millisa09 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.
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."
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.
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.
Step 4 — Present a Summary Table
Before drafting replies, show a summary of all RFQs found:
Found 3 RFQ emails in the last 7 days:
| # | From | Lane | Weight | Service | Received |
|---|------|------|--------|---------|----------|
| 1 | Seth Geller / Machinery Network | PA → MN | 13,000 lbs | Conestoga LTL | Today 9:14am |
| 2 | Karen Rode / Campetella USA | MA → CA | 8,500 lbs | Flatbed | Yesterday 3:41pm |
| 3 | Gina M. / Kelly Pipe | TX → OH | 44,000 lbs | Flatbed | 3 days ago |
Which would you like me to draft quote replies for? (Say "all", "1 and 3", or a number)
Step 5 — Draft Quote Replies
For each selected RFQ, draft a reply email in this format:
Subject: Re: [Original Subject] — Freight Quote | [Broker Company]
Hi [Sender First Name],
Thank you for reaching out. Please see our quote below for the shipment
described.
QUOTE SUMMARY
Origin: [Extracted origin]
Destination: [Extracted destination]
Service Type: [Service type]
Weight: [Weight]
Equipment: [Equipment]
Estimated Rate: $[RATE — TO BE FILLED IN BY BROKER]
This quote is valid for [X] business days from today.
To move forward, please reply to confirm and we will get your load covered.
Best regards,
[Broker Contact Name]
[Broker Company] | [MC#]
[Phone] | [Email]
Important: Leave $[RATE — TO BE FILLED IN BY BROKER] as a clear placeholder.
Never insert a rate. The broker sets the rate — the skill drafts everything else.
Step 6 — Option to Generate Full PDF Quote
After presenting the draft reply, ask:
"Would you like me to generate a full PDF quote for any of these? Just give me the rate and I'll build it."
If yes, hand off to the freight-quote skill with the extracted load data
pre-populated. The broker only needs to supply the dollar amount.
Output Summary
For each RFQ processed, present:
- Extracted load details (confirm accuracy)
- Draft reply email (ready to copy or send after broker review)
- Option to generate PDF quote
Always end with:
"Please review each draft before sending. I have not sent anything — all emails require your approval."
Privacy & Security Notes
- This skill reads email only — it never sends without explicit broker confirmation
- Email content is used only to extract load details — not stored or logged
- For brokers with multiple Gmail accounts, specify which account to scan