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Quoting solution

Quote automation for faster, reviewable first drafts.

OpSmith connects request intake, product or service rules, approved pricing inputs and human review so a quote can move forward without repeating hours of preparation for every prospect.

Discuss quote automation ↗Business process automation audit
Where the work gets stuck

Reduce quote preparation without automating the promise.

A quote is more than a document. It is a chain of requirements, product choices, pricing rules, missing information, approvals and customer follow-up.

Request and attachment intakeCapture customer details, selections, files and context from the channels where requests already arrive.
Requirement preparationOrganize scope, constraints and unanswered questions so the estimator or salesperson starts with a usable brief.
Draft quote or proposalPrepare repeatable sections and calculations from approved inputs while keeping judgment-based commitments with a person.
Approval and customer follow-upRoute the draft to the correct reviewer, preserve the decision and trigger the appropriate customer next step after approval.
How the improved process works

Prepare the decision, then keep the human promise in human hands.

Quote automation is strongest when it removes repeated preparation while preserving pricing authority, exceptions and final approval.

01

Capture the complete request

Bring form answers, customer selections, files and existing account context into one traceable request.

02

Prepare a reviewable draft

Apply approved rules, identify missing information and assemble the first draft with its source and assumptions visible.

03

Approve and follow through

A responsible person confirms the promise before the quote is issued and the follow-up sequence or CRM task begins.

Quoting workflows in practice

Separate repeatable preparation from commercial judgment.

Quote automation works best when scope inputs, pricing sources, assumptions and approval authority are explicit enough that a reviewer can understand exactly how the draft was prepared.

Configured product quote

Inputs
Customer selections, quantities, delivery context, approved product data and current pricing.
Output
A draft quote with configuration, assumptions and source pricing visible.
Approval point
Sales or estimating confirms discounts, unusual configurations, freight and final customer commitment.

Service proposal

Inputs
Discovery notes, requested outcomes, scope template, rates and delivery constraints.
Output
A first-draft proposal with open questions, inclusions, exclusions and review notes.
Approval point
The responsible operator confirms scope, effort, timing and commercial terms.

Change or add-on request

Inputs
Existing approved scope, requested change, supporting files and authorization rules.
Output
A review package showing the requested difference, cost effect and next decision.
Approval point
The authorized project and customer contacts approve the scope or financial change.
Before and after

Make the operating change visible before implementation.

The goal is not “more AI.” It is a shorter, clearer path from a real input to an accountable result.

BEFORE · MANUAL
  1. Collect selections and attachments from several messages.
  2. Re-key product, customer and pricing information.
  3. Draft the document and search for missing assumptions.
  4. Remember to follow up after internal review.
AFTER · CONTROLLED WORKFLOW
  1. Create one traceable request from customer selections and account context.
  2. Apply approved pricing inputs and expose missing or nonstandard requirements.
  3. Prepare a source-linked draft for the authorized reviewer.
  4. Issue the approved quote and start the correct CRM or follow-up action.
Existing systems

Connect the tools already carrying the work.

  • Customer intakeForms, configurators, visualizers, email and file uploads that capture requirements.
  • Pricing and product sourcesApproved price lists, ERP records, estimating tools or governed spreadsheets.
  • CRM and account contextCustomer, opportunity and prior-quote records needed to prepare the right commercial path.
  • Document and approval toolsTemplates, document generation, e-signature and internal approval systems.
Exceptions

Design the recovery path before launch.

  • Missing or contradictory scopeHold the draft or ask a targeted clarification instead of filling the gap with an assumption.
  • Nonstandard discount or termRoute to the person with commercial authority and record the approved exception.
  • Outdated pricing sourceStop generation when freshness or version checks fail and identify the source that needs correction.
Measurement

Know whether the workflow improved.

  • Time to first reviewable draftMeasure from complete request to the moment an authorized reviewer can act.
  • Missing-information delayTrack time lost to incomplete requirements separately from drafting time.
  • Revision cyclesCount avoidable internal corrections before a quote is ready for the customer.
  • Preparation hours per quoteCompare repeated administrative effort before and after the workflow.
Relevant case study

A visualizer, quote engine and follow-up flow built as one journey.

A building-material supplier previously spent three to four hours preparing each prospect sequence. OpSmith connected customer selections to an instant quote and follow-up path while keeping the final sales conversation human.

Custom visualizer and quote automation case study
A good fit looks like this

Your team repeatedly assembles similar quotes, spends too long gathering inputs or delays response because the required information lives across several channels.

OpSmith starts with a focused process and a measurable baseline. If the workflow is not a responsible fit for automation, we will say so before implementation.

Inputthe real request, record, document or update
Decisionrules, AI assistance and human review
Handoffthe right person, system or customer
Questions worth resolving

Know what should be automated—and what should not.

Can AI set our final price?

Only if the business has explicit, approved rules suitable for automation. Judgment-based pricing and unusual commitments should remain with the authorized person.

Can a quote use information from a customer visualizer or configurator?

Yes, when those selections can be passed into the quoting workflow reliably. The source data, pricing logic and approval path need to be designed together.

What happens when information is missing?

The workflow can request the missing detail, hold the draft or route the request to a person. It should not invent a requirement to keep the process moving.

Related workflows

Connect this process to the rest of the operation.

Practical field guides

Plan the workflow before you automate it.

Use OpSmith’s workflow automation resources and guides to document the work, control exceptions and measure the operating change.

See whether this workflow is worth improving.

Tell us how the process works today, where it slows down and what a better handoff would change. We will use that context in the first conversation.

Discuss quote automation ↗