Meridian Controls (name changed) builds custom control panels, PLCs, and automation systems for process industries. With average deal values of ₹15–80 Lakhs and 18 sales representatives, the company was winning approximately 1 in 5 RFQs — a conversion rate the sales director suspected was lower than it should be.
When the team mapped their RFQ journey, they found a disturbing pattern: of every 10 RFQs that came in, only 6 were formally logged anywhere. The other 4 arrived in personal inboxes, got buried under other emails, and were only discovered after the customer had already moved forward with a competitor.
The Email RFQ Problem
Meridian's sales reps each monitored their own email inboxes. RFQs that came through website forms, LinkedIn messages, or WhatsApp were forwarded manually — or not at all. The company had no system to:
- Know an RFQ had arrived within the same business day
- Assign it to the correct rep based on territory or product expertise
- Track whether a quote had been sent and followed up
- Measure response time systematically
- See all open RFQs in one view
"We found out about a ₹42L RFQ from an Oman refinery project because the customer called us 3 weeks after sending the email to ask why we hadn't responded. The email was in Rahul's spam folder. Rahul had been on leave." — Sales Director, Meridian Controls
🚀 How many RFQs are sitting unanswered in your team's inboxes right now?
VynDeal solves this in under 48 hours. Try free for 14 days — no credit card, no setup fee.
The VynDeal RFQ Workflow
RFQ received → Lead created in 2 minutes
Whether by email forward, WhatsApp share, or direct CRM entry — every RFQ becomes a lead with source, product category, estimated value, and customer contact. Manager sees it immediately.
Auto-assigned to correct rep
Territory and product rules route the RFQ automatically. No forwarding chains. No "I thought you were handling it." One rep, one RFQ, clear ownership.
48-hour response SLA tracked
If no quote logged within 48 hours, manager receives an alert. Rep gets a push notification. First response time becomes a KPI that everybody can see.
Quote built and sent from VynDeal
GST-compliant PDF quote generated in 2 minutes from product catalogue. Sent directly from CRM. Quote status tracked: Sent → Viewed → Responded.
Automatic follow-up reminders
7 days after quote sent: automated follow-up reminder. 14 days: manager alert if no activity. 21 days: escalation. Quotes never go cold silently.
Results After 45 Days
The Middle East Export Angle
Meridian exports to Saudi Arabia, UAE, and Oman through a distribution partner. Previously, export RFQs from the distributor would arrive by WhatsApp, get forwarded to the export team by email, and frequently get lost. Three months after VynDeal deployment, the export team's RFQ response rate improved from 71% to 98%, and the UAE distributor commented that Meridian had "become a completely different supplier to work with."
The response time improvement had a direct impact on distributor trust — which translated to the distributor prioritising Meridian over competing brands when presenting solutions to end customers.
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Implementation Notes
Meridian's implementation was unusual in one respect: the CEO mandated that every incoming RFQ — regardless of channel — had to be logged in VynDeal before any other action. Not after the quote was sent. Not at end of day. Before the rep started working on the response. This simple rule, enforced consistently, drove the response tracking rate from 62% to 98% within 3 weeks.