AI agent · Sales and quotations
Quotation agent: drafts priced quotes from an enquiry
The quotation agent reads a customer enquiry, finds the items in your catalogue and prices them from your own price lists and rules. It drafts the quotation and shows where every price came from. A salesperson checks it, changes what needs changing and sends it.
Quotation Q-2318 for customer C-1042
- 40 × M10 hex bolts, box of 100
- S$740.00
- 40 × M10 nuts, box of 100
- S$248.00
- 20 × M10 washers, box of 200
- S$196.00
- Subtotal
- S$1,184.00
- GST 9%
- S$106.56
- Total
- S$1,290.56
Bolts and nuts priced from account list B. Washers are not on list B, so the agent used the last quoted price (Q-2291, S$9.80). Every line is above your 18% margin floor.
Sample data. Harbourline Supplies Pte Ltd is not a real company.
The job
What it does, and what it never does
What it does
- 1Matches the items asked for to your item codes and units.
- 2Prices each line from the customer's account price list, your standard list or the last price quoted, in the order you set.
- 3Checks stock by location and suggests a delivery date.
- 4Flags lines below your margin floor, items it could not match and new customers.
- 5Adds GST at 9% and your standard terms.
What it never does
- Send a quotation to a customer
- Change a price list or a customer's terms
- Create a new customer account
- Give a discount beyond the rules you set
Quotation agent
Spec sheet- Job
- Drafts priced quotes from an enquiry.
- Module
- Sales and quotations
- Starts when
- A new enquiry is logged.
- Default control
- Draft for approval
- Approved by
- The salesperson who owns the account, or the sales manager when a limit is hit.
- Always a person
- A quotation goes to a customer, so sending it always stops at a person.
- Logged
- Every draft, edit and approval, in your own system.
- Off switch
- Yes. Switch it off and the work goes back to your team.
Trigger
When it starts
- An enquiry email lands in your sales inbox. If it is a PDF or a photo, the document intake agent reads it first.
- A salesperson logs an enquiry by hand, or asks for a draft on an existing one.
- A customer asks for a fresh quote on an expired quotation.
Data
What it reads and what it writes
Least access: the quotation agent reads only the records this job needs, and it writes only drafts. Some things it never touches, whatever the settings.
Access is set per agent in the system we build, so you can see exactly what it can reach. Changing it goes through the same tests and review as any other release.
Access
- Reads
- Drafts
- Never
- Reads
The enquiry and its attachments
What the customer asked for
- Reads
Customer account and price list
Account prices and terms
- Reads
Items and stock by location
Codes, units and availability
- Reads
Past quotes and orders for this customer
Last prices quoted
- Drafts
Quotations
Drafts only, numbered on approval
- Never
Price lists and discount rules
A person changes these
- Never
Sending to the customer
Always a person
Control level
Draft for approval by default, with limits you set
- Level 1
Suggest
The agent recommends. A person does the work.
- Level 2 Default
Draft for approval
The agent prepares the record and waits. Nothing changes until a person approves. This is the default.
- Level 3
Act within limits
Opt in per action, under a S$ limit you set. Payments, deletions and messages to customers or suppliers always stop at a person.
For the quotation agent
Off for quotes. A quote goes to a customer, so sending it always waits for a person.
Sample data. Harbourline Supplies Pte Ltd is not a real company.
Always stops at a person, at every level
Payments, deletions, and messages to customers or suppliers. No setting turns this off.
Limits you can set
Set in the scoping call, changed whenever you need, and logged when they change.
Margin floor
Lines below the margin you set are flagged, and the quote goes to the sales manager.
Discount cap
A maximum discount per salesperson or customer group. Anything above needs the person with that authority.
Second approver
Quotes above a S$ amount you choose need a second approval.
Items it may not price
Custom, project or made-to-order items always go to a person to price.
