Service · RFQ and tender intake
RFQ and tender intake, automated with AI
Neuractor builds an RFQ automation workflow for engineering contractors, EPC firms and industrial suppliers in Egypt and the Gulf. It reads each RFQ or tender pack in Arabic or English, lists what is being asked with the page it came from, and flags what is missing before your team decides whether to bid.
or write to info@neuractor.com
How it reads a sample RFQ (illustration)
An RFQ email and a PDF go in. A sourced requirements table and a cited answer come out.
When the documents don't say, it says so and hands the question to your team.
1In
- From
- procurement@example.com
- Subject
- RFQ-EX-014: gate valves, Example Co. (illustration)
Please quote for the items in the attached specification and bill of quantities. Submission by Thursday, 12:00.
- Spec_EX-014.pdf · 18 pages
- BOQ_EX-014.xlsx
p. 4 · §3.1 Gate valves shall be DN150, PN40, body material per Table 2.
p. 12 · §4.2 Delivery within 8 weeks of the purchase order.
p. 15 · §6.1 Warranty as agreed with the purchaser.
2Structured
| # | Requirement (as written) | Source | Status |
|---|---|---|---|
| 1 | Gate valve DN150, PN40, body material per Table 2 | Spec p. 4, §3.1 | Found |
| 2 | Delivery within 8 weeks of the purchase order | Spec p. 12, §4.2 | Found |
| 3 | Third-party inspection certificate type | — | Not found → your team |
| 4 | Warranty period | Spec p. 15, §6.1 | Clarify with client |
3Answered
ما مدة التوريد المطلوبة؟
What delivery time is required?
8 أسابيع من تاريخ أمر الشراء. المواصفات، ص 12، البند 4.2
8 weeks from the purchase order. Spec, p. 12, §4.2
Row 3 is not in the documents, so it went to your team instead of being guessed.
The problem
Someone has to read all of it before anyone can decide
A tender pack or RFQ arrives as many files: the request, instructions to bidders, a data sheet that changes some of those instructions, bills of quantities, specifications, drawings, and later the addenda and clarification answers. Before your team can price anything, someone has to read every file, find the requirements and notice what conflicts or is missing.
That first read is slow, it depends on a few experienced people, and a missed clause can cost far more than the time it saved. It is also very repetitive work, which is where AI helps if every line can be checked.
The workflow
What goes in, what comes out, what stays human
In
- RFQ emails and their attachments
- Tender packs downloaded from any portal
- Specifications, conditions and drawings lists (PDF, Word)
- Bills of quantities (Excel)
- Addenda and clarification answers
Out
- A requirements table, each row with document, page and clause
- Deadlines and submission requirements in one list
- Missing or conflicting items, with draft clarification questions
- A draft compliance list and bid/no-bid checklist
- A short summary in Arabic and English
Stays with your team
- The decision to bid
- Pricing and commercial terms
- Technical deviations and engineering judgement
- Anything sent to the client
- The final submission
What you get
What the pilot delivers
The exact scope is fixed in writing at the end of the 5-day diagnostic.
- An intake workflow running in your own cloud account, on your real RFQs.
- A requirements table format agreed with your estimators, with source page and clause on every row.
- "Not found" handling: anything the documents don't answer is flagged for a named person instead of being filled in, and we test this on your files.
- Support for Arabic, English and mixed documents, tested on your files in the diagnostic.
- Accuracy measured against written acceptance criteria, so you can see whether it works.
- Handover notes, so your team understands what was built and how to run it.
Egypt and the Gulf
Built for how tenders are written here
Tender documents in the region are often in Arabic, in English, or in both. In Saudi Arabia, the Government Tenders and Procurement Law (2019, Article 55) says contracts and related documents are drafted in Arabic, and Arabic governs where another language is used alongside it. A new law approved in August 2026 takes effect later, so check which one applies. Egyptian teams say «مناقصات»; Saudi teams usually say «منافسات». The workflow reads both, and it keeps clause numbers, units and part codes exactly as written.
Read more: What is RFQ intake automation, and what should stay human?
FAQ
Questions about RFQ and tender intake
Can it submit a bid for us?
No. It prepares drafts, tables and checklists. Your team prices, decides and submits.
Do you connect to Etimad or Egypt's tender portal?
No. We work with the documents your team downloads from any portal or receives by email. Registration, submission and the portal itself stay with your team.
What happens when the answer isn't in the documents?
It says so. The workflow marks the item "not found" and passes it to a person on your team instead of guessing.
Does it work with Arabic and scanned documents?
It is built for Arabic and English, including documents that mix both. Scan quality decides how well text can be read, so the diagnostic tests your real documents before we promise anything.
Do you sell software?
No. We build the workflow inside cloud and AI-service accounts your firm owns, so your documents and running costs stay under your control.
How long does it take?
A diagnostic of 5 working days, then a pilot live within 60 days.
Neuractor · AI & Systems
The reading is ours. The decision is yours.
Start with one workflow.
Tell us which workflow is slow, manual and full of documents. We reply with whether AI can help and what a diagnostic would look at. No obligation, no mailing list.
info@neuractor.com