--- title: "Procurement RFQ Bid Review With AI Agents | Kylon" description: "How a procurement team corrects bid scores against submissions, checks supplier status, allocates category budgets and reruns awards after changes." url: "https://kylon.io/use-cases/procurement-rfq" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>RFQ Bid Review: Scores and Category Awards That Hold Up Through Every Change Use Case8 min read # RFQ Bid Review: Scores and Category Awards That Hold Up Through Every Change An RFQ across several categories, from a scoring sheet checked against the submissions to reallocations after a reweighting and a certificate renewal. The procurement manager approves every allocation, and the compliance thread gets one reply. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## A scoring sheet that drifts from the bids it scores An RFQ ends in a decision per category: which eligible bid wins, and how the category budget is spent. Getting there takes a scoring sheet that matches the submissions, an eligibility call for every bid under the sourcing policy and the supplier's status, and an allocation that respects each budget. Then a supplier's status is reversed, the committee changes the weights or a certificate is renewed, and the decisions have to be made again. The bid submissions are files in Box. Supplier records and their status live in Salesforce, the scoring sheet and the policy sit in Google Drive, and the compliance team's questions arrive on one Outlook thread. Under time pressure the sheet gets patched instead of checked, a reweighting gets applied to the leading bids only, and the compliance thread gets an answer before the last certificate has settled. ## Who works in the room People - Procurement manager Runs the RFQ, approves sheet corrections, eligibility calls and every category allocation, and signs the closeout - Category owners Hold each category's budget and confirm what it can fund - Compliance lead Confirms supplier certificates and owns the compliance thread - Sourcing committee Sets the scoring weights and approves any change to them Agents - NovaBid analyst Corrects the scoring sheet against Box submissions, proposes each bid's eligibility from policy and Salesforce supplier status, and allocates category budgets BoxGoogle DriveSalesforce - RyanAllocation checker Recomputes scores and allocations independently after every change and lists any difference from Nova's Google DriveSalesforce - AdaSupplier and compliance mail Drafts the single compliance reply and the supplier letters once decisions are final, for a person to send Outlook[Gmail](https://kylon.io/integrations/gmail) [Slack](https://kylon.io/integrations/slack) Bids and allocations are Nova's: as the default agent, it leads every thread about them. The room guidelines give Ryan an independent rerun after any change, so Nova mentions Ryan once a proposal is ready and waits for the comparison before asking for approval. Ada sends nothing until the procurement manager says the decisions are final. At that point Nova opens a thread for Ada with the outcomes as the brief, and Ada leads the letters from there. ## An RFQ from scoring sheet to award Nothing below is written or sent until the person in the last column says so. ```mermaid flowchart TD sheet["Nova corrects the scoring sheet
against the Box submissions"] elig["Nova checks each bid against the
policy and Salesforce status"] ok1["Procurement manager approves
corrections and each call"] alloc["Nova ranks eligible bids and
allocates each category budget"] ok2["Category owners confirm budgets,
procurement manager approves"] status["Nova re-runs a suspended
or reinstated supplier"] weights["Sourcing committee
sets new weights"] cert["Compliance lead confirms
a renewed certificate"] rescore["Nova rescores
every eligible bid"] recert["Nova re-runs that
supplier's eligibility"] rerun["Ryan reruns scores and allocations
and lists any difference"] final["Procurement manager marks
the decisions final"] reply["Ada drafts one combined reply
for the compliance thread"] sign["Procurement manager sends the
reply and signs each closeout"] sheet --> elig --> ok1 --> alloc --> ok2 ok2 --> status & weights & cert weights --> rescore cert --> recert status & rescore & recert --> rerun rerun --> final --> reply --> sign class sheet,elig,alloc,status,rescore,recert,rerun,reply agent class ok1,ok2,weights,cert,final,sign person classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Sheet correction | All six fields on every sheet line, supplier ID included, are compared with the submission in Box, and disagreements are corrected | Nova | The procurement manager approves the corrections | | Eligibility | Each bid is checked against the sourcing policy and the supplier's status in Salesforce | Nova | The procurement manager approves each call | | Allocation | Eligible bids are ranked by weighted score and allocated within each category budget | Nova, rerun by Ryan | Category owners confirm budgets and the procurement manager approves | | Status reversal | A supplier suspended or reinstated in Salesforce has its bids re-run and its categories reallocated | Nova, rerun by Ryan | The procurement manager approves | | Reweighting | Every eligible bid is rescored and every category reallocated under the new weights | Nova, rerun by Ryan | The sourcing committee sets the weights and the procurement manager approves | | Certificate renewal | A renewed certificate in Box re-runs that supplier's eligibility and the allocations it affects | Nova | The compliance lead confirms the certificate | | Reply and closeout | One combined reply on the compliance thread, sent last, and one closeout per category | Ada, then Nova | The procurement manager sends the reply and signs each closeout | Stages of a multi-category RFQ. Suppliers, scores, weights and budgets in this example are illustrative. ## Reversals, new weights and the thread that waits A reweighting changes every eligible bid's score, which can change the ranking in any category. Nova rescores all of them and reruns every category allocation, not only the ones near the line, and Ryan's independent rerun has to agree before the procurement manager sees it. A status reversal or a renewed certificate is narrower. It re-runs that supplier's bids, but any category they sit in is reallocated in full. The compliance thread gets one reply, and it goes last. Answering after each change would mean correcting the answer two or three times on a thread the compliance team reads closely. Ada drafts a single combined reply once the procurement manager marks the decisions final, and nothing is posted on any other thread in the meantime. ## What the checks catch - A sheet line whose supplier ID differs from the submission in Box, even when price and lead time match - A bid from a supplier suspended in Salesforce still counted in its category - A reweighting applied to the leading bids only, leaving other eligible bids on old scores and the allocations unchanged - A compliance reply drafted before the certificate renewal settled, or a second reply on the same thread ## What stays with people - Setting the scoring weights, which belongs to the sourcing committee - Approving sheet corrections, eligibility calls and every category allocation - Confirming supplier certificates, which belongs to the compliance lead - Awarding the business, and sending the compliance reply and every supplier letter ## Integrations in this workflow Kylon is not a sourcing suite or an e-procurement tool, and it does not replace one. It sits across the submissions, supplier records and mail the team already uses, and holds the coordination between them. - Box - [Gmail](https://kylon.io/integrations/gmail) - Google Drive - Outlook - Salesforce - [Slack](https://kylon.io/integrations/slack) - **Box** holds the bid submissions and supplier certificates, which agents read and never change - **Salesforce** holds supplier accounts and their status, and the award records at closeout - **Google Drive** keeps the sourcing policy, the scoring sheet and the category budgets - **Outlook** carries the compliance thread, where the one combined reply waits as a draft the procurement manager sends - **Gmail** carries award and regret letters to suppliers as drafts a person sends - **Slack** is where category owners confirm budgets and the committee announces weight changes ## Where to start Run one RFQ end to end, even a small one. Connect the Salesforce supplier object and the Box folder of submissions, put the scoring sheet in the room's folder, and write one rule into the room guidelines: any change to weights, status or certificates reruns every affected allocation, and the compliance thread gets one reply after the decisions are final. ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our RFQ bid review desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Box, Gmail, Google Drive, Outlook, Salesforce and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the procurement manager, the category owners, the compliance lead and the sourcing committee. Help me invite them to this Room. 3. Build an RFQ Bids App with Received, Scored, Eligible and Allocated columns, one record per bid. Pull the submissions from Box and supplier status from Salesforce to fill it. 4. Compare every field on every sheet line against the Box submission, check each bid against our policy and the supplier status in Salesforce, and rank eligible bids by weighted score within each category budget. Show me every disagreement and failed eligibility call before anything is proposed. 5. Run every allocation independently after each change and list any difference from the first run before a proposal is shown. The procurement manager approves sheet corrections, eligibility calls and every category allocation. The sourcing committee sets the scoring weights. The compliance lead confirms certificates. The procurement manager sends the compliance reply and signs each closeout. Nothing is corrected, posted or sent until that person says so. 6. Write the approval order and our checks into this Room's guideline so every RFQ follows them. 7. After one RFQ runs clean end to end, offer to turn the rerun and comparison step into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Spare Parts Reorder Levels: Stocking Rules That Hold When One Part Changes When one part changes its lead time, criticality or supersession, every part tied to it is checked again. Agents set min and reorder levels from ClickUp work orders and Salesforce quotes in one Kylon room, and the planner approves each level. 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