How to Use Automated RFQ Software to Extract Data for Accurate Quoting

Aviation's crosswinds of crisis and opportunity

McKinsey reports that the financial health of aerospace suppliers has lagged significantly behind other industries. Between 2020 and 2023, while the automotive and electronics sectors stayed stable or even improved slightly, the aerospace sector saw an incremental 9% decline in supply chain health (McKinsey & Company: Overcoming Challenges in Aerospace Procurement). Layer on top of this the realities of labor shortages, geopolitical disruptions, and climate pressures pushing the shift toward Sustainable Aviation Fuel (SAF), and it's clear: aviation procurement is facing a perfect storm (U.S. Department of Energy).

Yet, with the right combination of process improvements, digital tools, and workforce investments, leaders can turn this turbulence into tailwinds. This article explores how a data-driven, AI-enhanced approach to procurement can help aviation companies clear bottlenecks, outpace competitors, and build future-ready supply chains.

Understanding the aviation procurement bottleneck

At its core, aviation procurement operates as a sprawling, high-stakes puzzle. Aerospace companies and MRO providers handle thousands of RFQs (Requests for Quotes) daily, each with varying levels of urgency and complexity. Unfortunately, the cracks in this system are widening.

The supply chain’s volatility stems from several compounding factors. For one, the uneven recovery of narrowbody and widebody production rates continues to skew forecasts. On top of that, unpredictable defense spending surges are exacerbating shortages of specialized parts like investment castings (McKinsey & Company: Overcoming Challenges in Aerospace Procurement).

Such shortages are daily operational hazards. In maintenance, repair, and overhaul (MRO) sectors, mentions of “shortage” in investor reports even overtook concerns about rising costs (McKinsey & Company: Overcoming Challenges in Aerospace Procurement). This highlights a seismic shift: Procurement leaders are prioritizing risk management and supply assurance over cost-cutting alone.

Exacerbating this issue is consolidation within tier-two and tier-three suppliers, which limits diversity in the supply base and amplifies the impact of disruptions. When fewer suppliers control more of the market, any hiccup in production reverberates across the entire chain.

Today’s procurement teams must do more than source parts; they’re fighting fires, putting out global-wide scorches. Building resiliency means moving beyond reactive firefighting and adopting smarter, automated systems that predict and prevent delays before they occur.

AI-driven RFQ automation: Cutting response times and errors

Request for Quote (RFQ) processes are a notorious bottleneck in procurement. Manual sorting, reviewing, and responding to RFQs is time-consuming and error-prone, especially when high volumes flood inboxes daily.

According to ePlaneAI, AI-powered RFQ automation tools can read incoming emails, categorize them by urgency (routine, moderate, AOG), and generate accurate, approved quotes in under 10 minutes. Compared to manual processes that might take hours or even days, this is a massive efficiency win.

RFQ automation also reduces human error. Mistyped part numbers or missed inventory details can lead to delays and inflated costs. AI tools cross-reference RFQs with real-time inventory and pricing databases, virtually eliminating such mistakes

More importantly, automation also enables smarter prioritization. Critical, high-value orders such as Aircraft on Ground (AOG) scenarios are instantly flagged for immediate attention. Rather than getting buried under routine requests, urgent RFQs jump the queue for rapid response.

At ePlaneAI, we’ve seen companies using our EmailAI solution realize faster RFQ turnaround times and improved margins, closing deals while competitors are still sorting their inboxes.

Tackling supply chain consolidation and risk

A major factor behind procurement instability is supply chain consolidation. Over the past decade, aerospace suppliers have merged, narrowing the pool of available sources for critical components. This reduced diversity magnifies risks when disruptions strike.

McKinsey reports that consolidation has led to severe shortages, notably in specialty metals where fewer suppliers now serve growing demand (McKinsey & Company: Overcoming Challenges in Aerospace Procurement).

In fact, mentions of “shortage” in aerospace company investor calls surged during 2022 and have yet to return to pre-pandemic levels, underscoring that this is a structural, not temporary, problem (McKinsey & Company: Overcoming Challenges in Aerospace).

A deliberate, risk-managed approach to supplier diversification is the solution. Leading companies are mapping out their supply networks to identify single points of failure and investing in contingency plans. Some are aggregating multiple work packages into single bids, achieving savings of up to 20% in categories like electricals (McKinsey & Company: Overcoming Challenges in Aerospace Procurement). Additionally, many are increasing redundancy in critical parts segments, buffering against future shocks for built-in continuity (McKinsey & Company: Overcoming Challenges in Aerospace Procurement).

