Spec In,Priced Quote Out
Requirements read out of the enquiry, priced by your own rules engine, and returned as a branded quote with version history and an approval trail — in minutes rather than days.
Counted, not claimed
5
Cost components per line
3
CRM integrations
2
e-signature providers
The rules engine prices, never the model
CHALLENGE & APPROACH
The problem, and how we solve it
An enquiry arrives as an email with a PDF spec attached. Someone senior reads it, works out what is being asked for, digs out what you charged a similar customer last year, builds the cost up in a spreadsheet, and formats a quote. It takes days, it only works when that person is available, and the margin discipline lives in their head rather than in a system.
- Quotes taking days because only two people can actually build one
- Pricing logic living in a spreadsheet and in one person's memory
- Margin quietly given away on quotes nobody reviewed before sending
- No record of which quotes were won or lost, so pricing never improves
The enquiry is read — email, form, WhatsApp or an uploaded PDF spec — and the requirements are extracted into structured lines. Those lines are then priced by your rules engine: your catalogue, your tiers, your volume breaks, your customer-specific terms, with materials, labour, margin, freight and contingency built up per line. Margin guards and approval thresholds apply before it can be sent. The language model reads the enquiry; it never decides a price.
- Your pricing rules do the pricing — the model only reads the enquiry
- Cost built up per line: materials, labour, margin, freight, contingency
- Minimum-margin guard and approval routing before anything is sent
- Every quote versioned, with full revision history
- Win/loss captured so pricing decisions get evidence behind them
- Manufacturers quoting made-to-order or configured products
- Engineering and fabrication firms building costs up from components
- Distributors handling volume-break and customer-specific pricing
- Sales teams where quoting is bottlenecked on one or two people
- Businesses whose margin discipline currently depends on who builds the quote
KEY FEATURES
What Quotation & Proposal Automation does
Enquiry intake
- Email, web form, WhatsApp, or an uploaded PDF specification
- Attachments read, not just the message body
- Everything lands in one queue regardless of how it arrived
Requirement extraction
- Unstructured enquiries turned into structured requirement lines
- Quantities, specifications and options identified
- Anything unclear is flagged for a person, not assumed
Cost build-up engine
- Materials, labour, margin, freight and contingency per line
- Tiered, customer-specific and volume-break pricing
- Multi-currency where you sell across borders
Margin guards & approvals
- Minimum-margin guard blocks a quote that breaches it
- Approval routing from sales to manager above your threshold
- The rule is enforced by the system, not by memory
Template engine
- Branded quote PDF with configurable sections
- Terms and conditions library, selected per quote
- Consistent output regardless of who built it
Versions & revisions
- Every revision kept with a full history
- See exactly what changed between version two and version three
- No more competing PDFs with the same filename
Send & track
- Sent directly, with e-signature where you need it
- Opened, viewed and downloaded tracked
- Follow up on evidence rather than guesswork
Win/loss analytics
- Outcome captured against every quote
- Win rate by customer, product and discount level
- Quote converted to an order and pushed to the ERP
- Similar-past-quote retrieval to pre-fill a new quote from history
- CAD and BOM file parsing — a bill of materials into costed lines
- Pricing suggestions drawn from win/loss history
HOW IT WORKS
How it works
Enquiry arrives
By email, web form, WhatsApp or as an uploaded PDF specification. Attachments are read along with the message.
Requirements extracted
The enquiry is turned into structured requirement lines — what is being asked for, how many, to what specification. Anything ambiguous is flagged rather than assumed.
Priced by your rules
The rules engine applies your catalogue, tiers, volume breaks and customer terms, building cost up per line across materials, labour, margin, freight and contingency.
Guarded and approved
The minimum-margin guard runs, and anything above your approval threshold routes to a manager before it can go out.
Sent, tracked, converted
A branded PDF goes out with e-signature where required, opens and downloads are tracked, and an accepted quote converts to an order in your ERP.
INTEGRATIONS
Connects to what you already run
CRM
- HubSpot
- Pipedrive
- Zoho
e-Signature
- DocuSign
- PandaDoc
Accounting & ERP
- SQL Accounting
- AutoCount
- Xero
- QNE
- MS Dynamics BC
For catalogue, customer terms and quote-to-order conversion.
Running something that isn't listed? Tell us what it is — anything with an API or a read-only database view can usually be connected.
TRUST & CONTROLS
Built for the audit, not just the demo
The rules engine prices, never the model
The language model reads the enquiry and extracts requirements. Pricing is calculated by a deterministic rules engine from your catalogue and terms. A model must never invent a number a customer will hold you to.
Your rules stay yours, and editable
Pricing logic is expressed in a rules engine your own people can read and change — not buried in code only we can touch.
Pricing logic is commercially sensitive
Your pricing is among the most sensitive data you hold. It stays in your tenant, in your region, and discovery to capture it properly is scoped as its own phase rather than rushed.
Data residency
Malaysia, Australia or Singapore — set per tenant. No cross-region data movement, ever.
Audit log
Every read and write of your data is logged, exportable, and retained to your policy.
Human approval gate
Nothing writes to your system of record without someone approving it. That is a product rule, not a setting.
PII handling
No personal data in logs. Prompts are redacted before they are stored, and credentials are isolated per tenant.
WHERE IT FITS
Who runs this, and why
Made-to-order manufacturing
Configured products where every quote is a fresh cost build-up across materials, labour and freight rather than a catalogue lookup.
HOW WE DELIVER
What happens after you get in touch
- 01
Discovery
A paid diagnostic that maps your systems, takes a real data sample, and captures the baseline metric. Without a baseline measured before go-live, no one can prove what changed afterwards.
- 02
Configure
Connectors, field mappings, validation rules and templates set up against your systems — configured for how you actually work, not rebuilt from scratch.
- 03
UAT & parallel run
The system runs alongside your existing process for two to four weeks. You see the delta on your own data before anything is switched over.
- 04
Handover
Training, a runbook and documentation — plus the admin UI, so your team can change mappings and rules without coming back to us.
We'll come back to you within 48 hours.
Start Your Project
Let's work together,
get started.
Tell us about your project. We'll respond with a tailored proposal within 48 hours — no templates, no salesperson.
- No commitment required
- Response within 48 hours
- Signed NDA on request
Ready to take your business to the next level? Send us a message and see how we can help.