RFQ PROCESSING · MARITIME SUPPLY CHAIN
Order processing systems built for the maritime RFQ cycle.
BaiTools builds software that reads incoming requests for quotation — PDF, Excel, Word or plain e‑mail — and lays them out as clean order lines for your team to check, price and quote. Every value is traced to the source document, and nothing goes out without your approval.
About the company
BaiTools is a software company focused on one problem: the volume of RFQs that moves between vessels, purchasing departments and suppliers every day, mostly as unstructured e‑mail, PDFs and spreadsheets.
The system is built by someone who did this work by hand: years of purchasing and sales in maritime wholesale, retyping the same requests into quotes. It runs as a hosted system in Europe, on our own AI model.
How the RFQ system works
Four steps, one record. An RFQ arrives, is read into order lines, is checked by a person, and leaves as a clean file and supplier enquiry.
Intake
RFQs are forwarded to your own mailbox or dropped into the panel. PDF, Excel, Word or a plain e‑mail: the system recognises the layout by itself, whichever portal or customer it comes from.
Read & normalise
Each document becomes order lines: part numbers, makers, descriptions, quantities and units, with vessel, IMO and deadline in the header.
Check & approve
Your team reviews the lines next to the original document. Click a field to see exactly where it came from. Approve, and a CSV is ready for your own system.
Supplier enquiry
The system suggests which of your suppliers cover each maker and drafts the enquiry. You decide who receives it and send it yourself.
Who it serves
Maritime suppliers
Ship chandlers, spare‑part traders and service companies. Incoming RFQs read automatically, less retyping, faster quotes and fewer missed deadlines.
Ship owners & operators
Purchasing departments handling spares and stores for a fleet. Requests from vessels turned into clean, comparable order lines per vessel and maker.
Agents & brokers
Port agents and procurement intermediaries working with many suppliers. One place to collect requests and prepare enquiries to the right suppliers.
Your data
RFQs carry your customers, vessels and prices. The system is built so that this information stays with you.
Private AI model
Documents are read by our own model on our own servers. Nothing is sent to OpenAI, Google or any other AI service.
Processed in Europe
Servers in the European Economic Area, under Dutch law and the GDPR, with a data processing agreement in every contract.
People decide
The system prepares, your team decides. Nothing is sent to a customer or supplier without a person approving it.
Traceable to the source
Every value links back to the line in the original document, so checking an order takes seconds, not minutes.
Contact
Tell us about your RFQ volume and the tools you use now. We reply within one working day.
Schiedam, The Netherlands
KvK 42020094