Electrical distributor quoting software for the RFQs your counter and inside sales get every day

The RFQ as it lands in the inbox

A small commercial tenant improvement might produce an RFQ like this:

• 12-2 MC cable, 4 coils
• #12 THHN black, white, green, 1 spool each
• 3/4" EMT, 40 sticks, with set screw couplings and connectors
• 20A single pole breakers, 24, "to match the panel"
• 4" square boxes with mud rings, 60
• 6" LED wafers, 48, 3000K

Your inside sales rep knows what the contractor means, but still has to look up each SKU, check the contractor's pricing and type the quote. Meanwhile the contractor sends the same list to two other houses. I take over the lookup and the typing, so your rep spends the time on the breaker question and the substitutions, which are the parts that win the order.

Coils, spools, sticks and each

Electrical product is sold in units that are easy to mix up: wire by the spool or by the foot, cable by the coil, conduit by the 10 ft stick, devices by the each or the box. I read every quantity with its unit, and when the unit on the RFQ does not match the unit in your catalog, the line is flagged instead of converted on a guess. "4 coils" is never quietly priced as 4 feet.

When a line fits more than one product, for example two breaker families or two wafer series, every candidate is listed and the line waits for a choice. "To match the panel" is flagged with that exact question. The draft never invents a SKU, a brand or a price.

Contractor pricing, in a fixed order

Many distributors price from a matrix of customer and group prices on top of a list. Each line is priced in a fixed order: the contractor's own price first, then the customer group price, then your general list price. Quantity breaks and valid from and until dates in your price file are applied, so a copper price that expired last week is not quoted. A category discount applies to list prices only, and an explicit surcharge field in your data is added as set.

If two prices tie or no valid price exists, the line is blocked and flagged. If you include an inventory export, each figure carries the time it was taken and is treated as stale after 24 hours by default.

Next to Eclipse, Prophet 21 or your own ERP

US electrical distributors often run systems such as Epicor Eclipse or Epicor Prophet 21. QuoteClerk AI does not replace your ERP, and there is no native connection to either system or any other. You export your catalog, customers and pricing as CSV, XLSX or TSV. Product data can also be loaded as BMEcat XML.

RFQs come in as XLSX, CSV or TSV files, PDFs up to 10 pages including scanned pages, email text, or PNG and JPG photos. The approved quote comes out as an A4 PDF with your logo, plus a UTF-8 CSV of the approved lines. Whether your ERP can import that CSV for quotes or orders is checked during the pilot; otherwise your rep keys the approved lines in from the draft.

Pricing in US dollars

• Full rollout, 1,500 requests: $4,900 a month for up to 1,500 requests and 30,000 line items.
• Full rollout, 500 requests: $1,690 a month for up to 500 requests and 10,000 line items.
• Team: $990 a month for 3 users and up to 200 requests, no setup fee.
• Starter: $490 a month for up to 20 requests, no setup fee.

The full rollout has a one-time onboarding fee of $7,900. It starts with the paid pilot at $1,990, which is credited in full against the onboarding. Annual billing for Starter and Team is 10 monthly fees.

How a US distributor starts

The paid pilot runs on your own RFQs: up to 100 sample requests and 2,000 line items, with 1 catalog and 1 price source. Before it starts, the success criteria are agreed in writing. A US registered company can also start with the one list check: Send one real material list. You get the draft quote back within 1 working day, free. Start the paid pilot ↗

Frequently asked questions