HOW A EUROPEAN VALVE MANUFACTURER ACCELERATED RFQ MANAGEMENT WITH LOONAR AI AGENTS
A European industrial valve manufacturer transformed its manual RFQ process with Loonar accelerating quote preparation, strengthening compliance reviews, reducing commercial risk, and freeing skilled teams to focus on growth.
RESULTS AT A GLANCE
PROJECT OVERVIEW
THE CHALLENGE
High-volume bidding periods placed significant pressure on the manufacturer’s engineering and commercial teams.
RFQs contained hundreds of pages of technical specifications, datasheets, contractual terms, and commercial requirements that had to be reviewed manually.
Key challenges included:
• Slow RFQ turnaround times
• Engineers spending excessive time on repetitive administrative work
• Manual extraction of technical requirements
• Technical and commercial review errors
• Heavy dependence on key personnel
• Bottlenecks in bid reviews and approvals
• Risk provisions exceeding €100,000 per project
• Limited visibility into RFQ progress and risk exposure
BEFORE LOONAR
RFQ Received → Manual Document Review → Key-Person Assessment → Repetitive Compliance Checks → Delayed Quotation
This labour-intensive process slowed responses, increased commercial risk, and reduced the time available for customer engagement and business development.
THE SOLUTION
Loonar AI Agents digitalized and standardized the manufacturer’s RFQ and quotation processes.
The solution included:
• Automated RFQ document analysis
• Specification extraction from datasheets and tender documents
• Structured bid/no-bid assessments
• Technical deviation identification
• Clause-by-clause terms and conditions review
• Early identification of legal and commercial risks
• Reusable proposal and content library
• Access to previous datasheets and supplier offers
• Real-time RFQ, compliance, and risk dashboards
HOW LOONAR WORKS
Teams upload RFQ documents to Loonar. AI agents extract the relevant technical and commercial requirements, identify deviations and risks, retrieve reusable content, and organize the information for expert review and response preparation.
| Before | After |
|---|---|
| Manual document review | AI-assisted information extraction |
| Repetitive compliance checks | Automated validation |
| Key-person dependency | Standardized review workflows |
| Scattered proposal content | Centralized content library |
| Late risk identification | Early deviation and risk detection |
| Limited RFQ visibility | Real-time dashboards |
| 6.5-day quote cycle | 4.5-day quote cycle |
MEASURABLE RESULTS
30% FASTER QUOTE PREPARATION
The average quote cycle decreased from 6.5 days to 4.5 days, enabling faster customer responses.
€130,000 IN ANNUAL LABOUR SAVINGS
Automating repetitive RFQ activities generated approximately €130,000 in annual labour savings.
1.8 FTEs RELEASED FOR HIGHER-VALUE WORK
The solution freed capacity equivalent to 1.8 full-time employees for customer engagement and growth-focused activities.
€100,000+ RISK PROVISIONS ELIMINATED
Automated validation and earlier risk identification removed the need for risk provisions exceeding €100,000 per project.
Additional improvements included:
• More consistent technical and commercial reviews
• Reduced manual compliance errors
• Faster bid/no-bid decisions
• Less dependence on individual key personnel
• Improved reuse of proposal and supplier information
• Greater visibility into RFQ progress and risk exposure
• Increased commercial capacity during high-volume bidding periods
KEY TAKEAWAY
Loonar transformed a slow, manual RFQ process into a connected, AI-powered workflow helping the manufacturer quote faster, reduce commercial risk, and redirect skilled resources toward business growth.
