Why EMS companies can no longer afford to stick with manual RfQ processes

Picture this: your customer hands you a complex bill of materials (BOM) with hundreds of line items. You know the drill – hours of data clean-up in Excel, endless email threads with suppliers, and the nagging pressure from sales to “get the quote out faster.” In the best-case scenario, the quote goes out in two weeks. In reality, it might take three or even four.

Meanwhile, your customer is still waiting. Or worse, they’ve already received a faster, more polished quote from a competitor. That’s the hidden danger of manual request for quote (RfQ) processes: every day you delay is an open door for someone else to win the business.

With modern RfQ software, what once took weeks can now take days – or even hours. The shift isn’t just about speed; it’s about transforming quoting from a painful bottleneck into a competitive advantage.

In this article, we’ll explore:

• Why manual RfQ processes hold EMS providers back.

• How modern RfQ software changes the game for quoting and procurement.

• The core benefits EMS teams can expect, from faster turnaround to stronger margins.

• What features define the best RfQ tools in today’s market.

• The real-world business impact of moving from spreadsheets to a connected platform.

The hidden costs of slow RfQ workflows

Industry veterans often say EMS quoting is “where deals are won or lost” – and they’re right. A single complex quote can consume three weeks of full-time work. Add in delays from suppliers or internal misalignment, and you’re looking at nearly a month before the customer hears back. That’s a problem because customer patience usually is thin, internal costs likely skyrocket, and, ultimately, lost deals = lost revenue.

Unfortunately, this is the bread-and-butter of EMS companies who don’t use a modern RfQ tool. Let’s look at the most common pain points EMS teams face when managing RfQs without modern tools.

1. Slow and error-prone processes. Copying BOMs into Excel, chasing suppliers by email, and manually checking pricing sources take days, not hours. Every manual step introduces error risk.

   
   

2. Lack of visibility. Without a central system, quote statuses are buried in inboxes or spreadsheets, making it hard to track progress or identify bottlenecks.
   
   

3. Outdated data. By the time a manual quote is complete, component availability or pricing may have already changed, undermining profitability.
   
   

4. Reactive firefighting. Missing information, obsolete parts, or conflicting updates turn procurement into a constant cycle of rework.
   
   

5. Missed opportunities. OEMs expect speed. If your quote takes too long, they’ll simply award the business to someone else.

The bottom line: a slow, manual quoting process doesn’t just cost you time – it costs you trust, opportunities, and profit. 

So now, let’s see how we can overcome these challenges.

The benefits of modern RfQ software (and why speed matters)

EMS providers who switch from spreadsheets and emails to modern RfQ tools see measurable improvements across every part of the quoting process. Here’s how:

• Faster turnaround times and more deals won
  Automation eliminates manual rework, allowing you to respond in hours instead of weeks. In competitive bidding situations, speed is everything. One European EMS cut its quote cycle from six weeks to just 2-3 days using Luminovo, and dramatically improved its win rate.
  
  

• Improved accuracy and margin protection
  Standardized templates, automated part matching, and integrated data sources reduce errors and prevent costly mistakes. Faster quoting also means more accurate quoting: automation flags BOM issues and overpriced components early, so you avoid unprofitable projects.
  
  

• Better supplier management and cost savings
  Modern RfQ platforms centralize supplier interactions and connect directly to distributor databases, giving you up-to-date component pricing and availability. This ensures you don’t overpay, helps you catch obsolete parts in time, and strengthens supplier relationships over the long run.
  
  

• Increased throughput: more projects quoted
  Many EMS companies only respond to about 60% of incoming RfQs due to bandwidth. With modern tools, your team can respond to nearly 100% of viable opportunities, without increasing headcount. It goes without saying that more quotes submitted means more chances to win new business.
  
  

• Cross-team collaboration and happier customers
  Procurement, sales, and quoting managers work from the same platform, sharing updates in real time instead of juggling email chains. Internally, this reduces “reactive firefighting” of issues and chaos; externally, customers feel valued when they get fast, transparent communication.
  
  

• Data-driven decision-making
  Built-in analytics provide insights into supplier performance, pricing trends, and quote conversion rates. Procurement leaders can use these metrics to refine sourcing strategies, negotiate better deals, and improve margins over time.
  
  

• Scalability for growth
  Manual processes simply don’t scale. As RfQ volume increases, modern software handles higher throughput effortlessly, ensuring your operations grow without proportionally growing costs.

In other words: modern RfQ software doesn’t just make you faster – it helps you grow smarter, improve margins, and build stronger customer and supplier relationships.

What modern RfQ software really is (+ feature list)

It’s tempting to think of RfQ software as just a digitized spreadsheet, but best-in-class solutions go far beyond that. They’re purpose-built, intelligent platforms that connect procurement, sales, and production into one seamless workflow.

