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A-200 · For manufacturers

Every RFQ that waits overnight is a part another shop quotes first.

Luxarca takes the RFQ when it arrives, gets the drawing and the spec the first time, and follows up on every quote you send. Your estimators keep the price and the lead time; your engineers keep the tolerances.

Book a demo Run the Leak Audit
ELEVATION A · THE CALL PATH RESPOND RETAIN ROUTE REIMAGINE CALL AGENT RFQ LOGGED MISSING SPECSCHASED SPECS INTO THEERPIN YOUR ERP DRAFT QUOTE TOESTIMATOR NTS ELEVATION A · THE CALL PATH CALL AGENT RFQ LOGGED MISSING SPECSCHASED SPECS INTO THE ERPIN YOUR ERP DRAFT QUOTE TOESTIMATOR RESPOND RETAIN ROUTE REIMAGINE NTS
From the call to the back office. Hatched steps happen inside the software you already run; it stays where it is.

A-201 · Where it leaks

Six places a manufacturer loses orders and hours.

None of these take new software to find. They show up in the RFQ inbox, the quote log and the ERP. The Schematic measures each one before we build anything.

  1. 01 Front desk

    RFQs arrive when nobody is there to take them.

    A buyer calls at shift change or sends the package at nine at night. It sits in a shared inbox until someone gets to it, and the same RFQ went to other shops too.

    RFQs received, by hour, and time to first reply

  2. 02 Front desk

    The drawing is missing, or the spec is.

    No revision, no material, no quantity break. The estimator finds out when they open it, emails the buyer, and waits. The quote clock started when the RFQ arrived, not when it was complete.

    RFQs that needed a second round for missing specs

  3. 03 Front desk

    Quotes go out and nobody follows up.

    The quote is sent and the buyer is comparing it with others. Nobody asks whether it landed, what the question is, or why it was lost, so the next quote is priced blind.

    Quotes sent, won, and where the rest went quiet

  4. 04 Front desk

    “Where’s my order?” goes to whoever answers.

    Buyers call and email for status. Someone checks the ERP, or walks to the floor and asks. The answer exists; getting it takes a person away from their own work.

    Calls and emails that are order-status questions

  5. 05 Back office

    Every RFQ gets retyped.

    PDFs, spreadsheets, marked-up drawings, portal exports. The same dimensions and quantities get keyed into the quoting tool, then the ERP, then the traveler — by hand, each time.

    Where each RFQ gets retyped, and by whom

  6. 06 Back office

    Supplier performance lives in an inbox.

    Late deliveries and rejected lots are tracked in email threads and memory. Reviews happen once a year if at all, and the supplier who is always late keeps getting the PO.

    Suppliers by on-time delivery and rejects, and where that’s recorded

A-202 · How it moves

How an order moves through a manufacturer.

We map the operation before we recommend anything. Every order passes through the same four stages, from the RFQ to the next one.

Stage 01RFQ and quote02Order to ship03Supply and quality04Service and repeat work
Respond
Retain
Resell
Route
Reimagine
  1. 01

    RFQ and quote

    First contact to quote sent. Where turnaround wins the work or loses it.

    • Intake. By phone, email or portal
    • Specs. Drawing, revision, material, quantity
    • Follow-up. Every open quote, on a schedule
  2. 02

    Order to ship

    PO received to parts out the door.

    • Order entry. Into the ERP without retyping
    • Status. Answered from the ERP, not the floor
    • Ship notice. Sent when the order leaves
  3. 03

    Supply and quality

    What the buyer never sees, and what sets on-time delivery and margin.

    • Suppliers. On-time delivery and rejects, by vendor
    • POs. Confirmations and late lines chased
    • Nonconformances. Logged, tracked, closed
  4. 04

    Service and repeat work

    After the parts ship. Where a one-time buyer becomes an account.

    • Field reports. From the tech’s notes and photos
    • Reorders. Repeat parts, before the buyer asks
    • Quiet accounts. Customers who stopped sending RFQs

A-203 · What we build

Four systems, installed in order.

You start with Respond. Each system runs on the one below it. Respond, Retain and Resell are priced from a rate card; Route is scoped after the Schematic. The back office has its own plate below.

05 Reimagine The back office, on its own plate below
RESPOND · INTAKE AGENT

Respond · Rate card

Respond — the calls you’re losing.

Answers every call and RFQ, captures the spec, and gets the drawing.

