Uploading Documents to RFQs
How to upload documents to an RFQ and let AI extract item details, specs, and quantities automatically.
The Scenario
You have a bill of materials, a spec sheet, or a parts list — and you need to turn it into an RFQ. Instead of retyping everything manually, upload the document and let AI extract the details for you.
Supported File Types
Buyer24 can extract data from:
- PDF — spec sheets, BOMs, purchase orders, technical drawings with text
- Excel / CSV — parts lists, inventory exports, BOMs
- Word — written specifications, requirement documents
- Images — photos of labels, handwritten part lists, or screenshots
Step 1: Upload the Document
- Open an existing RFQ or create a new one
- In the attachments area, click Upload or drag and drop your file
- Once uploaded, click Extract with AI on the attachment
Step 2: Review Extracted Data
The AI scans your document and extracts:
- Item names and descriptions
- Part numbers or SKUs
- Quantities and units of measure
- Specifications — dimensions, materials, tolerances, grades
The extracted data is shown in a structured preview. Review each item:
- Edit any field that needs correction
- Remove items that aren't relevant to this RFQ
- Add items the AI may have missed
Step 3: Apply to Your RFQ
Click Apply to populate your RFQ description with the extracted items. The AI formats them into a clean, professional RFQ that's ready to send to suppliers.
Your original document stays attached to the RFQ for supplier reference — and you can include it in messages to suppliers from the message composer.
Tips
- Higher quality documents extract better — clear, text-based PDFs work better than scanned images. If you have a choice, use the digital version.
- Review every extraction — AI is accurate but not perfect. A 30-second review catches the occasional misread part number or quantity.
- Combine with templates — if you regularly order from the same spec sheet, save the extracted RFQ as a template for next time. See Using Templates.
- Multiple documents — you can upload and extract from multiple documents into the same RFQ. Each extraction appends to the existing content.