Meet your
new
RFQ
Coordinator.
A digital broker professional who manages the complete RFQ lifecycle
from creation to carrier response ,without a single manual follow-up. Every
action is logged, every deadline is tracked, every carrier is held accountable.
-The Problem
RFQ management break down
at every handoff.
Brokers know which carriers to target and what terms to negotiate — the
problem is the coordination overhead. Managing responses across email threads,
spreadsheets, and deadline reminders consumes hours that should be spent
on client relationships.
Lost in email threads
RFQs dispatched by email create fragmented response trails. Tracking which carriers have responded, who needs chasing, and which versions are current becomes a manual, error-prone job.
Missed deadlines
Without automated tracking, follow-up reminders depend on individual discipline. Carriers slip through the cracks, deadlines pass unnoticed, and negotiations stall.
Operational blind spots
No structured view of RFQ status means brokers can't see where the process has stalled, which carriers are reliable, or how turnaround times compare across cycles.
Zero audit trail
Email-based exchanges leave no structured record. When compliance questions arise or disputes occur, reconstructing the timeline of a negotiation is a time-consuming exercise in archaeology.
50%
3×
40%
50%
Faster RFQ turnaround
Manual follow-ups needed
Zero
100%
Full lifecycle audit trail
of broker admin time is
coordination overhead
longer quote cycles
when follow-ups
are manual
of RFQs experience at
least one missed
carrier response
A digital colleague
who
never drops a
single thread.
What previously required a coordinator's full attention now runs in the background —
surfacing only what genuinely needs a human decision.
The Zentis RFQ Coordinator doesn't just send emails — it manages
the entire carrier relationship through each RFQ cycle. It tracks who
responded, classifies what they said, reminds who
hasn't, escalates who won't, and logs everything in a structured audit trail. Automatically.
-The Solution
-What It Does
Full RFQ lifecycle, handled end-to-end.
From the moment an RFQ is raised to the moment all carrier responses
are received and compared — every step owned, every action logged.
Structures every RFQ
Creates a unique RFQ identifier, captures all required metadata, and routes to the right carriers for the coverage type — before a single email is sent.
Dispatches and tracks
Sends RFQs with embedded tracking identifiers and monitors the email channel continuously. Every carrier interaction is captured and timestamped automatically.
Classifies inbound responses
Reads and categorises every carrier reply — whether a quote, a question, an extension request, or a decline — and updates the central RFQ record instantly.
Reminds without being asked
Triggers nudges and escalations based on due dates and carrier behaviour patterns. Brokers are alerted only when a situation needs their judgment — not their time.
Surfaces comparison-ready data
Organises received quotes into a structured format ready for side-by-side comparison. No manual collation, no copy-paste from email attachments.
Maintains a full audit trail
Every RFQ action is stored securely under its unique identifier, with version control and complete logging — so every negotiation is fully reconstructable.
-Expected Impact
What changes when the coordinator never sleeps
Measurable outcomes from day one of deployment.
Faster RFQ turnaround cycles Automated reminders close response gaps
50%
Zero
Rates
Manual tracking and email dependency Every action logged automatically
Improved carrier response rates Timely nudges prevent cold trails
Auditable, traceable negotiations Full lifecycle record on every RFQ
100%
Enterprise-grade by design
-Security & Compliance
Deviprasad Thrivikraman · Managing Director, Zentis AI
30+ years in global BFSI operations
30+ years in global BFSI operations
Built to meet the security, privacy, and compliance requirements of
regulated financial institutions from day one.
SOC 2 Certified
GDPR Compliant
BCBS 239 Ready
On-Premise Deployable
Air-Gapped Environments
LLM-Agnostic
Cloud-Agnostic
Full Audit Logging