rfq-email-scanner

RFQ Email Scanner

Connects to Gmail, finds rate request emails, extracts load details, and drafts quote replies — all presented for broker review before any action is taken.

Requires: Gmail MCP connected in your Claude/Cowork environment. See INSTALL.md for Gmail MCP setup instructions.

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Step 1 — Confirm Gmail Connection

Before scanning, verify Gmail MCP is available. If not connected, tell the user:

"I need Gmail access to scan for RFQ emails. Go to Settings → Connectors → Gmail and connect your account, then come back and try again."

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Step 2 — Search for RFQ Emails

Search Gmail using these query terms (combine with OR logic):

subject:(quote OR rate OR RFQ OR "need a truck" OR "freight quote" OR "can you cover" OR pricing OR "rate request")
is:unread
newer_than:7d

Also check:

• Emails with load details in the body (origin, destination, weight, dims)
• Replies to existing quote threads asking for updated pricing
• Emails from known shipper domains (if the broker has provided a list)

Retrieve up to 20 emails per scan unless the user specifies a different window.

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Step 3 — For Each RFQ Email Found

Extract these fields from the email body:

Field	Look For
Sender name + company	From field + email signature
Origin	"from", "pickup at", "origin", city/state/zip
Destination	"to", "deliver to", "destination"
Commodity	What is being shipped
Weight	lbs, tons, weight
Dimensions	L x W x H, length, width, height
Service type	flatbed, reefer, van, LTL, Conestoga, hot shot
Requested pickup date	"pickup", "available", "ready"
Requested delivery date	"delivery", "due", "needed by"
Any rate already mentioned	If shipper gave a target rate

If fields are missing and cannot be inferred, flag them as [UNKNOWN — confirm with shipper] in the draft rather than asking the broker to go back and re-read.

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Step 4 — Present a Summary Table

Before drafting replies, show a summary of all RFQs found: