Streamline RFQ Processes in SAP: Proven Strategies to Cut Manual Work and Boost Accuracy

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How to Fix manual RFQ keying in SAP and improve procurement efficiency

If your team still hand-keys RFQs into SAP, you’re not alone. Many procurement teams rely on outdated, manual processes that eat time and introduce errors. This approach impacts your accuracy, slows down supplier cycles, and drains resources.

Why manual RFQ entry still hurts your business

Manual RFQ entry is time-consuming and prone to mistakes. It also creates bottlenecks, especially when teams are under pressure to respond quickly. The bigger issue? This process doesn’t scale. As your company grows, manual entry leads to inconsistent data, delays, and missed opportunities.

Understanding the real problem

Many procurement teams haven’t automated RFQ workflows because of perceived complexity or lack of custom tools. Others rely on workarounds like spreadsheets or emails, which break easily and don’t integrate with SAP. The result? A tangled, error-prone process that wastes team effort and impacts supplier relationships.

How to fix RFQ manual entry and move to automation

The key is integrating your RFQ process with SAP’s capabilities. This involves leveraging existing tools and adding focused automation to eliminate manual work. Here’s how to approach it:

1. Use SAP’s Advanced Forms and Data Uploads

  • Convert RFQ templates into SAP Smart Forms or Fiori apps for guided entry.
  • Use data upload tools for bulk RFQ creation from structured files, reducing manual keying.

2. Implement RPA (Robotic Process Automation)

  • Deploy bots to read RFQ spreadsheets or emails and input data directly into SAP.
  • This reduces human error and frees up staff for more strategic tasks.

3. Build or buy a dedicated RFQ portal

  • Create a supplier-facing portal to submit quotes directly, which feeds into SAP.
  • Automation ensures data accuracy and speeds up the review process.

Practical tips for success

  • Map your current RFQ workflow — identify repetitive steps for automation.
  • Start with small pilot projects to test automation options.
  • Train staff on new tools to ensure adoption.
  • Monitor key metrics: cycle time, error rates, and supplier response quality.

What’s next? Your action plan

Addressing manual RFQ entry is a quick win that delivers immediate ROI. It reduces errors, speeds procurement cycles, and improves supplier relationships. Here’s what to do now:

  • Assess your current RFQ process — find automation opportunities.
  • Explore SAP’s built-in forms, data upload, and automation tools.
  • Plan a pilot project to test RFQ automation.
  • Gather feedback, refine, and scale once proven.

Manual RFQ entry in SAP is a common roadblock, but it’s fixable with focused automation. The sooner you act, the faster you’ll see results.