  • New RFQs: part, revision, material, quantity and due date captured
  • An upload link sent for drawings and models
  • Existing customers: order status read from your ERP
  • Technical questions passed to the right engineer
  • Nights, weekends and shift changes covered
Your buyer
The call is answered, the RFQ is logged, and a link for the drawing arrives by email before they hang up.
You see
Every RFQ logged with the spec and the drawing attached, ready for an estimator.
Underneath
Your number forwards to the agent when nobody picks up, and RFQ emails land in the same log.
RETAIN · PIPELINE SOURCE HELD

Retain · Rate card

Retain — the leads you’re dropping.

Follows up on every open quote and keeps buyers informed.

  • Follow-up on every open quote, on the schedule you set
  • Missing drawings and specs chased before the estimator needs them
  • Order status and ship notices sent from your ERP
  • Lost quotes logged with the reason the buyer gave
Your buyer
Hears back after the quote, and gets a ship notice without asking for one.
You see
Which quotes are open, which were won, and why the rest were lost.
Underneath
Follow-ups set off by quote dates and order status in your ERP.
RESELL · CYCLE

Resell · Rate card

Resell — the customers you already have.

Brings repeat work and quiet accounts back.

  • Reorder reminders for parts a customer buys on a cycle
  • Quiet accounts contacted
  • Past customers told when you add a process or a machine
Your buyer
A note when their usual reorder is due.
You see
Accounts contacted, and the RFQs that came back.
Underneath
Your order history, sorted by customer, part and last order date.
ROUTE · DECISION LEAD PROFILE SCORE FIT INTAKE NURTURE ARCHIVE ONE PATH TAKEN

Route · Scoped after the Schematic

Route — who goes where, decided by your rules.

Carries the RFQ into the shop’s own systems.

  • Drawings, PDFs and spreadsheets read into your quoting tool or ERP
  • RFQs routed to the estimator for the process: laser, machining, welding, assembly
  • Customer and part records matched, so a repeat part isn’t quoted from scratch
  • Connected to the ERP you already run
Your buyer
The buyer is never asked for the same spec twice.
You see
Each RFQ in the right estimator’s queue, with the part’s history attached.
Underneath
Specs written into your ERP or quoting tool from the documents the buyer sent.

A-204 · Back office · Reimagine

Quotes, POs and nonconformances tracked, and any past drawing one search away.

The first four systems work at the front door and along the path an RFQ takes. Reimagine is the workspace behind them: estimators, buyers and the office working alongside agents on the work nobody has written down. These are the systems we build there. None starts until the Schematic says it should.

REIMAGINE · STRUCTURE
Loose tools and one person holding them together, then the same work in one structure.
  1. 01

    Quoting desk

    Material, machine time and the last job like this one, pulled into a first-pass quote. The estimator sets the price and the lead time, and sends it.

  2. 02

    Supplier scorecards

    On-time delivery, rejects and claims tracked by supplier from your POs and receiving. A buyer decides who gets the next order.

  3. 03

    Field service reports

    The tech’s voice notes and photos become the service report, linked to the unit, the parts used and any warranty claim. A service lead signs it off.

  4. 04

    PO follow-up

    Confirmations, late lines and ship dates chased by vendor. Exceptions flagged to the buyer before they hold up a job.

  5. 05

    Nonconformance tracking

    Every nonconformance logged with an owner, a root cause and a due date. Quality decides the disposition.

  6. 06

    Parts and drawings search

    Which revision is current, which alternate the customer accepts, which job ran it last — found across your own files, with the source drawing attached.

A-205 · Human in the loop

A person steps in when it’s needed, not by default.

RFQs, document chasing and quote follow-ups run start to finish without an estimator touching them. A person is brought in when the work needs one: a price, a lead time, a tolerance question. Not by default. Your estimators, engineers and buyers keep every decision about the work.

AI handles

The work that repeats.

  • Answering. Every call and RFQ, shift change included respond
  • Capturing. Part, revision, material, quantity, due date respond
  • Chasing. Open quotes, missing drawings, unanswered RFQs retain
  • Reordering. Repeat parts and quiet accounts resell
  • Routing. Specs into the ERP, to the right estimator route
  • Drafting. First-pass quotes for an estimator to price reimagine
  • Scoring. On-time delivery and rejects, by supplier reimagine

Brought to your people

The work that needs an engineer.

