Service 01 · Quote Automation
RFQs arrive by email and WhatsApp, in every format imaginable, at any hour. AI reads them, pulls out the items, matches them against your catalog and prices, and builds a draft quote in your company’s format. You open the dashboard, spend 30 seconds checking it, and click "Send". Follow-up runs on its own until the customer replies. Setup takes 2 weeks, and it connects to the ERP, CRM, or spreadsheet you already use.
Request a Free AuditThe Problem
An RFQ arrives by email: "please quote 50 pcs of V-123". Another comes by WhatsApp: a photo of a handwritten sheet. Another by spreadsheet: 500 rows with no part numbers. Sales has to find the catalog, match the code, check the price, work out the discount, type the quote, convert it to PDF, send it, log it in the CRM, then set a follow-up reminder. That is about 45 minutes per quote. At 20 RFQs a day, it adds up to 15 hours of admin. When are they supposed to sell?
Just reading and making sense of a single RFQ takes about 10 minutes before anyone can start pricing.
Sales A offers 5%, Sales B offers 12% to the same customer. There is no single price reference anyone trusts.
You do not know whether it was opened. You do not know whether there are questions. There is no follow-up system. Deals slip away and you never see it.
The Flow
Email, WhatsApp, or attachments — any format. The system takes them in 24 hours a day.
AI reads text and images, pulls out the items, matches them to your catalog and prices, and flags anything ambiguous.
The quote is built in your format: letterhead, items, prices, discounts, terms, and closing. Waiting in the dashboard.
Open the dashboard, check it for 30 seconds, then click "Send" or "Edit". This is the only step that needs you.
Delivered to the customer by email or WhatsApp. Reminders go out automatically on day 1, day 3, and day 7. They stop on their own the moment the customer replies.
What Gets Built
It has to handle free text, tables inside emails, photos of handwritten sheets, scanned PDFs, and Excel attachments. Above 95% accuracy on standard items. Anything ambiguous gets flagged for a human to check.
Prices and discounts come from one master record that you control, not from what a salesperson remembers. The output follows the quote template you use today.
No quote goes out without your click. The system prepares it; you decide. A complete audit trail: who approved, when, which version, and at what price.
Automatic reminders on day 1, day 3, day 7, and day 14. By email and WhatsApp. They stop the instant the customer replies — not a token "thanks for getting back to me", but a real stop. Every conversation is logged per opportunity.
What Sets This Apart
This is not a bonus feature. It is a precondition. If the system could send prices without human approval, sales would not use it and management would not allow it. The audit trail has to stand up to scrutiny. I build that boundary into the architecture, not into a setting.
Sales, Manager, Finance, and the system all read the same number. Change it once, and it applies everywhere.
The architecture makes it impossible. There is no "send now, approve later". Approve first, then send.
A maximum discount for each customer tier. Going beyond it needs a manager’s approval. Who asked, why, and when is all on record.
Integrations
Automation loses its value if data has to be entered twice. Your catalog, prices, customers, and transaction history stay in your ERP, CRM, or spreadsheet. I build the connectors.
Specific integrations: SAP B1 (DI API), NetSuite (SuiteTalk), Odoo (XML-RPC/JSON-RPC), Google Sheets API, WhatsApp Cloud API, Microsoft Graph. Another system? The Initial Audit checks feasibility and estimates the integration time.
The Outcome
A pipe distributor with 2,000 SKUs: sales only reviews and sends. Admin time down 73%.
It is automatic, so nothing gets forgotten. Customers reply because they were reminded, not because a salesperson happened to remember.
One source of truth. No more "Sales A quoted something different from Sales B".
Hard negotiations, relationship building, and planning key accounts — instead of retyping catalog data.
FAQ
No. It replaces sales admin. Sales still handles the hard negotiations, the objections, the relationships, and the closing. The difference is that they can read an RFQ over lunch instead of typing a quote.
Yes. I have connected systems that are 10+ years old (legacy SOAP APIs, direct database reads, scheduled CSV exports). What matters is whether the data can be reached programmatically. The Initial Audit checks this for free, including an estimate of the integration time.
That is the main use case. "Please quote 50 of V123" / a photo of a sheet / a 10-page attachment / a 500-row spreadsheet. The AI is built for this. Confidence score per item: above 95% goes through automatically, below 90% goes on a review list. You never have to guess.
Already done: SAP B1, NetSuite, Odoo, Pipedrive, HubSpot, Salesforce, and custom REST. Not on the list? I build the connector. The Initial Audit includes a feasibility check and a time estimate, with no surprises.
One PIC who knows: (1) where the price master lives, (2) what the discount rules are, (3) what the quote template looks like, (4) who sits in the approval flow. A 2-hour workshop to start. The rest: I build, you test, we refine.
MVP (one RFQ flow: email → draft → approve → send → follow-up): 2 weeks. Full build (multi-channel, ERP sync, role-based approval, dashboard): 4–6 weeks. The Initial Audit gives you a timeline with numbers, not a vague "2–3 months".
No call needed. Send 3 real RFQs (you can mask the prices). Within 24 hours I send back a screenshot of the draft in the dashboard plus a 2-minute video showing how to review and send it. If it fits, we move on to the Initial Audit.