USE CASE
Automating Quotes and Commercial Proposals
Sales gathers pricing and terms from several sources, assembles documents, and asks for review before sending a proposal.
In brief. This use case consists of assessing how to: gather current data, apply commercial rules, draft a proposal, request approval, and update the CRM.
How it works today
Sales gathers pricing and terms from several sources, assembles documents, and asks for review before sending a proposal.
Where time is lost
The rep copies terms from different documents and discovers outdated pricing during approval.
What can be automated
Gather current data, apply commercial rules, draft a proposal, request approval, and update the CRM.
How a workflow could work
A practical flow takes inputs from the relevant sources, checks them against agreed rules, performs routine actions, and sends uncertain cases to a person.
What still needs a person
The seller defines scope, exceptions, and final pricing; an owner approves when required.
Systems that may be involved
CRM, price list, templates, approvals, and documents.
When it is worth assessing
When proposals repeat a structure and rules but still require commercial review before sending.
What not to assume
Proposals requiring sign-off should not be sent automatically.
How Smartservices approaches it
We map the existing process, verify data and system access, define controls and a human review point, then scope an integration or automation around the actual workflow.
Questions to ask before starting
Can this work with our current systems?
It depends on available APIs, exports, permissions, and data quality. We check those constraints before choosing an integration.
Will people still review exceptions?
The seller defines scope, exceptions, and final pricing; an owner approves when required.
What is needed for an initial assessment?
A sample of the current inputs, the steps people perform, the systems involved, and the most common exceptions.