RFQ software for technical distributors
Requests in.Quotes out.
Quotrail reads requests from email, PDF and Excel, suggests matching items from your catalog and calculates the prices. Your team approves — nobody else.
Watch the 53-second filmRequest.
Fifty lines by email, PDF or Excel — each written differently, rarely with your part number.
Catalog.
Every line is checked against your own catalog, every price comes from your own terms. Next to each, Quotrail shows how it got there.
Quote.
A review-ready draft in minutes. Anything uncertain is flagged — and a person approves.
The software suggests. Your inside sales team decides.
You don’t need a new ERP.
You don’t need an IT project.
You don’t need AI that sends quotes past your team.
You need a tool that searches, matches and does the math — and leaves the decision to your team.
The product
Three screens, one workday.
Screens from the demo workspace: companies, people, items and amounts are sample data.
Guardrails
01
No approval, no quote.
Nothing goes out until a person has reviewed and approved it.
02
Isolated by workspace.
Requests, quotes and customer data are loaded only for your own signed-in workspace.
03
Traceable.
Every match shows its evidence, every decision has its entry in the audit log.
04
Your data stays yours.
No model training on customer data. Service providers and processing locations are listed in the privacy policy.
See it in one minute.
From incoming request to approved quote: the film walks you through it, using sample data from the demo.
What Quotrail does
Quotrail is the quoting copilot for industrial distribution. A fifty-line parts list becomes a review-ready draft quote in minutes: every line checked against your own catalog, every price from your own terms, detected uncertainties flagged for review. A person makes the final call.
01 · Intake
No more retyping.
From an IMAP mailbox or as a file — email, PDF, Excel or CSV: Quotrail detects columns, quantities and units on its own and turns free text into clean line items. Attachments it cannot read are flagged — never silently skipped.
In five steps
This email becomes this quote.
An example with fictional companies and people from the product demo. Four lines take you from a request to an approved quote.
What comes in
URGENT – spare parts Dry Dock 3
Kyle Brennan · Maintenance Supervisor · Saltmarsh Drydock & Marine Repair, LLC
All,
URGENT – Dry Dock 3 is down. Need the following by Friday noon:
Rexroth valve 4WE6D6X/EG24N9K4 (R900561274) 2 pcs
Hydac element 0160 D 010 BN4HC 4 pcs
Turck BI4U-M12-AP6X-H1141 or equal 10 pcs
Pilz PNOZ X3 24V 1 pc
Thanks,
Kyle Brennan
What it becomes
Request R-2026-906
- Rexroth valve 4WE6D6X/EG24N9K4 (R900561274)Qty 2 pcs—
The manufacturer part number matches character for character.
- Hydac element 0160 D 010 BN4HCQty 4 pcs—
The type code matches; BN and BH are the same series.
- Turck BI4U-M12-AP6X-H1141 or equalQty 10 pcs—
You have invoiced this item to this customer twice before.
- Pilz PNOZ X3 24VQty 1 pc—
The manufacturer’s order number matches.
One line is waiting for a decision. Until Megan Castillo · Inside Sales makes it, the quote remains a draft. Nothing leaves the building without approval.
This illustration uses demo data. Using the app requires an active account or a demo workspace we set up for you.
Manufacturers Quotrail recognizes in the catalog.
An excerpt from the demo catalog: type codes, order numbers and descriptions from these manufacturers are recognized, normalized and matched to the right item.
- Rockwell Automation
- Eaton
- Apollo Valves
- ASCO
- Banner Engineering
- Parker
- Swagelok
- Timken
- WD-40
- Xylem
- Grundfos
- Siemens
Phoenix Contact · Wilo · ARI-Armaturen · KSB · SKF · WAGO · Festo · Hydac · Schneider Electric · Bürkert · Danfoss · Freudenberg · GEMÜ · Loctite · Pilz · Balluff · Bosch Professional · Bosch Rexroth · FAG · HellermannTyton · Hilti · ifm · Pepperl+Fuchs · Rittal · Samson · Sick · SMC · Turck
A few numbers
What the routine costs today.
Time isn’t lost writing the quote. It’s lost searching, matching and chasing. Third-party figures, each checked at the source — and each with a note on what it measures and what it doesn’t.
$56
is the fully loaded cost of an hour of wholesale sales time in the US
Mean wage of $39.68/hr for wholesale sales representatives (May 2025); wages make up 70.5% of total compensation in wholesale (June 2026). The division is our own calculation.
US BLS, OEWS (May 2025) and ECEC (June 2026)
42 hrs
was the average response time to an online inquiry
23% of inquiries were never answered, and only 37% within an hour. Test of 2,241 US companies.
