Starting point
Sales & quoting
Turn customer inquiries into finished quotes automatically
Every customer inquiry from the shared mailbox and the web form is extracted, priced against the item master and the agreed terms, and sent as a complete quote. Only unmatched lines or discounts outside the rules reach inside sales; everything else leaves the company the same day.
Process architecture
From the inquiry to an approved quote.
The chain connects the intake channel with the item master, the agreed terms and the company quote template, whether the workplace is Microsoft 365, Google Workspace or an ERP on the company's own servers. Decisions follow the rules already on file; unmatched lines and discounts outside the limit are prepared for inside sales and return to the same flow once approved.
01Input
Inquiry and context
The inquiry is taken from the mailbox or form and enriched with the customer, the price group, delivery terms and earlier quotes.
2 Steps
02Process
Pricing and approval
Line items are extracted and priced. Unclear matches and discounts outside the limit are presented to inside sales.
8 Steps
03Output
Delivery and record
The quote reaches the requester, sales receives the status, and the calculation plus any approval stay attached to the case.
4 Steps
Source01Take in the inquiry
Microsoft Graph / Gmail API picks up messages and attachments from the shared mailbox as they arrive. Form submissions join the same case.Details
Take in the inquiry
Microsoft Graph / Gmail API picks up messages and attachments from the shared mailbox as they arrive. Form submissions join the same case.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load customer and terms
Data02Load customer and terms
ERP REST / OData / Google Sheets API attaches the customer, delivery terms, open quotes and the agreed price group to the case.Details
Load customer and terms
ERP REST / OData / Google Sheets API attaches the customer, delivery terms, open quotes and the agreed price group to the case.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Extract line items
Action03Extract line items
Azure AI Document Intelligence / Google Document AI reads lists and photos. Azure OpenAI Service / Vertex AI / Ollama turns the remaining text into lines.Details
Extract line items
Azure AI Document Intelligence / Google Document AI reads lists and photos. Azure OpenAI Service / Vertex AI / Ollama turns the remaining text into lines.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check the match
Decision04Check the match
Every line needs a hit in the item master or the price list. If the match is missing or quantity and unit conflict, the inquiry is treated as incomplete.Details
Check the match
Every line needs a hit in the item master or the price list. If the match is missing or quantity and unit conflict, the inquiry is treated as incomplete.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Price against the listLines matched
- Resolve unclear linesReview needed
Approval05Resolve unclear lines
Inside sales receives the open lines with suggestions in Microsoft Teams / Google Chat / n8n and decides the match, a substitute item or a follow-up question.Details
Resolve unclear lines
Inside sales receives the open lines with suggestions in Microsoft Teams / Google Chat / n8n and decides the match, a substitute item or a follow-up question.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Price against the listAfter review
Action06Price against the list
ERP REST / OData / Google Sheets API supplies list price, customer terms, lead time and stock. That becomes the calculated line.Details
Price against the list
ERP REST / OData / Google Sheets API supplies list price, customer terms, lead time and stock. That becomes the calculated line.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check the discount limit
Decision07Check the discount limit
The overall discount is checked against the price group and the agreed approval limit. Within the limit the case continues without a stop.Details
Check the discount limit
The overall discount is checked against the price group and the agreed approval limit. Within the limit the case continues without a stop.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Build the quote documentWithin the limit
- Approve the deviationApproval needed
Approval08Approve the deviation
If the price leaves the rules, sales decides from the calculation, stock and history in Microsoft Teams / Google Chat / n8n.Details
Approve the deviation
If the price leaves the rules, sales decides from the calculation, stock and history in Microsoft Teams / Google Chat / n8n.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Build the quote documentAfter approval
Action09Build the quote document
SharePoint / Google Drive / DMS-API fills the template with lines, validity and mandatory fields. Azure OpenAI Service / Vertex AI / Ollama writes only the covering note.Details
Build the quote document
SharePoint / Google Drive / DMS-API fills the template with lines, validity and mandatory fields. Azure OpenAI Service / Vertex AI / Ollama writes only the covering note.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Create the quote in ERP
System10Create the quote in ERP
ERP REST / OData / Google Sheets API creates the quote with its number, lines and validity period and keeps the status up to date.Details
Create the quote in ERP
ERP REST / OData / Google Sheets API creates the quote with its number, lines and validity period and keeps the status up to date.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Send the quote
- Inform the sales desk
Result11Send the quote
Microsoft Graph / Gmail API sends the PDF as a reply in the same conversation, with the quote number in the subject line.Details
Send the quote
Microsoft Graph / Gmail API sends the PDF as a reply in the same conversation, with the quote number in the subject line.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- File the record
Result12Inform the sales desk
The responsible person receives amount, validity, open points and the planned follow-up date in Microsoft Teams / Google Chat.Details
Inform the sales desk
The responsible person receives amount, validity, open points and the planned follow-up date in Microsoft Teams / Google Chat.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- File the record
Result13File the record
Inquiry, calculation, approval and PDF are stored in the customer folder or archive through SharePoint / Google Drive / DMS-API.Details
File the record
Inquiry, calculation, approval and PDF are stored in the customer folder or archive through SharePoint / Google Drive / DMS-API.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Set the follow-up
Result14Set the follow-up
When the validity period expires, a follow-up appears for the sales desk so open quotes do not live only in someone's personal inbox.Details
Set the follow-up
When the validity period expires, a follow-up appears for the sales desk so open quotes do not live only in someone's personal inbox.