Automation accelerates RFQ turnaround and competitiveness

In aerospace, RFQ delays are a major liability, and manual RFQ handling only makes the situation worse.

At ePlaneAI, our customers have found that AI-driven RFQ automation can slash response times from hours or days into minutes. The scale of impact is massive: With airlines processing thousands of RFQs daily, faster responses translate into higher win rates and millions in potential savings. In fact, delays during AOG events can result in companies paying a 50% premium for rush parts.

Furthermore, automated systems flag inconsistencies and cross-reference supplier data in real time, virtually eliminating costly errors.

Aerospace companies can take humans out of the loop where appropriate and outpace competitors still trapped in slow, manual RFQ cycles.

AI-enhanced forecasting for supply chain resilience

Forecasting in aerospace has always been, at least in part, a guessing game. Volatile demand for parts, geopolitical pressures, and supplier consolidation make it nearly impossible to predict material needs using legacy methods (McKinsey & Company: Overcoming Challenges in Aerospace Procurement).

But AI is rewriting the rules. McKinsey notes that demand forecasting accuracy can improve by over 25% when leveraging integrated data models and machine learning. AI models digest historical sales data, supplier performance metrics, and inventory levels to generate precise predictions.

The benefits go far beyond cleaner spreadsheets. Companies anticipating demand spikes and supply constraints can proactively source critical components, avoid stockouts, and minimize costly rush orders. They can also flag risks across the supply chain early, adjusting procurement strategies before disruptions hit.

Closing the skills gap in aerospace procurement

The aerospace talent pipeline is under pressure from multiple angles: aging workforces, competition from adjacent industries like semiconductors and automotive, and a growing reliance on digital tools (McKinsey & Company: Overcoming Challenges in Aerospace Procurement).

McKinsey found that aerospace companies lagged behind their automotive peers by nearly 15% in procurement functional maturity over the past 18 years. Compounding the issue, Deloitte reports that roughly half of airport managers and four in 10 hotel general managers cite reskilling workers for new technology as one of their top three workforce concerns (Deloitte: Toward Travel’s Frictionless Frontline: Integrating Technology and Workforce).

The challenge isn’t just finding workers; it’s equipping them with the right mix of digital tools and industry knowledge. Automation is great, but it still requires skilled operators to manage exceptions and oversee complex orchestration. Smart companies are investing in targeted upskilling initiatives, blending classroom learning with on-the-job mentorship. Deloitte emphasizes that companies are 4.1x more likely to succeed in transformations when they have leaders who act as role models (middle managers), and provide hands-on apprenticeships (Deloitte: Toward Travel’s Frictionless Frontline: Integrating Technology and Workforce).

By closing the skill gap, aerospace companies and their employees can thrive and adapt amid breakneck technological advances.

Process mining uncovers hidden inefficiencies

Process mining might sound academic, but in aerospace, it just means more efficient workflows.

As Deloitte puts it, process mining is like an "x-ray for business processes"—it visualizes the flow of activities across systems to expose bottlenecks, redundancies, and compliance risks (Deloitte: Data-Driven Process Optimization in the Aviation Industry).

Using advanced algorithms, process mining connects event data from ERPs, procurement tools, and inventory systems to map real-world process flows. This transparency enables leaders to target inefficiencies with precision rather than guesswork.

For instance, Deloitte’s research highlights how process mining helps address post-pandemic volatility and rising customer expectations by enabling better operational efficiency and resilience (Deloitte: Data-Driven Process Optimization in the Aviation Industry).

It’s not just diagnostics; it’s action. Process mining tools can feed insights directly into automation systems, triggering workflows that accelerate approvals, flag risks, and fast-track critical orders. Combined with AI, this creates a feedback loop where processes constantly improve over time. With aerospace supply chains stretched thin, this level of visibility is no longer optional. It’s essential for sustainable, scalable growth.

Automating RFQ processes for faster turnaround

In aerospace, every RFQ represents a mission-critical transaction. Missing parts, no matter how minor, can delay fleets and erode trust.

Traditionally, RFQ management has been manual and error-prone. But AI-powered solutions like ePlaneAI’s EmailAI are bringing levels of speed and accuracy thought impossible only a few years ago. ( AI-powered systems that can cleanly extract data, accurately classify it, and then provide automated quoting — at scale — since 2020-2022.) Previous automation tools existed, but not with the same commercial viability.

