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AI Proposal and Quotation Agent Development
Quotes built from your price list
An agent that turns a qualified request into a proposal.
An agent that turns a qualified request into a proposal. It drafts the scope and the quotation from your approved products, rates and terms, calculates the totals exactly, and routes anything outside your standard to the person who can approve it.
A quotation is assembled from a price list, a template and memory. The price list has three versions. The template still has the last customer's name in one paragraph. A discount is added to win the deal and nobody records who allowed it. The proposal goes out two days later than it should, and the delivery terms in it are the ones the operations team stopped offering in spring.
This page describes a workflow we propose to build as a custom project. It does not exist as software yet. It would reuse the checks from our tender response demonstration, where a claim the evidence does not support blocks the export, and the exact arithmetic from our invoice demonstration. Reading price lists, building quotes and approval routing are not built.
One Case, Start to Finish
An example of one case, in 6 steps. The same steps play in the picture at the top of this page.
Request qualified
A customer asks for a quote for forty licences and onboarding for two sites.
Inputs checked
The number of users per site is missing. The requester is asked once.
Scope drafted
The scope uses your standard descriptions, with one non-standard item marked.
Priced
The current price list and tier rule are applied. Totals and tax are calculated exactly.
Exception routed
The requested discount is above the rep's limit and goes to the sales manager.
Issued
The approved proposal is generated from your template, stored on the deal and sent by the rep.
What Goes Wrong Without It
Three price lists
The quote uses rates that were replaced last quarter.
Leftovers from the last proposal
Another customer's name, or their terms, survive in the text.
Arithmetic by hand
Line totals, tax and discounts are typed, and one is wrong.
Discounts nobody approved
A reduction appears with no record of who agreed to it.
Scope that drifts
The proposal promises more than the delivery team planned for.
Slow turnaround
A simple quote waits two days for someone to assemble it.
What We Need to Scope This
- The process as it runs today, in a few lines.
- The systems it touches, for example CRM, price list, service catalogue, terms.
- Rough monthly volume, and who approves what.
Six jobs it carries through
01Request intake
Establishes what is being quoted.
- Reads the qualified request
- Lists what is missing to quote
- Asks the requester once
- Refuses to guess quantities
02Scope drafting
Drafts the scope from approved building blocks.
- Your service and product descriptions
- Standard deliverables and exclusions
- Assumptions stated explicitly
- Non-standard items marked
03Pricing
Prices from your current price list.
- The valid price list for the date
- Quantity and tier rules
- Exact totals and tax
- The rule behind every line
04Terms
Applies your approved terms.
- Payment and delivery terms as written
- Validity period
- Your standard conditions attached
- Deviations flagged
05Approval routing
Routes what needs a decision.
- Discounts beyond your limits
- Non-standard scope or terms
- High-value quotes
- The approver recorded with the reason
06Document and record
Produces the proposal and keeps the trail.
- Your template, checked for leftovers
- A version for each change
- The quote stored on the deal
- Sent by a person
Prices, Terms and Promises Come From What You Approved
The agent composes a proposal. It does not decide what you sell or for how much. Every price traces to a line of your current price list, every term to your terms library, and every description to your service catalogue.
Anything outside those, such as a discount, a custom deliverable or a different payment term, is marked and routed to the person allowed to approve it, with the reason recorded.
- Prices from the valid price list
- Exact arithmetic
- Terms quoted as approved
- Exceptions routed and recorded
- Template checked for leftovers
- Sent by a person
What It Reads and Writes
The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.
CRM
- Deals, contacts and the qualified request
Price list
- Products, rates, tiers and validity dates
Service catalogue
- Approved scope descriptions and exclusions
Terms
- Payment, delivery and standard conditions
Approvals
- Discount limits and who may exceed them
Documents
- Your proposal template and e-signature tool
What Buyers Ask First
No. You set the limits and who may exceed them. Inside the limit, the rep's choice is applied and recorded. Beyond it, the quote waits for the named approver. The agent has no authority over price.
A tender response answers the buyer's requirements clause by clause and has to prove each answer. A proposal starts from your own offer: scope, price and terms. This agent is built around your price list and approval limits.
A current price list with validity dates, written descriptions of what you sell, your standard terms and your approval limits. Where these exist only in people's heads, writing them down is the first part of the project and is useful by itself.
Not as software yet. This page describes a proposed workflow. It would reuse the checks from our tender response demonstration, where a claim the evidence does not support blocks the export, and the exact arithmetic from our invoice demonstration. Reading price lists, building quotes and approval routing are not built. A project starts by mapping your process, then proving the first steps on test data before anything touches a live system.
Bring Your Price List and Three Recent Quotes
We will rebuild the three from the price list and show where the sent versions differ, and who approved the differences.