From RFQ to a 360° well-built proposal,
in minutes.
XFlow is the AI quoting engine for engineered equipment manufacturers. Agents read the inbound documents, frame the GO / NO-GO call across every relevant metric, engineer the equipment, audit the contract, price the deal against the cashflow, and write the offer — across twelve linked modules that share one project state.
The problem
Quoting capital equipment is a multi-week effort spread across disconnected tools, files, and teams.
With XFlow, engineering, costing, scheduling, finance, and legal converge into one shared project state. Cashflow is engineered and assessed throughout the proposal-building process. T&Cs are audited alongside the price. Every detail that determines margin is reconciled before the offer reaches the customer.
Minutes, not weeks — every step in one pipeline
Selection, BOM, schedule, cashflow, and T&Cs all derive from one shared project state. Change a parameter in any module and every downstream document re-derives automatically. A complete, defensible quote — assembled in minutes.
The financial picture, modelled to the last detail
Weekly cashflow, bonds, guarantees, retention release, and financing cost on every negative-liquidity week — all priced into the offer before it leaves the building. EBIT and EBT modelled, stress-tested, and defensible. Every dollar that touches the deal is accounted for.
A weekly project plan, built end to end
Materials lead-times, fabrication windows, testing, packaging, and delivery combined into a single weekly Gantt with the critical path identified. The promised delivery date becomes the date the schedule actually defends.
Every clause read, every risk priced in
The customer's terms are reviewed clause-by-clause across eight categories — liquidated damages, warranty, liability, force majeure, IP, insurance, arbitration, termination. Each deviation scored, each counter-reply pre-drafted, every risk priced into the contract value before signature.
The journey · How a proposal gets built in XFlow
Nine stages.
One pipeline. Zero re-keying.
A real RFQ arrives in your inbox. Here's exactly what happens next — and where the agents do the work.
Before the quote, the bid/no-bid framework.
An AI agent reads the inbound RFQ, searches your full history of 100,000+ opportunities for precedent, profiles the client, and surfaces the competitive landscape. Out comes a seven-section strategic brief — a defensible framework across every relevant metric — for you to make an informed GO, CONDITIONAL GO, or NO-GO call.
- Client credit, payment history, and dealings to date — pulled from your own database
- Application precedent: similar projects you've executed, won/lost outcomes
- Regional context, capacity check, technical and commercial fit grading
Drop the RFQ in. The scope writes itself.
Multi-file upload — PDFs, datasheets, drawings, scope notes. The agents index every page, then extract the client details, the topic, the contact, the deadlines, the scope table, and a draft clarification email for anything that's missing.
- Vision extraction across PDFs, DOCX, PPTX, images
- Scope table populated with units, fluids, flows, temperatures, capacities
- Missing parameters flagged automatically — clarification email pre-drafted
Scope Table · Extracted
| Unit | Service | Hot in / out | Cold in / out | Duty |
|---|---|---|---|---|
| A-101 | Cement cooler | 180 / 95 °C | 32 / 65 °C | 4.2 MW |
| A-102 | Quench | 120 / 70 °C | 28 / 55 °C | 2.8 MW |
| A-103 | Process | 95 / 55 °C | 30 / 50 °C | 1.4 MW |
Engineering, not autocomplete.
Process parameters in — flow, duty, pressure, temperature, fluid, materials, design conditions. The selection engine sizes the equipment, picks the model from your catalogue, computes performance, and prices the unit. Heat exchangers, pumps, valves, cooling towers, compressors — your selection logic, audited and reproducible.
- Process parameters: flow, duty, pressure, temperature, materials, design conditions
- Engineered model · capacity · efficiency · footprint — sized and code-compliant
- Equipment cost priced against your catalogue
Three cost build-ups, fed automatically.
The selection rolls a bill of materials. An agent assembles the activity list — fabrication, assembly, testing, packaging — with manhours and rate. Delivery: pick the Incoterm (EXW, FCA, CPT, DAP, DDP), the destination, and freight is calculated against weight, volume, and container plan.
- BOM rolled from selection · invoice schedule generated with payment terms
- Value-added activities · manhours × rate · production mode (🚀 Fast / ⚙️ Normal / 🐢 Slow)
- Incoterms 2020 · container allocation · sea/air transit time · ship week
Material Purchases
| Material | Type | Qty | Unit $ | Total |
|---|---|---|---|---|
| Frame B250 | Frame | 1 | $84,200 | $84,200 |
| Plate AISI 316L | Plate | 247 | $3,650 | $901,550 |
| Gasket NBR | Gasket | 247 | $420 | $103,740 |
| Connection · DN200 | Other | 4 | $2,300 | $9,200 |
Value Added
Delivery
The Gantt writes itself.
