded request; the status moves to Sent.
3. Replies are read by AI. Automatically if mailbox monitoring is on, or upload the file by hand. Item codes, quantities, prices, and currency are extracted and matched to your BC items; check Extraction Review to accept or edit any row.
4. Compare side by side. The Comparison Matrix shows every vendor’s price per line with the winner highlighted. Accept winners in bulk or split the order cell by cell.
5. Prices roll back. If the RFQ came from a Sales Quote, the winning vendor cost appears on the quote line so you can price the customer with margin.
6. Convert to Purchase Order. One PO per winning vendor, with locked prices and a link back to the RFQ. The RFQ moves to Completed.

Quick reference

Tips

• The first document from a new vendor or customer uses a little more AI while it learns your catalogue. Repeats are nearly free.
• Glance at Extraction Review for a new party — once you confirm a few item matches, BCRFQ remembers them.
• If extraction ever fails with a credit error, top up Copilot credits in your tenant; the app fails gracefully and shows a notification.

Need help?

Email support@integrated.ee — 09:00–17:00 EET, Monday to Friday, one business day response target.