Quotes and offers
The offer is already drafted.
You decide the price.
The request arrives at nine in the morning. The offer goes out when someone finds the price list.
Example · in progress
This is one of the processes we're starting from. Here you can see how we're building it: it isn't a delivered project.
Price list, discounts, past orders: it's all in your systems. But to answer a request someone has to retrieve it piece by piece and copy it into the offer template. We're building an agent that gathers and fills in. The salesperson still decides.
Rather talk it through now? Let's talk about your process
01 · How it works today
The quote that waits.
The request comes from the website form or by email, often incomplete. The salesperson is out; the office looks for the right price list, last year's discount, that customer's last order. The template is opened, copied, pasted. Meanwhile the customer waits and sometimes asks someone else. Then the offer goes out, and the follow-up is left to chance.
02 · What the agent would do
Quotes prepared. Price excluded.
Example · in progress
- 01 · Mail or formUnderstands what the customer asksAnd what's missing to answer.
- 02 · SystemsRetrieves price list and historyPrices, discounts already applied, that customer's orders.
- 03 · DocumentsFills in the offerOn the company template.
- 04 · The salespersonA manager decides price and termsEdits what's needed, then approves.
- 05 · Mail and systemsThe approved offer goes outIt stays on record, with the follow-up date.
- 06 · ReminderReminds about the follow-upOn the date set in the offer, it alerts the salesperson.
Example · in progress
What starts it
A request arrives
From the website form or by email.
01 · Mail or form
Understands what the customer asks
And what's missing to answer.
02 · Systems
Retrieves price list and history
Prices, discounts already applied, that customer's orders.
03 · Documents
Fills in the offer
On the company template.
04 · The salesperson
A manager decides price and terms
Edits what's needed, then approves.
05 · Mail and systems
The approved offer goes out
It stays on record, with the follow-up date.
06 · Reminder
Reminds about the follow-up
On the date set in the offer, it alerts the salesperson.
What stays with you
Price, discount, terms, the choice to answer or not. The agent doesn't negotiate, doesn't send offers without approval, doesn't call anyone back. The customer talks to the salesperson, always.
The method
Criteria we agree on together before we start.
- Hours from request to first offer
- Offers sent per week
- Requests left unanswered
What we need
Access to price lists, discounts and customer history. We look at how the data gets out on the call.
Your offer template: the one you actually use.
Where requests come from: the mailbox, the website form or both.
The salesperson's rules. Who has fixed discounts, which requests aren't quoted, after how many days to follow up.
The salesperson, who approves the drafts during the test as they would a colleague's.
Questions about this process
Does the agent set prices?
No. It retrieves the price list and discounts already applied and puts them in the draft, in front of the salesperson. Price and terms are theirs to decide; the offer goes out only after their approval.
What if the request is incomplete?
The draft flags it at the top: what's missing to answer. Whether and how to ask the customer is the salesperson's call.
Does it use our offer template?
Yes, it fills in the one you normally use. We don't ask you to change it, or to change systems.
My salesperson doesn't want a program that chases them.
Fair enough. The reminder only arrives on the date they approved themselves, and the agent neither calls nor writes to the customer. If it isn't needed, it isn't done.
Work out what your quotes cost.
In the flow test, quote requests are already selected. Enter how many and how long they take: you see the hours they cost you today.
Rather talk it through now? Let's talk about your process