Harvard Business Review, “The Short Life of Online Sales Leads,” 2011
7×
more likely to reach a decision maker when you respond within an hour
Compared with responding an hour later; compared with 24 hours, it was 60 times. Measured on 1.25 million online inquiries — a conversation rate, not a win rate.
Harvard Business Review, 2011 (Oldroyd, McElheran and Elkington)
28%
of a sales rep’s week is actually spent selling
The rest goes to data entry, coordination and admin. Survey of 7,775 sales professionals in 38 countries, across industries.
Salesforce, State of Sales, 5th edition, 2022
All figures come from third parties and describe markets, not your business. None of them measures quote requests in industrial distribution directly — which is why the calculator below uses your own numbers.
The math
Run it with your numbers.
Two calculations side by side. The conservative one counts working time only. The second adds the revenue left on the table today — using your numbers, not our promises. Either one may show it doesn’t pay off for you.
Working time only
No revenue effect at all. Only the working time that is freed up.
First-year result
+$39,513
Pays off.
From month 3 it pays for itself — break-even after 3.0 months.
Including revenue upside
Plus the revenue left on the table today — using your figures.
First-year result
+$60,971
Pays off.
From month 3 it pays for itself — break-even after 2.1 months.
What covers the monthly fee
Win 3 extra quotes a month and the fee is covered.
$1,090 a month against $500 gross profit per won order — your figures: $2,500 order value, 20% gross margin. There is no independent number for either; both sliders are yours.
In hours: freeing up 17 inside-sales hours a month covers the fee. Your numbers show 68.
How many times the savings cover the price
No setup fee. With the values in this calculator, the working time saved alone covers the annual price 4.0 times over.
How we got these numbers
What handling requests costs you today
$123,433
1,917 hours of working time a year — just for handling requests.
Time per request
Working time saved per year
$52,593
817 hours freed up per year · equivalent to 0.52 full-time employees
Revenue left on the table today
250 requests a year worth $625,000 in quote volume
Recoverable with the time freed up: 250 requests, $125,000 in additional revenue
Additional gross profit per year
$25,000
Your plan
Inside Sales
Subscription $13,080 per year. No setup fee.
You use 417 of 600 requests and 3,336 of 12,000 lines per month.
Your request volume
Starting value derived from U.S. Bureau of Labor Statistics data: mean wage of $39.68/hr for wholesale sales representatives (May 2025); wages make up 70.5% of total compensation in wholesale (June 2026). The division is our own calculation. Enter your own rate.
Comes to $64.40 per hour. Official labor cost per hour worked covers wages, employer social contributions, paid leave and sick pay — but not the workstation, the hardware, the software, administration or management time. There is no independent figure for wholesale. Our starting value is deliberately conservative.
Our own assumption. There is no independent figure for this. The starting value is at the low end.
Your figure. The approver's time, the callback to the customer or supplier, the rework on a wrongly matched line — it happens today, and until now it was missing from this calculation entirely. Only count the part that catalog matching and price rules would take off your plate; the six minutes of checking and approval with Quotrail are already counted next to it. There is no independent figure for this, and the starting value is deliberately low.
Revenue left on the table today
Your estimate. For comparison: in a test of 2,241 US companies, 23% of online inquiries went unanswered (HBR 2011). The starting value is deliberately far below that.
Order value, win rate and gross margin are your numbers — there is no independent figure for quote requests in industrial distribution.
Counting working time alone, Quotrail does not pay off in the first year at very low request volumes. The calculator tells you so instead of hiding it.
What we leave out
- Avoided error costs. The rework on a wrongly matched line is now in the slider above; what follows from it — a return, a credit note, a lost customer — is not. There is no reliable independent figure for that.
- Faster responses as a benefit in their own right. The well-known study (HBR 2011) measures conversation rates for online inquiries, not orders — so we do not extrapolate from it.
Your actual benefit depends on your requests, master data and review time. Validate these assumptions during a pilot.
Pricing
Three plans, one clear framework.
List prices and usage limits are fixed — no per-document fees, no surprises in year two. Additional custom integrations are agreed separately.
No VAT is added for businesses outside the EU. Cancel anytime, effective at the end of the billing month.
For businesses only. Not available to consumers.
Inside Sales
$1,090per month
One location, one legal entity, three to six people in inside sales. Email is the main channel; the ERP remains the system of record.
- 600 requests and 12,000 lines per month
- One company account, up to 150,000 catalog items
- Two IMAP mailboxes with automatic pickup
- Requests from email, PDF, Excel and CSV
- Item, customer and pricing import via Excel or CSV
- Quotes as PDF, Excel and CSV, with handoff to your ERP
- Unlimited users, email support
No setup fee. Cancel anytime.
