From enquiry to a checked proposal.
Capture enquiries, match customer data and prepare a draft. Send only after the agreed approval.
Example architecture, not a client project.
What is done manually today.
An enquiry sits in the inbox. Someone reads it, finds the contact in the CRM and copies details into a proposal template. Questions and approvals happen separately by email. The current status is not always easy to see.
This example covers the path from a new enquiry to an approved proposal. Negotiations, special terms and overall sales management are outside the automated part.
One case.
One clear path.
Each qualifying enquiry becomes a case. Existing data is matched, missing details are flagged and a draft is prepared. The responsible person checks the specific version. Only then is the agreed sending action triggered.
Approved quote + traceable history
A new message reaches the designated inbox or enquiry form. Rules distinguish new enquiries from other messages and replies to existing cases.
- Sender, message and permitted attachments.
- Existing customer and case identifiers.
- Authoritative prices, product details and proposal templates.
- Responsibility and authorised sending channel.
Every step has a purpose.
- 05 / PROCESS STEPAI
Create a draft
- Input data
- Structured customer data, product information and enquiry free text
- Action
- Creates a quote draft based on approved information.
- Checks
- The model determines neither prices nor required fields. Calculations come from binding rules.
- If something fails
- Missing data or conflicting line items trigger manual review.
Create a draft
- Input data
- Structured customer data, product information and enquiry free text
- Action
- Creates a quote draft based on approved information.
- Checks
- The model determines neither prices nor required fields. Calculations come from binding rules.
- If something fails
- Missing data or conflicting line items trigger manual review.
Example architecture, not a client project. The implementation depends on your process and available system access.
What happens at each step.
01Enquiry
RAW
- Input data
- New message in the defined business inbox
- Action
- Captures the enquiry and assigns a unique case ID.
- Checks
- Checks the sender, permitted intake and previously processed messages.
- If something fails
- Duplicate messages do not create a second case.
02Validate data
RULE
- Input data
- Sender, subject, text and permitted attachments
- Action
- Checks required fields, formats and completeness.
- Checks
- A clear schema distinguishes valid from incomplete input.
- If something fails
- Missing details are flagged as open questions and assigned to a person.
03CRM status
RULE
- Input data
- Validated contact details and case ID
- Action
- Looks up the contact and related case in the CRM.
- Checks
- Only unambiguous matches are assigned automatically.
- If something fails
- Multiple matches or an unavailable CRM trigger a controlled exception path.
04Enrich information
AI
- Input data
- Enquiry free text and permitted reference information
- Action
- Interprets the request and converts relevant information into structured fields.
- Checks
- Free text needs interpretation. The result is then validated deterministically.
- If something fails
- Unclear requirements or unsupported details go for manual review.
05Create a draft
AI
- Input data
- Structured customer data, product information and enquiry free text
- Action
- Creates a quote draft based on approved information.
- Checks
- The model determines neither prices nor required fields. Calculations come from binding rules.
- If something fails
- Missing data or conflicting line items trigger manual review.
06Human approval
HUMAN
- Input data
- Validated draft and flagged open issues
- Action
- The responsible person reviews the content, terms and recipient.
- Checks
- Approval applies only to the version of the draft actually reviewed.
- If something fails
- Changes after approval require another review. Rejection stops delivery.
07Delivery
RULE
- Input data
- Approved version, recipient and delivery ID
- Action
- Sends the approved quote through the agreed channel.
- Checks
- Approval status and recipient are checked immediately before sending.
- If something fails
- An unclear delivery acknowledgement is reconciled first; no blind resend.
08Log
RULE
- Input data
- Case ID, version and confirmed delivery status
- Action
- Records the history and updates the CRM status.
- Checks
- The recorded status reflects the target system’s confirmed result.
- If something fails
- A missing log is completed later; the quote is not sent again for this purpose.
Describeyour project.
A workflow, a website or an internal application: I assess the possibilities.
Project enquiry