Capture the enquiry
Take in an email, form, call note or document.
Quote automation: From enquiry to costed quote.
Capture enquiries, spot missing details, assign services, prepare the costing and create a well-structured quote – with clear approvals before sending and before any price commitment.
In short: The solution takes over the recurring groundwork between customer enquiry and quote. It structures requirements, looks up existing customer and project data, applies defined costing rules and creates a draft. Prices, special terms and binding commitments stay where you decide: with human approval.
Starting point
Where time is lost today.
- Enquiries in every formatEnquiries arrive by email, phone, PDF or form – in varying quality and completeness.
- Costing knowledge is scatteredRules sit in Excel files, templates and individual people’s heads.
- Multiple data entryCustomer data is entered separately in the CRM, the ERP and the quote.
- Gaps spotted too lateMissing details only come to light during costing or with the customer.
- No overview of variantsVariants and change orders are hard to trace.
How it works
What the solution does, step by step.
Structure requirements
Identify services, quantities, deadlines and open points.
Add data
Load customer, project, items, price lists and historical information.
Prepare the costing
Apply defined rules, surcharges and line items.
Generate the quote
Structured draft with line items, terms and attachments.
Approve and hand over
Your staff check it; it is then sent and converted into an order or transferred to the ERP.
Before – after
What changes in day-to-day work.
Examples from the workflow – no percentages, as only a measurement in your business can provide those.
| Situation | Today | With the solution |
|---|---|---|
| Enquiry | Information is gathered by hand | Enquiry is structured, open points are flagged |
| Costing | Excel, templates and experience | rules and master data are brought together |
| Quote | copy/paste from old documents | draft from current data |
| Follow-up | re-entered in the ERP | approved data is passed on |
Benefit
What this use case improves.
Less duplicate entry
Customer, project and line items are captured once and passed on.
Faster preparation
The draft is ready before anyone starts gathering information.
Consistent costing
The same rules and master data for every quote.
Traceable approvals
Who approved which price and when – documented.
In action
What working with it looks like.
Sample images from our visual library – the interfaces shown are illustrations, not client data.
Responsibility
What stays with people.
Prices, discounts, special terms and the binding commitment. The solution prepares; your staff approve and send.
The solution prepares, sorts and hands over – your staff make decisions and grant approvals, following rules you set.
Systems & integrations
Where the solution connects.
For example – what exactly gets connected depends on interfaces and permissions and is checked in the AI potential assessment.
- Email
- CRM
- ERP
- Easy Factura
- Product/item master data
- DMS
- Price lists
- custom costing spreadsheets
Building blocks & products
The technology behind it.
Solution building blocks are the technical components the solution is built from. Products are only named where they fit the task.
Process automation
Handovers between enquiry, quote, order and ERP.
View building blockDocument AI
Read enquiries, plans and attachments.
View building blockAI agents
Structure requirements, add data, create a draft.
View building blockEasy Factura
If the process fits the existing product logic from quote to invoice.
View product
Control, data & operation
Control stays part of the system.
Depending on the product and interfaces, we run the solution on your premises, in a Swiss cloud or as a combination. Before the pilot, we clarify data flows, access rights and compliance requirements. Background: Private AI and On-premise & hybrid (running on your own servers or a mix of both).
| Topic | Implementation |
|---|---|
| Data | Enquiries, customer, project and price data – internal to confidential. |
| Approvals | Price approvals, discounts, special conditions and binding commitments have configurable approval points. |
| Roles & permissions | Who creates quotes, who approves prices, who maintains master data – according to your roles. |
| Logging | The captured enquiry, the rules applied, approval and dispatch are traceable. |
| Operating model | Running on your own servers, in a private cloud or a mix – depending on the ERP and data situation; defined in the project. |
Industries
Where this use case is typical.
- Trades & building services
- Manufacturing
- Real estate
- cross-industrythe workflow is not tied to a single industry
Standard approach
How a trial run (pilot) can start.
The pilot does not cover the whole process straight away. We pick a clearly defined part, set approvals and success criteria and test it with real data and the people who work with it. This approach is the same for every use case.
- Choose a processA clearly defined part of the workflow that takes up time today and can be measured.
- Clarify data and systemsWhich data, which interfaces, which permissions – and what is missing.
- Implement a defined workflowWith defined approvals and success criteria, not the whole process at once.
- Measure in real operationWith real data and the people who work with it; then expand or stop.
Related use cases
Related pages.
Frequently asked questions
Frequently asked questions: quote automation
Can existing Excel costing sheets be reused?
Yes, if the rules and data structure are clear and traceable. The project checks what needs to be adopted, cleaned up or remodelled.
Does the AI set prices itself?
Not freely. Prices should come from approved rules, master data and defined sources.
Can the quote become an order directly?
Yes, if the ERP or Easy Factura is connected and the necessary approvals have been given.
Which companies is this use case suitable for?
Businesses with many similar enquiries, traceable costing rules and an ERP or Easy Factura that the quote should be passed to – typically trades and building services, manufacturing and technical services.
Next step
Check this task for your business.
Describe your current workflow in two sentences. We check the benefit, data situation, integration effort and risks and show whether a product, a solution building block or a custom solution makes sense.