AI and automation may help a team gather information and prepare quotes. A person should check pricing, terms and customer details before a quote is sent.
Gather the details
A form or assistant can ask for the service, quantities and timing. AI may help summarise an enquiry or flag missing information.
Prepare and review
A connected system may use approved pricing and templates to draft a quote. Check that the pricing is current, the scope is correct and any exceptions are considered.
Follow up and measure
A reminder can prompt a colleague to follow up. Compare turnaround time, corrections and customer experience with the current process, and check who can approve or send the quote.
Follow one enquiry through
Start with a recent enquiry and list the information needed to quote: the requested service, quantities, dates and any agreed exceptions. A draft can identify gaps and bring the details together, while an authorised colleague checks the price and terms against the current source.
Test an ordinary request, a missing detail and a case outside the standard offer. Make sure the team can correct the draft and see why it was held. Compare the time to a usable, approved quote, including corrections, with the current process.
Keep changes clear
If a customer changes the quantity after a draft is prepared, check which price list and assumptions were used before updating it. Keep the earlier version available to the team, identify what changed and obtain the usual approval before sending the revised quote. An assistant should flag an unavailable price or unclear scope instead of supplying one.
Read using AI to draft useful proposals for a related review workflow.
