The verdict in three sentences
AI triage of inbound quote requests pays off as soon as a manufacturer handles more than 150 RFQs a month with drawings attached. For a precision machining subcontractor in Greater London, the 2026 ballpark is GBP 13,000 to 30,000 to build, plus GBP 170 to 600 a month in API costs, delivered in 8 to 12 weeks. The real win is commercial: first response in 48 hours instead of 5 days on the jobs the shop can actually make.
The problem: 350 requests, 175 dead ends, overloaded estimators
Picture a 60-person machine shop in Park Royal: turning, 5-axis milling, grinding. The website form and the quotes@ inbox receive around 350 RFQs a month. Each comes with one or more PDF drawings, sometimes a STEP file, and an email of varying clarity.
Two estimators open everything in order of arrival. Yet half of the requests fall outside the shop's envelope: parts over 800 mm, materials it does not run (titanium, Inconel), 50,000-piece volumes better suited to a sliding-head specialist, micron tolerances. Average time to first reply is 5 working days, and aerospace or medical buyers have often moved on.
| Metric | Before AI | After AI (2026 estimate) |
|---|---|---|
| RFQs received per month | 350 | 350 |
| Reading and qualification time per RFQ | 20 min | 3 min review |
| Out-of-scope RFQs handled by an estimator | 175 | Under 20 |
| Average time to first response | 5 days | 48 hours |
| Estimator hours spent on triage per month | 115 h | 18 h |
| Win rate on feasible quotes | 18 % | 24 to 28 % |
What the tool actually does
The tool plugs into the website form and the shared inbox. For each request it runs four steps.
Extraction. A vision model reads the title block and dimensions: material (6082, 316L, EN8), quantity, overall size, general and critical tolerances, surface finish, treatments (anodising, nitriding). On clean CAD drawings, correct extraction reaches 85 to 92 %; scanned or hand-marked drawings drop to around 70 %.
Feasibility score. Extracted data is checked against a capability sheet: machine envelopes, accepted materials, tightest tolerance held, target batch sizes. Each request gets a 0 to 100 score with a readable reason (« 920 mm diameter, beyond largest lathe »).
Routing. The file goes to the right estimator by part family, customer or material. Clearly out-of-scope requests get a courteous reply within 24 hours, optionally pointing to a partner shop.
Pre-fill. The estimating sheet in the ERP or spreadsheet is pre-populated, removing re-keying.
| Cost item | 2026 range (GBP, excl. VAT) | Note |
|---|---|---|
| Scoping and capability sheet | 1,700 to 3,500 | 2 workshops with estimating |
| Drawing extraction (vision + rules) | 4,300 to 10,500 | Depends on drawing variety |
| Scoring and routing engine | 2,600 to 7,000 | Configurable business rules |
| ERP or CRM connector | 2,200 to 6,000 | API, SQL or CSV export |
| Estimator review interface | 2,200 to 3,500 | Web dashboard |
| AI model API (monthly) | 170 to 600 | Volume and pages per drawing |
| Maintenance and tuning (monthly) | 250 to 800 | New machines, new rules |
The top of the range covers shops that also want 3D file reading or cycle-time estimates. The lower end is enough to sort and route. Kolonell scopes this kind of tool as a medium or complex custom application, see our web application service.
What to check before signing
Three issues derail these projects. First, drawing confidentiality: defence and medical customers often require drawings to stay in the UK or EU, so you need a UK or EU-hosted model and a contract clause ruling out training on your data. Second, the capability sheet: if it is out of date, the AI rejects parts you can make. Third, the confidence threshold: below a score of 60, a human decides. A good tool never auto-declines an existing customer.
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Mini case study
James, sales director at a precision subcontractor in Enfield, pays his two estimators about GBP 45 an hour fully loaded. Triage eats 115 hours a month, or GBP 5,175. After rollout, 18 hours of review remain, GBP 810. Gross saving: GBP 4,365 a month, minus GBP 400 of API and GBP 550 of maintenance: GBP 3,415 net per month.
On a GBP 24,000 project, payback comes in 7 months on time saved alone. If the win rate rises from 18 % to 24 % on 175 feasible RFQs with an average order of GBP 3,900, that is 10 extra orders a month, about GBP 39,000 in added revenue. Even at a 15 % margin, the tool pays for itself in under 5 months.
FAQ
Can the AI price the part instead of the estimator?
It can suggest a cycle-time range within 20 to 30 % on repeat part families. The final price should stay with a human, especially on batches over 500 pieces.
What about poor-quality scanned drawings?
Extraction falls to about 70 %, and the tool flags uncertain fields. The estimator fixes them in 2 to 3 minutes instead of rereading everything.
Can drawings stay in the UK?
Yes, with UK or EU hosting and models deployed on regional cloud zones. Expect 10 to 25 % higher API cost than a standard public endpoint.
How long before the tool is reliable?
Allow 4 to 6 weeks of tuning on 300 to 500 real requests after go-live. The feasibility score usually settles above 90 % agreement with estimators.
Do we need a new ERP?
No. A GBP 2,200 to 6,000 connector covers common machine-shop ERPs, or a simple export to your estimating spreadsheet.
Let's scope your project. Send us your monthly RFQ volume, three typical drawings and your machine list, and we will define scope and rollout timeline. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