Approval
The approval step
What the approver sees
- Each line with its item code, quantity, unit price and where the price came from
- Margin per line against your floor
- Stock by location and the delivery date it suggests
- Anything it could not match, left for a person to fill in
After approval
Once approved, the quotation is numbered and the salesperson sends it to the customer from the system. If the customer accepts, it becomes a sales order.
What each choice does
Approve
The change is made exactly as drafted, and the approval is logged with your name and the time.
Edit, then approve
Your changes are logged as yours, next to what the agent first drafted.
Reject
Nothing changes. The draft and your reason stay in the log.
Log
What is logged
Every step is recorded in your own system, with who proposed it, who approved it and what changed. For the quotation agent, that means:
- The enquiry it read
- The price source for every line
- The draft as the agent prepared it
- Every edit, with who made it
- Who approved, and when
- The version sent to the customer
- event
- quotation.approved
- record
- Q-2318
- prepared_by
- Quotation agent, 09:13
- price_source
- list B (2 lines), Q-2291 (1 line)
- edits
- delivery Fri → Thu
- approved_by
- Sales executive, 09:31
- total
- S$1,290.56 incl. GST
Sample data. Harbourline Supplies Pte Ltd is not a real company.
Testing
How it is tested before go-live
- 1
We agree the cases with you
The everyday cases, plus the awkward ones your team already knows about.
- 2
It runs on a test copy
On sample data or a test copy of your system, never on your live records.
- 3
Two people check it
Our tester runs the test plan. Our ERP controller checks the business rules: prices, GST, tolerances and who approves what.
- 4
The release is reviewed
Lester Law, our founder, runs the AI coding agents and reviews every release before it reaches you.
- 5
You sign off
You check the results against the agreed cases. It goes live when you are satisfied.
Cases in the test plan
Each one is run and checked before go-live, with your own cases added.
- Repeat customer, every item on their price list
- New customer with no account pricing
- Item out of stock at the nearest warehouse
- Vague quantity, such as "a few boxes"
- Item that is not in your catalogue
- Line that would fall below your margin floor
Sample run
A sample run, start to finish
09:12 · Customer C-1042, by email
Please quote 40 boxes each of M10 bolts and nuts, and 20 boxes of washers. Needed by Friday.
09:13 · Quotation agent
Matched 3 items. Priced 2 from account list B and 1 from the last quote. Stock is available at the Tuas warehouse.
09:13 · Quotation agent
Drafted the quotation for S$1,290.56 including GST. Waiting for approval.
09:31 · Sales executive
Changed delivery to Thursday. Approved and sent Q-2318.
09:31 · Quotation agent
Logged the edit, the approval and the version sent.
Sample data. Harbourline Supplies Pte Ltd is not a real company.
What to notice
- The agent prepares and explains. It does not decide.
- A named role approves, edits or holds, and that choice is logged.
- Anything unclear is left for a person rather than guessed.
Where it fits
Part of Sales and quotations
Start with the quotation agent on the tools you run today, or inside our sales and quotation software, one part of the AI ERP we build.
Industry
Wholesale and distribution
Account pricing, stock across locations, purchasing and credit control.
Industry
Automotive workshops and dealers
Job cards, parts, service quotes and vehicle handovers.
Industry
Field service and rental
Bookings, technician schedules, site jobs and equipment on hire.
Same module
Document intake agent
Turns emails, PDFs and photos into records.
Price
The quotation agent on your data, as a quick build from S$15k
2 to 3 days of build. You own the code, with no per-user licence fees. After go-live, Run (hosting, support, AI usage) and Evolve (monthly build capacity) are priced in the phase plan.
FAQ
Questions about the quotation agent
Does the quotation agent send quotes to customers?
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Where do its prices come from?
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What if the enquiry is vague, or asks for something we do not stock?
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Can it read enquiries that arrive as PDFs or photos?
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Can it give discounts?
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Will it work with the system we use today?
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See the quotation agent on your kind of data.
Bring one workflow that hurts. In 30 minutes we show you how it would run as an approval queue on sample data, and what a quick build would cost.