The quoting process consists of multiple steps, some more suited to automation than others. The first step is processing and summarising the request: what exactly is the customer asking for, are there attachments, are there specific requirements? AI can read and structure the request. The second step is retrieving relevant information: product prices, service descriptions, standard terms. The third step is drafting a quote document based on that information. The fourth step is optionally human review and approval before the quote is sent.

Quote requests arrive via email, web form or a procurement system. An AI workflow reads the incoming request, extracts the core question, the requested products or services, the desired quantities and any specific requirements. That structured data is stored and forwarded to the next step. This saves the handler from manually reading and summarising every request.

Based on the extracted information, the workflow retrieves relevant data from your systems. Think of product prices from your ERP, service descriptions from a knowledge base, or terms from a template library. This is a data processing step that does not require AI, but does require well-structured source data. The more complete and current your product information, the better the automated quote.

With the structured request data and the retrieved product information, a language model generates the quote. That can be continuous text in your tone of voice, with the correct amounts, descriptions and conditions. Use a fixed template as the basis and let AI fill in the variable parts. Note: AI can add up amounts incorrectly or misinterpret them: always build in a validation step that checks the numbers before the quote is sent.

Whether you build in a human review step depends on the complexity and value of the quotes. For standard, low-value quotes for well-defined products, full automation can work. For complex, bespoke quotes with high order values, a human review before sending is indispensable. Build the system so that it automatically triggers escalation for unusual requests: requests that fall outside standard parameters.

The generated quote must be stored and sent through the right systems. Integrate the workflow with your CRM for tracking quote status, and with your email platform or quoting software for sending. Make sure the customer receives a professionally formatted document, not raw text. Tools like PandaDoc or Proposify offer API access for generating neat PDF quotes from templates.

Full automation of quotes works well for standardised services or products with fixed price structures. For bespoke, project-based quotes or complex scope requests, automation is a tool for preparation, not for full handling. At Mach8, we help organisations find the right balance between automation and human judgement.

Automating quote requests saves time when processing standard requests and increases the consistency of your communications. With the right balance between automation and human oversight, you respond faster without sacrificing quality. Want to automate your quoting process? Get in touch with Mach8 for a practical, tailored approach.