Order online and pay your Stripe invoice by bank transfer.
Company
Recommended$2,290per month
One legal entity with a higher request volume, six to twelve people in inside sales and initial bid lists.
- 1,500 requests and 30,000 lines per month
- One company account, up to 750,000 catalog items
- Five IMAP mailboxes with automatic pickup
- Everything in Inside Sales
- Win/loss analysis by customer and reason
- Guided onboarding, including your master data
- Email support
No setup fee. Cancel anytime.
Order online and pay your Stripe invoice by bank transfer.
Group
$5,900per month
One legal entity with a high request volume, an ongoing bid business with lists of 50 to 200 lines and an in-house ERP team.
- 4,000 requests and 120,000 lines per month
- One company account, up to 3 million catalog items
- Twelve IMAP mailboxes with automatic pickup
- Everything in Company
- ERP integration scoped together with you
- Onboarding plan for large catalogs and your team
- Availability and response times as agreed
No setup fee. Cancel anytime.
Order online and pay your Stripe invoice by bank transfer.
No setup fee: the first payment is one monthly fee. Access starts once your payment is confirmed.
No per-document billing. You get a notice at 80% of your monthly limit; new requests only pause at 110% — and then we find the right plan together.
FAQ
Answered in a minute.
It tells you. Every line has one of three statuses: Clear, Needs review or No match. Anything that is not clear appears first on your inside sales team’s screen — with the five best candidates from your catalog and the reason they are ranked that way.
No. Items, customers and pricing come in as an Excel or CSV export from your ERP, and a shared mailbox with IMAP access is added with its server, username and password. Microsoft 365 does not allow that sign-in: there you currently drag requests from Outlook into Quotrail (.msg) or upload them; the direct connection is in preparation. Approved quotes go back into your system as PDF, Excel or CSV. None of this requires a live ERP integration; if you want one, we scope it in the Group plan.
The interface is available in German, English, French and Italian. Recognition quality depends on the format and the catalog. Multilingual requests and replies require review; automatic translation is not promised.
$1,090 per month for Inside Sales, $2,290 for Company or $5,900 for Group. No setup fee. Cancel anytime, effective at the end of the billing month. Whether Inside Sales pays for itself for your business depends on how much quoting work your team saves and what an hour costs you — the calculator above shows it with your own numbers and discloses every assumption.
You retain ownership of your data. Access is limited to your workspace. Customer data is not used to train models. Only the text of a request that the rules could not read is sent to an external AI service (Google Gemini, with no substitute provider), after recognizable contact details, signatures and quoted earlier messages have been removed – automatically when the request arrives, but only if your administrator has approved this. Whatever is fully evidenced in the original is added as a normal line; every quote is still reviewed and approved by your team. Which service providers are involved, where data is processed and how long it is kept is set out in the Privacy Policy.
Guides
Quoting guides for technical distributors
- RFQ automation for technical distributors: from email to an approved quote
- Unit of measure, pack size and part number errors in RFQs: test cases
- How to extract RFQ line items from PDF and email — and what to check afterwards
- Customer part number matching: from your customer’s number to your own catalog article
Ready when you are.
Thirty requests a day or three hundred: Quotrail takes the searching off your inside sales team’s plate and leaves the decisions to them. Talk to us or run the numbers with your own figures.
Book a call
Prefer to talk it through?
Thirty minutes on one of your own requests: we run it through Quotrail and you see what comes out. No sales pitch, no slides.
- Thirty minutes, by video or phone
- On your requests and your numbers, not ours
- Afterwards you know whether it pays off for your business
- No obligation — nothing is booked until we confirm your window
What to bring (if you can)
One real request from your inbox — plus how many requests come in on a working day and how many line items one of them usually has. Don’t have the numbers handy? No problem. We’ll estimate them on the call.
Prefer email? Go to the contact form
A short form, right here on this site. We’ll email you with a few times to choose from.
The company behind Quotrail
Quotrail is a product of Neithra Technologies, based in Gummersbach, Germany. Founder Fabian Lorenz has always been passionate about technology and progress. With Neithra, he turned his hobby of software development into his profession. His 13 years in the German police service shaped how he builds software: discretion when handling data, care in the details and clear, accountable processes. Neithra develops and operates software for businesses in Germany and internationally.
Fabian Lorenz · Founder · Based in Germany
Contact
Let’s talk about your requests.
Tell us briefly how requests reach you today. We will show you, using your own numbers, what Quotrail can do with them — no obligation.
Prefer a call?Book a call
Or email us directly:[email protected]