Why This Checklist?
Distributors processing 50+ RFQs daily lose hours to manual data entry, pricing lookups, and approval chains. This checklist ensures you're ready to automate.
Section 1: Data & System Readiness
1.1 ERP Integration
- ERP system has API access (REST/SOAP/file-based)
- Pricing tables are accessible programmatically
- Inventory levels can be queried in real-time or near-real-time
- Customer master data is clean and up-to-date
1.2 Pricing Logic Documentation
- Base pricing rules are documented
- Discount tiers are defined (volume, customer segment, promotional)
- Margin floors are established per product category
- Currency handling rules are clear (SAR vs. USD)
1.3 Historical Data
- Minimum 100 historical RFQs available for testing
- RFQs include: customer, items, quantities, final prices
- Approval/rejection history is accessible
Section 2: Process & Workflow
2.1 Approval Matrix
- Approval thresholds are defined (e.g., <100K SAR = auto-approve)
- Escalation paths are documented
- SLAs for each approval level are established
2.2 Exception Handling
- Out-of-stock scenarios have defined responses
- Custom pricing requests have clear escalation
- Invalid SKU handling is documented
2.3 Output Requirements
- Quote template format is standardized
- Required fields are defined (validity, payment terms, delivery)
- Arabic/English bilingual support is needed? (Yes/No)
Section 3: Security & Compliance
3.1 PDPL Posture
- No personal data (customer names) in AI prompts by default
- Audit logging requirements are defined
- Data residency requirements are clear (on-prem vs. cloud)
3.2 Access Control
- Role-based access for quote generation is defined
- Read-only vs. write permissions are mapped
- Security Gate process for enabling writes is established
Section 4: Success Criteria
4.1 Pilot KPIs (Examples)
| Metric | Baseline | Target |
|---|---|---|
| Time-to-Quote (TTQ) | 4 hours | 2 hours (−50%) |
| Quote Accuracy | 92% | ≥95% |
| First-Pass Approval Rate | 70% | ≥85% |
4.2 Acceptance Pack Components
- UAT test cases defined
- Golden set of test RFQs prepared
- Runbook for common issues drafted
- Training plan for sales team ready
Next Steps
- Score Your Readiness: Count checked items. ≥80% = ready for pilot.
- Book a Scoping Call: Share this checklist with LeenAI for a tailored pilot proposal.
- Define Pilot Scope: 6–8 weeks, starting read-only, with clear KPIs.
This checklist is based on LeenAI's SmartQuote pilot methodology. All KPIs are examples; actual targets are defined per pilot.