Materials lead-times, value-added activity durations, and the delivery window combine into a unified weekly schedule. The agent identifies the critical path. Switch production mode and the schedule — and every downstream cashflow — re-derives automatically.
- Critical path auto-identified · planned-vs-actual tracking
- Supplier risk and lead-time alerts surfaced inline
- Change one date upstream — every dependent activity moves
Weekly Schedule
Ask AI to engineer a price.
This is where XFlow stops looking like software and starts looking like a senior commercial brain. The pricing agent calculates a defensible contract value from the full cost build-up, payment milestones, bonds, retention, and the financing cost on negative-liquidity weeks — a price engineered to hit your target gross margin while staying solvent. Every line item accounted for. Every assumption visible. Numbers you can defend, to the cent.
- Live: Total Contract Value · Gross Margin · EBIT · EBT
- Highest Negative Liquidity · weeks with negative liquidity > $100k
- Stress-test payment terms, advance %, retention, bond cost — see impact instantly
A 60-page contract, read in under four minutes.
Drop in the customer's T&Cs. The agents index every clause and answer eighteen standard questions across eight categories — liquidated damages, consequential damages, liability caps, warranty, arbitration, IP, insurance, termination — producing a risk score capped at 15%. Each deviation gets a counter-reply ready for the reply email.
- Clause-level grading: critical · watch · OK
- Counter-replies anchored against your house terms
- T&Cs Deviation Sheet exported with the final offer
One screen. Every signal that matters.
Before the offer goes out, Sales Assessment shows the bid readiness, the financial health (Selling Price, Gross Margin, EBIT %, EBT %, CF Interest Cost, Bonds & Guarantees), and the risk items pulled from T&Cs and the cashflow. Decision-ready in one screen.
- Bid Readiness % · completeness across all twelve modules
- Client creditworthiness · risk percentage · weeks with negative liquidity
- Pipeline analytics and forecast quality on the same view
Bid Readiness
Financial Health
Risk Items
One click. The offer leaves the building.
Client details from Quote Overview. PHE selection from PHEX. Line items and totals from CCF. T&Cs summary from the audit. Create Offer Document generates the branded PDF. Prepare T&Cs Deviation Sheet bundles every counter-reply ready for the reply email.
- Branded, versioned offer PDF with bonds, guarantees, risk & overhead priced in
- T&Cs Deviation Sheet listing every clause where you depart from customer terms
- Audit trail — every value links back to the module that produced it
Client Details
Offer Details
| Unit | Model | Qty | Total |
|---|---|---|---|
| A-101 | PHE B250 / 247 | 1 | $1.42M |
| A-102 | PHE B200 / 168 | 1 | $0.51M |
| A-103 | PHE B160 / 92 | 1 | $0.25M |
| TOTAL · DAP Alexandria | $2.18M | ||
Why XFlow
Not a CRM. Not a CPQ.
A purpose-built proposal engine.
XFlow does what a CRM, a CPQ, and a spreadsheet together cannot: it runs the full engineering, commercial, and contractual stack from RFQ to signed offer — with AI agents doing real domain work at every stage.
Selection, BOM, cashflow — as first-class objects.
The schema understands frames, plates, gaskets, invoice schedules, retention, and bond releases. Not as text fields — as primitives the AI can reason over.
Agents on every screen, doing real engineering work.
Specialised agents read the documents, run the engineering calculations, audit the contracts, build the cashflow, and draft the offer. Not a chatbot bolted on — embedded in every module.
One project state. Twelve linked modules.
Change a plate count in PHEX and the BOM, schedule, cashflow, line items, and offer document all update — together. No re-keying. No drift. One source of truth.
Our philosophy
Built by engineers,
for engineers.
XFlow was built by people who have lived inside the quoting process — engineering, costing, scheduling, contract review, and the cashflow modelling that determines whether a deal is worth signing. Every module exists because the quote couldn't go out without it. Every shortcut was earned, not invented.
Watch XFlow run
all nine stages, live.
In a 6-minute walkthrough we'll move through the complete proposal pipeline — from the bid/no-bid framework through to the final offer document — so you can see exactly how a costed, scheduled, cash-flowed, contract-audited proposal gets built, end to end.