Interfaces
- Power BI API
- Teams Webhook
System landscape
Microsoft, Google or your own system.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
Microsoft Graph / Gmail API
Reads the shared mailbox and the attachments of the inquiry and sends the finished quote in the same conversation, in Outlook or in Gmail.
- Interfaces in use
Azure AI Document Intelligence / Google Document AI
Extracts lines, quantities and units from lists, drawings and photographed material notes, regardless of the chosen cloud.
- Interfaces in use
Azure OpenAI Service / Vertex AI / Ollama
Turns the free text into line items and drafts the covering note. In Microsoft and Google environments this runs in a European region, otherwise on the company's own servers.
- Interfaces in use
ERP REST / OData / Google Sheets API
Supplies the item master, price group and stock and creates the quote with its number and validity, in the ERP or in the maintained spreadsheet.
- Interfaces in use
Microsoft Teams / Google Chat / n8n
Presents unmatched lines and discounts outside the limit to inside sales for a decision.
- Interfaces in use
SharePoint / Google Drive / DMS-API
Fills the quote template and stores inquiry, calculation, approval and PDF in the customer folder or the archive.
- Possible apps & platforms
Microsoft Outlook / Gmail
Shared mailbox as the intake channel, unchanged for the people sending inquiries.
- Possible apps & platforms
Microsoft Teams / Google Chat
Working surface for unmatched lines, discount approvals and the status of open quotes.
- Possible apps & platforms
Microsoft SharePoint / Google Drive / ELO
Home of the quote template and of the filed cases, linked to the customer.
- Possible apps & platforms
Business Central / Google Sheets / SAP S/4HANA
System of record for items, terms, stock and the quote number, or the spreadsheet sales already maintains.
- Possible apps & platforms
Microsoft Power Automate / n8n
Visible flow between mailbox, approval and dispatch that sales can follow.
- Possible apps & platforms
Microsoft Power BI / Looker Studio
Overview of open quotes, amounts and follow-ups.
Implementation in context
Robust in everyday use.
The process replaces no system, it connects the existing ones. In a Microsoft 365 workplace Outlook, SharePoint and Business Central stay; in Google Workspace Gmail, Sheets and Drive stay; on the company's own servers the ERP and the archive stay. What is new is the path in between.
Only what is unambiguously decidable is decided automatically: whether every line matches an item, whether quantity and unit fit, and whether the discount stays inside the agreed limit. Substitute items, follow-up questions and prices outside the limit are always decided by a person in sales.
Personal data stays in the environment the company already uses. The language model receives the text of the inquiry, not the customer base; pricing itself runs against the ERP or the price list. If nothing may leave the site, the model runs locally. Every approval is recorded with person and time.
If an interface is unavailable, the inquiry stays in the queue and is picked up later instead of being lost. Every write carries a unique identifier so a quote is never sent twice. Sales maintains the discount limits itself in its system of record.
Target picture
Every inquiry leads to a complete quote with a number, line items and a validity period on the same day. Inside sales only decides where the match is missing or the price leaves the agreed rules, and each of those decisions stays on the case with its basis.
Expected benefits
- Inquiries receive a complete quote on the day they arrive instead of the following week.
- Inside sales works on unmatched lines and discounts, not on retyping lists.
- Prices, lead times and terms come from Business Central, not from anyone's memory.
- Every deviation from the standard price is traceable with its basis, approver and time.
- Open quotes, amounts and follow-ups can be evaluated without anyone keeping a shadow list.
- The requester receives the answer in the same conversation in which the inquiry arrived.
Prerequisites to start
- 01Access to the shared mailbox in Microsoft 365 or Google Workspace, or a webhook from the customer portal, plus an administrator's consent.
- 02A documented interface of the system of record: Business Central, SAP OData, another ERP or a maintained price list in Google Sheets, with read rights on items and write rights on quotes.
- 03A quote template in SharePoint, Google Docs or document management that contains the company's mandatory fields.
- 04A maintained item and price base with unique numbers and the agreed customer price groups.
- 05A written decision on the deviation from list price up to which a quote may go out without approval.
- 06One named person per sales territory for unmatched lines and for discounts outside the limit.
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Your next step
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