To put it in perspective, at ePlaneAI, we’ve found that routine RFQs (which make up 50–60% of requests) can now receive instant AI-generated responses, while complex AOG (Aircraft on Ground) requests are automatically flagged for immediate handling. 

Not only does this speed up the quoting process, but it eliminates human error. AI cross-references RFQs with real-time inventory and pricing databases, ensuring quotes are accurate and aligned with regulatory requirements

Data integration: turning silos into insights

Most aerospace firms rely on heavy-duty ERPs like SAP, AMOS, or Quantum—but these systems are often siloed, making real-time decision-making difficult.

That’s where integration layers like ePlaneAI step in. ePlaneAI connects email RFQs, inventory data, and procurement workflows to turn isolated data streams into actionable insights. With this integration, companies can instantly check part availability, automate purchase order (PO) generation, and reduce manual administrative work.

Aerospace companies connecting the data dots gain spend, boost forecast accuracy, reduce stockouts, and improve operational resilience.

Building a more resilient, diversified supply chain

The aerospace industry has been hit hard by supplier consolidation. Fewer suppliers mean fewer options—especially for critical materials like specialty electronic components.

McKinsey highlights that consolidation across tier-two and tier-three suppliers has inadvertently increased vulnerability to shortages (McKinsey & Company: Overcoming Challenges in Aerospace Procurement).

Here, strategic diversification is the solution. Procurement leaders are mapping diverse supply landscapes to avoid single points of failure and investing in alternative suppliers, even if it means higher upfront costs. Some companies are allocating hundreds of millions globally to increase redundancy and ensure supply chain resilience.

Process mining also plays a role here. Deloitte notes that aviation companies can use data-driven process mining to spot inefficiencies and discover alternative sourcing strategies across procurement and maintenance, repair, and overhaul (MRO) operations ().

Closing the talent gap in aviation supply chains

People, like aircraft parts, are also in short supply. Aviation is facing a chronic talent shortage, especially for supply chain roles like supplier performance management and production planning.

McKinsey found that there’s a 4- to 6-point gap between open roles and available supply chain talent in aviation ().

Deloitte echoes this, stating that 62% of airports are operating with less than half of their pre-pandemic workforce, and fewer than 10% expect to return to 2019 staffing levels anytime soon ().

To address this, aviation and hospitality companies are embracing skills-based hiring and upskilling initiatives. According to Deloitte, 94% of airports and 62% of hotels are increasing their use of virtual reality in training, while nine in ten deliver training via mobile devices ().

Reskilling workers and arming them with automated RFQ technology for faster, more accurate workflows is critical in future-proofing the aviation industry and its shrinking workforce.

Enhancing decision-making with data and automation

Aviation is swimming in facts and figures, but without the right tools, it’s just noise. Automation and advanced analytics and bring clarity to otherwise “dark” data.

McKinsey reports that aerospace procurement teams are increasingly relying on digital tools like spend cubes and automated RFP systems to streamline supplier negotiations and gain visibility into spending (). However, technology alone isn’t enough. Adoption hinges on user experience and integration. McKinsey warns that 60% of chief procurement officers haven’t seen (full) ROI on their digital investments, often because of poor user adoption and fragmented training landscapes.

To achieve the most meaningful results, AI tools must be intuitive, well-integrated, and backed by strong user training. This turns data into insights and speeds up decision-making.

For procurement teams, using AI solutions like RFQ automation means more deals won, better customer relationships, and better work days, with time spent on meaningful tasks (strategy or hands-on MRO work), not digging through files and forms.

Today’s procurement teams can still gain an early-adopter competitive advantage.

At the sweet spot for automated RFQ adoption

Right now, businesses are at the sweet spot for adopting AI solutions like ePlaneAI to automate data extraction, RFQs, and other business processes.

While AI automation has been available for a handful of years, you are not too late to get an early adoption advantage. For many industries, like aviation and industrial manufacturing, right now is prime time.

From turbulence to trajectory, right now is the time to act

Supply shortages, talent gaps, and operational complexity continue to test aviation. But as these sources show, the companies that lean into digitalization, automation, and data-driven decision-making are emerging stronger, faster, and more competitive.

Process mining, advanced AI, and automated RFQ processing are quickly becoming the new baseline for success. Leaders in the space are already seeing millions in annual savings and faster, smarter procurement cycles

The lesson? Don’t wait for the next disruption to expose gaps in your supply chain. Take action now to gain an early adopter advantage as you build the resilience and agility your operation needs.

Ready to accelerate your procurement with AI-powered email automation? Explore how can transform your aviation workflows for RFQ processes and more. Book a demo today.