Quoting is where industrial sellers lose time, and deals. The request arrives as an email with a spec sheet attached, and someone has to move between the PDF, the ERP and the price list before anything can be sent.
- Stage
- Primary workflow
- Deployment
- Deployed inside your infrastructure
- Owner
- Sales
Today
What quoting costs you today.
The work is not difficult. It is repetitive, it is serial, and it happens dozens of times a day.
Read the email and open every attachment
Identify the customer and their contract
Find each requested part in the ERP
Apply contract pricing, volume breaks and discounts
Check stock and lead time, line by line
Build the quote document
Route it for approval if it crosses a threshold
Send it, then remember to follow up
With oktogonAI
What the agent does instead.
The same sequence, performed against the same systems, with a person at the points where judgment actually matters.
- 01
Read the request
Parses the email body and every attachment (PDF specifications, scanned documents, Excel bills of materials) and extracts each line item, quantity, delivery location and requested date.
- 02
Identify the customer
Matches the sender and company to the account in your CRM and ERP, and picks up the contract, payment terms and pricing tier that apply to them.
- 03
Match the products
Resolves customer part numbers, free-text descriptions and legacy SKUs against your catalog. Anything it cannot match with confidence becomes an exception rather than a guess.
- 04
Apply pricing
Reads contract pricing, volume breaks and active discounts live from the ERP, so the quote reflects what the customer is actually entitled to today.
- 05
Check availability
Checks stock, incoming supply and lead time per line, so the quote carries a delivery date instead of an assumption.
- 06
Assemble the quote
Fills your quote template with line items, pricing, terms and delivery, ready for a person to review and send.
- 07
Route and follow up
Applies your approval rules where the quote crosses a threshold, and schedules follow-up when it goes unanswered.
The output
What comes out, and what it hands back.
Illustrative output, in the shape a configured deployment produces. Every run ends the same way: the lines that clear the rules are completed, and the ones that need judgment are held for a person with the reason attached.
| Line | Part | Qty | Contract price | Status |
|---|---|---|---|---|
| 01 | AX-440 | 120 | $100.80 / unit | Matched |
| 02 | AX-440S | 40 | $111.42 / unit | Matched |
| 03 | 7741-B | 24 | Not priced | No catalog match |
Two lines priced from the customer contract and ready to send. The third is a part number the agent could not resolve with confidence, so it is held for a person with the three candidates it considered. The quote does not go out guessing.
Ready-made
What is already built, and what we configure for you.
This is why a deployment starts from a working solution. The workflow is not designed from scratch. It is adapted to your catalog, your pricing and your rules.
Already built
- Email and attachment parsing, including scanned PDFs and spreadsheet BOMs
- Customer and account resolution against CRM and ERP
- Part-number matching with confidence scoring and exception handling
- Contract, volume and discount pricing lookup
- Per-line inventory and lead-time checks
- Quote assembly, approval routing and follow-up scheduling
Configured for you
- Your product catalog, part-number conventions and legacy SKU mappings
- Your pricing rules, customer contracts and discount logic
- Your ERP, CRM and mailbox endpoints
- Your approval thresholds and who signs off on what
- Your quote template, commercial terms and tone
- The confidence level at which a line becomes a human exception
Your stack
Systems this solution reads and writes.
Systems common in the operations we work with. Per-system implementation is scoped during the review; listing a system here is not a claim of a native integration.
Control
What the Quote Agent can and cannot do.
Permissions are scoped at deployment and enforced at runtime. Every action is written to an activity log inside your environment.
Can
- Read incoming RFQs and attachments
- Read ERP product and inventory data
- Read customer contract pricing
- Create draft quotes
- Update CRM records
- Schedule follow-ups
Requires approval
- Quote value above your threshold
- Price adjustment beyond contract terms
- Any line with an unmatched part number
Cannot
- Modify master pricing
- Issue customer credit
- Delete or overwrite ERP records
- Send a quote outside your approval rules
Result
52%
B2B service provider
Faster quote preparation
The agent extracts customer requirements and prepares the information required to create commercial offers. Customer name confidential.
Questions
Questions we get about this workflow.
What happens when the agent cannot match a part number?
It does not guess. The line is flagged as an exception and routed to a person together with the candidates it considered and the confidence score for each. You set the confidence level at which that happens.
Does it send quotes to customers automatically?
Only if you configure it that way. By default the agent prepares the quote and routes it to a person for approval. Most deployments keep a human on the send action for the first months and relax it selectively.
What file formats can it read?
Email bodies, PDFs including scanned documents, Excel and CSV spreadsheets, and Word documents. Most industrial RFQs arrive as a short email with a specification sheet or bill of materials attached, which is the case the solution was built for.
Does it work with our contract pricing?
Yes. Pricing is read live from your ERP at the moment the quote is prepared, not from a copied price list, so contract terms and volume breaks are always current.
Where does the agent run?
Inside your own infrastructure. The solution is deployed into your environment and works directly in your systems, so customer requests, pricing and quotes are not copied into a shared service. The model endpoints it uses, and the data terms that apply to them, are agreed with you before deployment.
Next step
Find out what your quoting workflow actually costs.
In a workflow session we map how quotes move through your business today, where the time goes, and what the Quote Agent would take over first.
- Your current workflow
- Manual steps
- Systems involved
- Automation potential
- Possible first implementation
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