Advantrix Consulting
Products  /  Bid Desk

Every open RFQ gets a decision: quote, decline or ask.

Bid Desk is for suppliers who receive RFQs through SAP Ariba. It signs in on your behalf, reads every open event, and drafts the quote, declines, or hands the event to a person. Your tracker and mailbox are kept in step with what it decides.

OPEN RFQS READS THE MANUFACTURER DRAFT THE QUOTE ASK A PERSON, ONCE DECLINE Brand on your approved list Name is unclear Brand not on your approved list
Automated RFQ decisions

It reads the manufacturer named on each event and checks it against your approved brands.

  1. 01
    Draft

    The brand is on your approved list, or is a spelling variant seen before. The quote is drafted automatically. An event naming several manufacturers is drafted as soon as one of them is approved.

  2. 02
    Decline

    The brand is not on your approved list. The RFQ is declined in SAP Ariba, with a stated reason.

  3. 03
    Ask

    The name is unclear. Nothing is clicked, and the event goes to the Ask queue for a person to answer once. The answer is remembered for next time.

  4. 04
    Record

    Every decision is recorded. A later run acts only on events it has not seen, or on answers given since.

Draft-quote automation

It completes the response and stops before submit.

Bid Desk works through the SAP Ariba response wizard for you, and stops where a person would want to check the numbers before the response is submitted.

Prerequisites and agreement
Currency and line items
Pricing terms, Incoterms and payment terms
Dashboard

See what it did, and run it when you want.

A web dashboard shows every event the bot read, the manufacturer it found and the decision it reached, with the reason in plain language.

  • Run controls per account: a full run, a setup check that changes nothing, a status check or a mail check
  • A live step log while a run is in progress
  • Ask queue, quote pipeline, decline log and decision log
  • Manual offer upload, for an offer that arrives outside the mailbox
  • Run history and credentials per account, with several accounts side by side
The quote pipeline in the Bid Desk dashboard: a list of status updates, each with the event number, the change from offers awaited to RFP closed or back, and the time
Quote pipeline: status updates for every drafted or sent RFP.
Master RFQ tracker

Your RFQ history, kept up to date by the bot.

Imports your history
Your existing tracker spreadsheet is imported once, so past RFQs are known from day one.
Recognises an event by any ID
A Doc number, an event number, or an event and line-item code.
Writes itself
Every draft or decline is added to the tracker, with no re-entry.
Reconciles with the open list
Rows are closed once SAP Ariba confirms the event is no longer open.
Exports to Excel
At any time, in the same column layout as your own sheet.
Mail integration

Replies on each RFP thread are read in the order they arrive.

Bid Desk watches your Gmail inbox for replies on every RFP thread it has drafted.

An offer
A reply with an attachment is treated as the offer. Its price and line items are matched against the RFQ.
A refusal
A reply that plainly refuses is declined in SAP Ariba, and the tracker is updated to match.
A late reply
A reply after the closing date gets a standard note that the event had already closed.
Anything unclear
Left flagged on the dashboard for a person.
Reliability and safety

Nothing irreversible is clicked twice.

Dry-run modes
Declining, offering and late-reply sending can each run as a dry run, per account, before anything is clicked.
No repeated actions
A decision already on record is reused, even after a restart.
Failures contained
One bad event or one bad mail does not stop a run. It is reported, and the run moves on.
Guards on old entries
An old, unrelated tracker entry cannot block a new RFQ from being drafted.
See it running

Ask for a demo and we will run Bid Desk on a set of open RFQs and show you the decision it reached on each.

Request a demo