Email and calendar
The mail program where requests come in, and your calendar for appointments and reminders.
Services
Automate quote requests with AI
Answering a quote request is often a lot of manual work: reading, asking follow-up questions, looking up prices and drafting the quote. An automation can prepare that, so you only need to review and send it.
What does this task involve?
A quote request comes in by email, a form on your website, a chat message or the phone. Then the real work starts: you read what the customer wants, ask for what is missing, look up your prices and standard texts, prepare the quote, send it and keep track of whether there is a reply.
In many businesses this is still done largely by hand, between other work. Precisely because requests are similar but never quite the same, it is a task where AI can help well with the preparatory work.
Why does it take so much time?
- Requests come in through different channels and are often incomplete
- Emails go back and forth to ask for sizes, quantities, an address or timing
- You look up prices, line items and standard texts again and again and retype them
- Every quote has to be laid out again in your own house style
- It is hard to respond quickly while you are on a job, so requests pile up
- Follow-up falls behind if you have to remember it yourself
How an automation works, step by step
An example of how such a workflow can run. We tailor the exact steps to how you work and which software you use.
The request comes in
Mail or a form is captured automatically, however the customer gets in touch.
The automation reads the request
Customer details, the type of work or product, quantities, the preferred period and what is still missing.
Asking for what is missing
If information is missing, a draft email with the right follow-up questions is ready for you.
Preparing a draft quote
Based on your price list, standard texts and quote template, in your own layout.
You review and send
You check the quote, adjust it where needed and decide yourself whether and when it goes out.
Follow-up and registration
The request is added to your customer list or CRM, and you get a reminder if there is no reply.
Sample scenario · fictional
An example of how it could run
A small painting firm receives this request through the form on its website:
“We would like the living room and the hallway painted. Could you send a quote?”
- The automation recognises the type of work (interior painting) and the rooms, and sees that the surface area, the preferred period and the address are missing.
- The owner gets a draft email with exactly those three follow-up questions, reviews it and sends it.
- When the customer replies, the automation prepares a draft quote with the line items from the firm’s own price list and its standard texts.
- The owner sees that a ceiling should be included too, adjusts one line and sends the quote himself.
- The request is in the customer list, with a reminder to call if there is no reply.
This is a made-up example for illustration, not a client case and not a measured result. How it works for you depends on your way of working, your software and the kind of requests you get.
What you still review yourself
- Every quote and every draft reply before it goes to a customer. AI output can be incorrect or incomplete.
- Prices, discounts, extra work and exceptions
- Whether the request has been understood correctly, especially for unusual jobs
- Commitments about scheduling, lead times and terms
- Which requests you accept and which you do not
This is also in our terms and conditions: you remain responsible for checking output, such as draft emails and quotes, before it is used or sent.
Which software is often connected?
Website and forms
The contact or quote form on your site, or a chat channel customers use to reach you.
CRM or customer list
A CRM package or a simple customer list where requests and follow-up are tracked.
Quoting and accounting software
The program you already use to create quotes and invoices, or a document template in your house style.
Price list or spreadsheet
Your rates, products and standard line items, for example in a spreadsheet.
Scheduling
A planning tool or shared calendar, if a quote also includes a provisional date.
These are types of software, not a recommendation of a particular product. What can be connected depends on what you use; we look at that in the scan.
Frequently asked questions about automating quote requests
Does the automation send quotes to customers on its own?
Not by default. The automation prepares a draft quote or draft email and you decide what gets sent. Only if you want it to can a simple step, such as an acknowledgement of receipt, be sent automatically.
Does it work with my current quoting or accounting software?
Often, yes, but it depends on what your software can connect to. In the free scan we look at which programs you use and what is possible with them.
What do I need to get started?
Your price list or rates, a few examples of previous quotes and your standard texts, and access to the channel where requests come in, such as your mailbox or website form.
What happens with an unclear or unusual request?
You can have it flagged for manual handling. The automation then prepares, for example, only a summary and follow-up questions, and you put together the quote yourself.
Is this worth it for a small business?
Mainly if you regularly receive similar requests. If you only get a request now and then, or every job is completely different, automation pays off less. We will tell you that honestly in the scan.
What about privacy?
We only process the data needed to handle the request. We make clear agreements about this in advance. Read more in our privacy statement.
What does it cost?
That depends on what your quoting process looks like and which software needs to be connected. Cost: one-off on quote after the free scan + monthly management on quote. The scan comes with no obligation.
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