Electronic Quotation System (EQS)

A fully web-based Sales Order Processing System — from RFQ to Quotation to Purchase Order, end-to-end.

What is EQS?Automating your entire quotation-to-order cycle

The Electronic Quotation System (EQS) is a completely web-based Sales Order Processing System designed to eliminate the manual, error-prone processes that slow down sales teams. Built for businesses handling high volumes of quotations and parts orders, EQS centralises your data, automates document routing, and connects your team — from counter sales to senior management.

Accessible from anywhere via a web browser, EQS handles the three core business documents — Request for Quotation (RFQ), Quotation (QUO), and Purchase Order (PUO) — and is fully Web Services ready for seamless B2B integration with third-party systems.

RFQ Quotations Purchase Orders Administration Reports Security & Permissions

The Problem EQS SolvesReplacing islands of information with a single system

Many businesses still rely on manual processes for their quotation cycle — staff manually matching part numbers to price lists, routing documents by hand, and maintaining data in disconnected spreadsheets. The result is predictable: wasted time, data inconsistencies, and financial risk from pricing errors.

EQS was first deployed at Borneo Motors Singapore (BMS), where sales staff were manually processing an average of 350 RFQ line items per month with no centralised parts database. EQS transformed this entirely — centralising parts and pricing data, automating the quotation workflow, and opening up a B2B portal for customers.

  • Eliminated manual part-number to price-code correlation
  • Centralised Parts Master and Price Master databases
  • Automated routing of RFQs, Quotations, and Purchase Orders
  • Reduced human error and data inconsistency across the sales cycle

The EQS Workflow

Three core document types drive the entire sales order cycle.

1

  Request for Quotation

Customers submit RFQs manually or via CSV upload. Templates speed up repeat orders. Each RFQ is tracked through Pending → Active → Closed statuses with full revision history.

2

  Quotation

EQS auto-generates a first-cut quotation from the RFQ, pulling live pricing from the Parts Master. Sales staff can revise and approve before sending — with full PDF print and CSV export.

3

  Purchase Order

Customers confirm acceptance and a PO is raised, linked to the originating quotation. POs are printed to PDF, tracked through confirmation, and integrated with accounting systems.

Key Features

Everything your sales team needs — from data entry to management reporting.

Parts & Price Master

  • Centralised parts database with product codes and groups
  • Standard and VIP pricing tiers per part
  • Bulk import from CSV / Japan & Thailand Part Masters
  • Currency management for multi-currency orders

B2B Web Services Integration

  • Web Services gateway (EnGate) for third-party B2B connections
  • Jumpstart deployment for customers without IT capability
  • Self-Enabled integration for customers with own systems
  • Supports WSRA notification architecture

Reporting & Analytics

  • RFQ Detail & Summary reports
  • PO Detail & Summary reports
  • Hit Rate and Lost Sales reports
  • Part Sales by Customer — export to Excel or PDF

Pricing Controls

  • Company-level discount and minimum GP controls
  • Air freight and sea freight matrix management
  • Retail markup management per product group
  • Manager approval workflow for exception quotations

Document Output

  • Print RFQs, Quotations, and POs to PDF in one click
  • Export quotation line items to CSV
  • Save frequently used RFQs as reusable templates
  • Bundle management for grouped part orders

Security & User Management

  • Role-based access across System, Control, and Operation groups
  • Per-user login credentials and password management
  • Portal customer registration and activation workflow
  • Audit controls and exception alert routing to managers

Who Uses EQS?

EQS supports three user groups — from IT administrators to customers placing orders.

  System Group

IT professionals who manage the platform infrastructure — database administration, system configuration, archival, and backups.

Roles: System Administrator

  Control Group

Managers who oversee the system, approve exceptions, set business rules and pricing coefficients, and access managerial reports.

Roles: Sales Manager, Administration Manager

  Operation Group

Day-to-day users who create, manage, and process all business documents. The core growth drivers of the system.

Roles: Administration Officers, Sales Executives, Counter Sales

Customer Types Supported

General Customers

No login required. Browse parts and submit general sales enquiries online.

Portal Customers

Login-based access to the full customer portal. All data within your domain.

B2B Jumpstart

For customers without IT capability — Innove deploys an on-site EQS node for B2B integration.

B2B Self-Enabled

IT-capable customers who connect their own backend systems via web services.

Business Documents Handled

EQS models the full document lifecycle from enquiry to order confirmation.

Core Workflow Documents
General & Counter Sales Enquiries

Online forms for price enquiries — open to all visitors or restricted to counter sales staff with discount pricing applied.

Customer Request for Quotation (RFQ)

Created by the customer specifying currency and parts to be quoted. Supports manual entry, CSV upload, and saved templates.

Customer Quotation (QUO)

Auto-generated by EQS in response to an RFQ, with system pricing inserted automatically. Fully revisable through negotiation cycles.

Customer Purchase Order (PUO)

Created by the customer to confirm acceptance of a quotation. Each PO is linked to its originating quotation for full traceability.

PO Acknowledgement Slip

Issued to confirm receipt of a signed PO, completing the formal order acceptance process.

Supporting Masters & Administration
Parts Master (JPM / TPM)

Japan and Thailand Part Masters imported via batch upload — the single source of truth for all part numbers, descriptions, and pricing.

Portal Registration & Activation

Self-service portal registration for general customers, with staff-managed activation to grant portal access.

Company & Contact Management

Full customer and contact database with company codes, RCB numbers, GST types, price groups, and minimum GP controls.

Currency & Freight Matrix

Multi-currency support with air freight, sea freight, and retail markup matrices per product group and customer type.

Administration & Reporting Modules

A comprehensive back-office suite to keep your operations running smoothly.

Administration Modules

Company Management Contact Management Parts/Price Management Retail Markup Management Currency Rate Management Product Group Management Air Freight Matrix Sea Freight Matrix Company Discount Management Bundle Management GST Management Alert Management System Configuration Portal Closure Management

Reports Available

RFQ Detail RFQ Summary PO Detail PO Summary Hit Rate Lost Sales Bundle Report Part Sales by Customer Sales History Detail

All reports exportable to Excel and PDF formats, downloadable from the Report Manager.

Case StudyBorneo Motors Singapore (BMS) — Toyota Parts Division

Challenge: BMS sales staff were manually processing approximately 350 RFQ line items per month with no centralised parts database. Correlating part numbers to model codes and price discounts was entirely manual — slow, error-prone, and a source of financial risk.

Solution: Innove deployed EQS as a web portal for BMS's internal sales team and external customers, with a B2B Web Services layer connecting to key customer systems. The Parts Master and Price Master were centralised, and the full RFQ-to-PO cycle was automated.

Results:

  • Eliminated manual part-to-price correlation across all sales staff
  • Customers able to submit and track RFQs directly via portal
  • Auto-generated first-cut quotations reduced turnaround time significantly
  • B2B integration enabled key accounts to connect their own ordering systems
  • Management gained real-time visibility via hit rate, lost sales, and GP reports

Ready to Automate Your Quotation Cycle?

Contact us to discuss how EQS can be tailored to your business — from a standalone deployment to a full B2B-integrated solution.

  Request a Demo      Speak to Our Team

info@innove.com.sg  |  www.innove.com.sg