Introduction

A growing automobile ancillaries manufacturer supplying OEM components and aftermarket parts regularly participates in auto expos and supplier meets to connect with procurement heads, OEM buyers, and distributors.

The company generated a high volume of inquiries at events. But most of these leads required technical validation, RFQ discussions, and multi-stage follow-ups. The problem was not collecting contacts. The problem was tracking complex B2B conversations across multiple team members.

Leads were getting delayed between sales, technical, and pricing teams. Some RFQs went unanswered. Some prospects received late responses. The company needed a structured system to manage technical inquiries without losing momentum.

Project Challenges

The automobile ancillaries company faced operational gaps during and after exhibitions:

• RFQ details noted separately from contact information
• No structured tagging for OEM vs aftermarket vs distributor leads
• Delays in sharing inquiries with technical and costing teams
• No clear ownership of follow-up responsibility
• No centralized visibility into event-generated pipeline
• Manual Excel sheets causing version confusion

The core issue was workflow breakdown after the event. Without structured routing and tracking, potential high-value OEM opportunities slowed down.

Solution We Offered

The company implemented AI CardVault to streamline event lead capture and internal coordination. At Auto Components Expo 2025, the team used AI CardVault to:

• Scan and digitize business cards instantly
• Capture RFQ requirements using detailed text notes
• Record voice explanations of technical specifications
• Tag leads by OEM, Tier 1 supplier, distributor, or aftermarket segment
• Attach reference images of drawings or part samples
• Capture data offline during peak exhibition hours

All leads were organized event-wise within a centralized dashboard. AI CardVault was integrated with their CRM in Bizio, allowing automatic routing of leads to respective sales managers and triggering internal workflows for technical evaluation and quotation preparation. Role-based access ensured that technical, costing, and sales teams could view and act on relevant inquiries without data duplication.

Results & Business Impact

After adopting AI CardVault, the automobile ancillaries company achieved:

• 50% reduction in RFQ response time
• 40% improvement in internal coordination between sales and technical teams
• 22% increase in quotation-to-order conversion rate
• Clear tracking of OEM and distributor pipeline by event
• Elimination of version confusion in manual Excel tracking

Instead of losing time moving data between teams, the company created a structured flow from booth conversation to quotation submission.

Event leads moved faster through the pipeline, improving responsiveness and credibility with OEM buyers.

Feedback

“Earlier, our biggest challenge was managing RFQs after exhibitions. AI CardVault helped us capture technical details accurately and route them to the right teams immediately. Our response time has improved significantly.”

— Business Development Head, Automobile Ancillaries Company