  • Engineering judgment. Tolerances, materials, whether it can be made
  • The price. Every quote, every margin call
  • Lead times. What the floor can actually commit to
  • Quality. Accept, reject, how a nonconformance is dispositioned
  • Suppliers. Who gets the PO, and on what terms
  • Anything signed or sent. Quotes, POs, certs, warranty decisions

The agent takes the RFQ and gets the drawing. It never prices a part or commits to a lead time.

Every quote, PO and delivery date goes out under a person’s name.

A-206 · Works with what you run

Built into the software you already run.

Nobody in the office moves to new software. The systems work inside the ERP and the tools your team already uses.

Schedule A · Integrations

Software you already run

  • 01

    ERP and shop management

    08
    • Epicor
    • Infor
    • NetSuite
    • Microsoft Dynamics 365
    • SAP Business One
    • JobBOSS
    • E2 Shop System
    • Genius ERP
  • 02

    Quoting, CAD and PLM

    07
    • Paperless Parts
    • SolidWorks
    • SolidWorks PDM
    • Autodesk Inventor
    • Autodesk Vault
    • Siemens Teamcenter
    • PTC Windchill
  • 03

    Service and maintenance

    07
    • Salesforce Field Service
    • ServiceMax
    • IFS
    • Dynamics 365 Field Service
    • MaintainX
    • UpKeep
    • Fiix
  • 04

    Communications and CRM

    07
    • Your existing number
    • Outlook
    • Google Workspace
    • Microsoft Teams
    • Salesforce
    • HubSpot
    • RingCentral
  • 05

    Accounting and EDI

    06
    • QuickBooks
    • Sage 300
    • Sage Intacct
    • Xero
    • SPS Commerce
    • TrueCommerce
  • 06

    Anything else

    If it has an API, an export or an inbox, we connect to it.

A-207 · Questions

What owners and plant managers ask first.

Does this replace our inside sales or customer service team?

No. It takes the calls and RFQs they can’t get to — after hours, at shift change, while they’re on another line. They stop retyping specs and answering status questions, and spend the day on the accounts that need a person.

Will buyers know they’re speaking to an AI?

Yes. The agent says so at the start of every call. A caller who would rather speak to a person is passed to your team, or booked for a callback when the office is closed.

Does it quote prices or lead times?

No. It takes the RFQ, gets the drawing and the spec, and puts it in front of an estimator. The price and the lead time come from your people, every time.

Do we have to change our ERP?

No. We connect to the one you run, and it stays the system of record.

What if it gets something wrong?

Every call is recorded and transcribed, and you can listen to any of them. Nothing is quoted, ordered or committed without a person.

How long until it’s live?

Respond, Retain and Resell: [timeline to confirm]. Route and Reimagine: [timeline to confirm], set in the scope.

What happens to our phone number?

Nothing. It’s your number. Calls forward to us when nobody picks up, and you can switch the forwarding off yourself.

Where are our drawings and customer information held, and who can see them?

Everything the systems handle is recorded: the calls, their transcripts, the details buyers give, and every message sent in your name. It is held in the systems we run for you, not on your office computer. Your team and ours can see it. We don’t sell it or use it for anything else.

Any of it is exported to you when you ask: recordings, transcripts, your RFQ log, drawings and customer list, and the rules the system follows. If you leave, you get all of it, you switch the forwarding off yourself, and we support the handover for 30 days. That is a term in the contract, not a promise on a call.

Reimagine is held separately, in a workspace set up for your business.

Where drawings and models are held, and for how long, is written into the agreement before anything goes live. If any of your work is under an NDA, ITAR or Canada’s Controlled Goods Program, tell us at the Schematic. [Handling of controlled drawings to confirm]

What does it cost?

Respond, Retain and Resell are priced from a rate card. Route and Reimagine are scoped after the Schematic. You have a number before you commit to anything.

What is the Schematic?

Before we build anything, we measure what you’re losing: RFQs by hour and how long each waited for a reply, quote turnaround, quotes that went quiet, and how many calls are order-status questions. You get the numbers, and what Respond would recover.

A-208 · The Schematic

Find out what the shop is losing.

Before we build anything, we measure four things. You get the numbers, and what Respond would recover.

Book a demo Run the Leak Audit
  1. 01RFQs received, by hour, and time to first reply
  2. 02Quote turnaround, from request to quote sent
  3. 03Quotes sent, won, and where the rest went quiet
  4. 04Calls and emails that are order-status questions