Mid-Size HVAC Supplier Automated Quote Prep

Automated quote preparation and product lookup to cut estimator prep time and improve win-rate on high-volume bids.

Published Jun 11, 2025

Abstract dashboard illustrating automated quoting workflows

Quote prep time

-42%

Quote cycle speed

2.1x

Missed line-item errors

-31%

Problem

Estimators were spending too much time gathering specs, checking inventory, and stitching quote documents from disconnected systems.

Approach

Mapped the quoting workflow, integrated ERP inventory data, and built an AI-assisted quote preparation workflow with guardrails and human approval checkpoints.

Deliverables

- AI capability audit and workflow map
- Quote assistant integrated with ERP
- Prompt library and usage playbook
- Team training for estimators and sales ops

Tools used

- OpenAI
- Supabase
- Zapier
- NetSuite API

Results

The team reduced quote prep bottlenecks and shipped consistent proposal packs in hours instead of days.

"We didn't need to hire another estimator. We fixed the workflow and unlocked more output from the team we already had."

automation

quoting

erp integration