What stays
- Your ERP system and master data
- Professional responsibility within sales
- Individual quotes where they are needed
Home / Services / Quote automation
Use case · Quoting process
Quote automation – without changing systems.
Quotes are created manually with Excel and copy-paste from old projects – with high effort and a risk of errors in bills of materials and prices. We structure the quoting logic based on your existing ERP data and partially automate quote creation, with defined text modules and traceable pricing logic.
Starting point
Signs that action is needed.
In a competitive environment, slow quote response times mean missed business opportunities.
- Quotes are created entirely by hand
- Excel-based calculations and copy-paste from old projects
- Individual adjustments without a clear structure
- High error rate in bills of materials and prices
- Sales is heavily tied up with administrative tasks
Approach
How we automate quote creation.
Pragmatic and modular: clarify the logic first, then automate.
- 1
Map the quoting process
We analyze how quotes are created today: calculation, variants, approvals and handovers between sales and engineering.
- 2
Structure the quoting logic
Existing ERP data is turned into a clear quoting logic: standardized variants and prices, recurring quote structures, a consistent data basis.
- 3
Automate quote creation
Quotes are generated automatically, including calculation, with defined text modules and consistent, traceable pricing logic.
- 4
Centralize data
A uniform price structure, clear variant logic, no media breaks – all relevant information in one place.
- 5
Add options
For example, AI-assisted preparation of emails for sending quotes. Approval and sending remain with sales.
No system change
Same systems. Clearer quoting logic.
What can change
- Shorter quote turnaround
- Fewer errors in bills of materials and prices
- Relief for the sales team
Possible effects, depending on the starting point and implementation – no promised results.
Example scenario · Mechanical Engineering
Rethinking the Quotation Process in Mechanical Engineering
Scenario: a supplier structures its quotation process instead of changing systems.
Starting Situation
A mid-sized mechanical engineering supplier with around 85 employees faced a typical but critical problem in sales. Quotations were created entirely manually.
- Excel-based calculations
- Copy-pasting from previous projects
- Individual adjustments without a clear structure
- Quotation time: 2 to 5 days
- High error rate in bills of materials and pricing
Objective
The focus was not on introducing a new system, but on improving an existing process: reducing quotation time, minimizing errors, and creating a scalable structure.
Methodology
1. Structuring the Quotation Logic
Existing ERP data was used systematically: standardization of variants and pricing, definition of recurring quotation structures, building a consistent data foundation.
2. Automating Quotation Creation
Automatic generation of quotations including calculation, defined text modules, consistent pricing logic. Optionally supplemented by AI-assisted email preparation for sending quotations.
3. Centralizing Data
Uniform pricing structure, clear variant logic, elimination of media breaks.
Possible Effects
In a scenario like this, possible effects include shorter quotation times, fewer errors in bills of materials and pricing, and a sales team with more time for customers.
Illustrative scenario, not a client project. Industry, company size and workflows are used to illustrate typical starting points.
FAQ
Questions about quote creation.
Do we need to introduce new systems?
No. We do not replace existing systems – we help you use them better and make workflows clearer. ERP, CRM, Excel and email are connected through clear data flows.
Does this also work with many variants?
That is exactly where structure pays off: variants and prices are standardized and recurring quote structures are defined. What can sensibly be standardized is something we assess in the analysis.
Who stays in control?
Your employees. Repetitive, structured tasks are automated; review and decisions remain with people.
Which tools do you use for automation?
Depending on the requirements, workflow tools such as n8n, no-code automation and RPA (robotic process automation) – and only where this creates measurable value.
How do we get started?
With an initial call: in 20–30 minutes we assess whether one of your core processes needs action. You then receive a concrete next step – without obligation. Consulting takes place remotely and, by arrangement, on site in Baden-Württemberg.
Read more
Related use cases.
Next step
How are quotes created at your company today?
Briefly describe your situation. We review it and reply with a structured next step.