March 2026

How We Eliminated Manual Data Entry: Inside ERP.Aero’s AI-Driven RFQ Automation

The aviation industry moves fast, but procurement often gets bogged down by manual data entry. Every minute your team spends typing out customer RFQs or cross-referencing vendor quotes is a minute lost on actually closing deals. We built ERP.Aero to solve this exact bottleneck.

By integrating advanced machine learning and a proprietary mail parsing engine natively into our platform, we’re turning unstructured email chaos into clean, actionable data. Here is a breakdown of how our AI-driven workflow practically eliminates manual data entry, secures your data, and drastically speeds up your response times.

The Intelligent Workflow: From Inbox to ERP

​ERP.Aero empowers organizations to transform unstructured email data into actionable system records. The process utilizes a "Mail Parser" module that functions as the gateway for all incoming procurement communication.

Step-by-Step Execution

• Forwarding and Capture: Users receive RFQs or vendor quotes via email from various sources, including direct customer inquiries or marketplaces like PartsBase and ILS. These emails—which may contain plain text, Excel files, or PDFs—are forwarded to a dedicated parser email address. ERP.Aero enables users to set up auto-forwarding rules to automate this step entirely.
• Recognition and Classification: Once an email reaches the Mail Parser, the system analyzes the content. It is designed to distinguish between a Customer RFQ (a request for a part) and a Vendor Quotation (a price offer for a part).
• Parsing Engine: The parser extracts critical data points, including:
• System Integration: After processing (which typically takes 2–3 minutes), the data is automatically populated within the RFQ module.

Processing Accuracy and Data Integrity The ERP.Aero parsing engine has been refined to achieve an accuracy rate of 99.4%. Because the technology is native to the platform, there is zero sync time and no reliance on third-party integrations, ensuring real-time data availability.

Comparison of AI Parsing Functions

When handling Customer RFQs, the system processes everything from plain text and PDFs to Excel files and marketplace formats. It extracts key details—like part numbers, quantities, and customer information—and automatically creates a brand-new RFQ record labeled "Email AI," assigning it to the right team member by matching the recipient's email.

For Vendor Quotations, the workflow is just as seamless. The AI reads text and attachments, such as photos or certifications, to capture price, condition, tag dates, and traceability data. Labeled as a "Vendor Quote," this incoming data directly updates your existing RFQ history and links straight to the specific open RFQ your team is already working on.

ELIA: The Embedded Conversational AI

ELIA is the proprietary, closed-loop AI embedded directly within ERP.Aero. Unlike public AI tools, ELIA sits on top of an organization’s private data, ensuring security and compliance with industry standards such as ISO, AS, and ASA.

Core Capabilities of ELIA

• Internal Data Dialogue:ERP.Aero empowers users to "talk" to their data. Users can ask ELIA conversational questions regarding RFQs, parts, and company history.
• Analytical Insights: ELIA can analyze conversion rates, suggest correct pricing based on historical quotes, and calculate the probability of a sale.
• Closed-Loop Learning: The AI learns from specific user interactions within the system, becoming more attuned to the organization's unique data patterns over time.
• Module Integration: While currently focused on RFQs, Parts, and Companies, the roadmap includes expanding ELIA's conversational interface across all ERP modules.

Nex up? The Auto-Quote Feature

​ERP.Aero is evolving from data capture to automated decision-making. An "Auto-Quote" feature will further enhance procurement efficiency:

• Selection Logic: The system will analyze multiple incoming vendor quotations for a single RFQ.
• Optimization: It will identify the "best" vendor quote based on pre-defined criteria (price, condition, etc.).
• Automated Response: The system can be configured to automatically generate and send a quote to the customer, or suggest the best option to a salesperson for rapid manual approval.

Empowering Your Procurement Team

The shift from manual data entry to an AI-empowered workflow isn't just about saving a few minutes—it's about fundamentally changing how fast and accurately your team can respond to the market. With native tools like our mail parser and ELIA handling the heavy lifting, your team can focus on what actually matters: strategy, relationships, and closing deals with maximized speed and accuracy.

See you next week, or in Moami at PBExpo this week!

Questions? ralph.merhi@erp.aero or 1+ 305 209 3789.