An enquiry arrives as an email, a PDF bill of quantities or an Excel list. An agent reads the line items, matches them to your articles and services, calculates according to your rules and creates the draft quote in your template. Your team reviews and sends it.
This work comes back every week, and nobody was hired for any of it.
- 01
Copying
Line items from bills of quantities are transferred into the quoting software row by row.
- 02
Searching
For each line item, someone searches for the right article, price or text block.
- 03
Pasting
Terms, texts and discounts are pasted together from old quotes.
- 04
Waiting
Days pass until the quote is ready. Meanwhile the customer asks elsewhere.
Whoever sends a clean quote first often wins the order.
Each of them can be started on its own. Critical steps go to a person for approval.
- 01
Read enquiries and attachments
Email, PDF, Excel or scan: line items, quantities and dates are recognised.
- 02
Match line items
Each line item is matched to an article or service from your master data.
- 03
Calculate by your rules
Prices, volume discounts, surcharges and minimum quantities as you define them.
- 04
Flag what is unclear
Line items without a reliable match are flagged instead of guessed.
- 05
Draft in your template
The quote is created in your software or template, with your text blocks.
- 06
Follow up
Open quotes are followed up on your schedule.
This is how an agent works on a typical case. An example of the approach, not a reference.
Input
Customer sends an email with a bill of quantities as a PDF
Result
Finished draft quote in your software
- 1
Read
Line items, quantities, dates and special requests are recognised in the email and attachment.
- 2
Match
Each line item is matched to an article or service from your price list.
- 3
Calculate
Prices, discounts and surcharges follow your rules. Unclear items are flagged.
- 4
Draft
Quote in your template, with your text blocks and terms.
ApproveHuman decides
Your team reviews the draft, edits if needed and sends it.
Typical systems in this area. We check others in the initial call.
- Microsoft 365
- Outlook
- Gmail
- HubSpot
- Pipedrive
- SAP
- Excel
Scale
The complete department workflow
For good quotes the agent needs your articles, prices and templates. That usually means two to three connected systems.
If you work with one fixed price list and one template, the Starter package is often enough.
- Agent system for an entire department
- Connection of two to three core systems
- Ongoing optimisation, monitoring and server costs
How does the agent know our prices?
From your price list, your article master data and previous quotes. Rules for discounts and surcharges are set by you in plain language.
Does this work with bills of quantities in construction and trades?
Yes. PDFs and Excel lists from tenders are read line by line and matched to your services.
Does the agent send quotes itself?
Usually not. The draft waits for approval, your team reviews and sends it.
What about special requests?
Anything that does not clearly fit your rules is flagged and passed to your team with a note.
In the initial call we look at one concrete process and tell you honestly whether and how it can be automated. 30 minutes, free of charge, by video, in English or German.