Here’s how modern RfQ tools transform the process from BOM to quote:

1. BOM ingestion and clean-up

Instead of manually normalizing part numbers or fixing formatting errors, modern RfQ platforms parse BOMs in Excel, CSV, or even PDF within minutes. They flag duplicates, incomplete descriptions, and inconsistencies automatically.

With Luminovo: The BOM importer highlights unclear components and suggests corrections, reducing BOM clean-up time by up to 90%.

2. Real-time component sourcing

Traditionally, procurement managers spend days chasing distributor quotes. With APIs to suppliers like Digi-Key, Mouser, or Arrow, RfQ tools fetch live prices, stock, and lead times instantly. Contract pricing is factored in automatically.

With Luminovo: You can compare sources globally, spot obsolete or risky parts in real time, and even see recommended alternatives. And when working with PCB or specialized component suppliers that don’t provide live API data, Luminovo’s Supplier portal lets you request and collect quotes directly through the platform.

3. Risk and compliance checks

Obsolete parts, 52-week lead times, or RoHS/REACH compliance issues can derail projects. Modern tools scan BOMs for risks and flag them before they become production blockers.

With Luminovo: Part “health scores” highlight supply chain risks early, letting you propose alternatives to the customer up front.

4. Integrated manufacturing costing

Quoting isn’t just about materials: labor, setup, testing, and overheads matter too. Instead of juggling spreadsheets, modern RfQ tools tie component data to pre-set process libraries and rates, calculating production costs automatically.

With Luminovo: You can simulate scenarios (e.g. make or buy decisions) and get accurate cost breakdowns in minutes.

5. Collaboration and transparency

Email chains slow everything down. Modern RfQ tools create shared workspaces where procurement, sales, and engineering see updates in real time.

With Luminovo: Internal teams work in one platform, and external customers can access the same database to track progress, answer clarifications within the tool, and approve quotes faster.

6. Quote generation and system integration

Finally, polished quotes are created with a few clicks – no copy-pasting from spreadsheets. With ERP and CRM integrations, approved quotes flow seamlessly into orders.

With Luminovo: Quotes are branded, consistent, and instantly shareable, while integrations eliminate double data entry.

Manual vs. modern RfQ features at a glance

The customer experience advantage

Manual quoting doesn’t just frustrate your team – it frustrates your customers too! OEMs expect responsiveness, transparency, and reliability.

Modern RfQ tools deliver on that by:

• Providing visibility: Customers can log into portals, see BOM progress, and get updates without endless follow-up emails.

• Building trust: Transparent communication and accurate data show that you run a tight ship.

• Making collaboration easy: Customers can suggest part alternates or quantity changes directly in the platform, speeding up iterations.

EMS providers using Luminovo often report that customers see them as “modern, easy to work with, and trustworthy” – qualities that win not just projects, but long-term relationships. Have read through our customer success stories.

Financial impact: more than time saved

Faster quoting isn’t just operational, but also financial. Here’s how it translates into the bottom line:

• Higher throughput = more revenue: One EMS using Luminovo handled 40% more RfQs with the same team. More quotes sent means more deals won.
  
  

• Better win rates: Industry data shows that being the first to deliver a solid quote can double your chances of winning.
  
  

• Material cost savings: By comparing suppliers instantly, EMS providers can trim component costs by 2-5%. Considering that materials often represent 70% of total cost, even a 3% saving can boost margins by over 40%.
  
  

• Automated supplier collaboration: Using Luminovo’s Supplier portal to request and collect quotes directly from multiple suppliers helps secure the best pricing and reduces manual back-and-forth, further improving cost savings and quote speed.
  
  

• Error reduction = cost avoidance: Catching obsolete parts or mispriced components early prevents nightmare scenarios where projects bleed money.
  
  

• Stronger margins = competitive pricing: With accurate costs, you can confidently quote aggressively without undercutting profitability.

For an EMS operating at 5-10% margins, these improvements aren’t just incremental: they can double profitability.

Financial impact at a glance

Imagine one year from now…

Imagine looking back a year from today. Instead of waiting weeks for quotes, your team consistently responds in 2-3 days. Your procurement managers spend less time cleaning BOMs and more time negotiating with suppliers. Your sales team has visibility on every RfQ in the pipeline. And your customers? They see you as a responsive, modern partner who’s easy to do business with.

Beware: this isn’t a fantasy! It’s the reality for EMS providers already using modern RfQ tools like Luminovo.

Time to rethink your RfQ process

If you’re still managing quotes with spreadsheets and emails, the question isn’t if you’re losing business – it’s how much.

Modern RfQ software is no longer optional. It’s the key to winning more projects, improving margins, and building customer trust. And with Luminovo, you don’t just get a tool, but an all-in-one platform designed specifically for EMS quoting.

Ready to see how much faster, smarter, and more profitable your RfQ process could be? Request a demo today and turn weeks of quoting into days.