QuoteFlow Agent
Quotes sit in inboxes, forgotten, while you chase them manually, and a single missed follow-up loses a job. The agent drafts, sends, and chases quotes autonomously, turning a missed follow-up into a booked job without manual intervention.
01The offer
For sales leads at trade suppliers and B2B service firms, turn call recordings and email threads into drafted quotes, scheduled follow-ups, and booked jobs. Address the recurring problem: quotes sit in inboxes, forgotten, while you chase them manually, and a single missed follow-up loses a job. The value hypothesis is a shorter enquiry-to-booking cycle with fewer dropped quotes; the pilot must establish whether that benefit is real.
- For
- Sales leads at trade suppliers and B2B service firms
- Takes in
- Call recordings, email threads, pricing rules
- Delivers
- Drafted quotes, sent quotes, follow-up reminders, booked jobs
- Message
- Stop chasing quotes; let your quote draft, send, and follow up on its own.
- Lead magnet
- Free demo showing how a call recording becomes a booked job in under 10 minutes.
02How it works
- Ingest call recordings and email threads
- Generate quote with line items and pricing
- Send quote via email
- Schedule personalised follow-ups
- Detect client acceptance or rejection
- Book job into calendar and notify team
Workflow
Forward call recording or email thread, generate draft quote, review and edit draft, approve for sending, send quote, schedule follow-ups, and book job on acceptance. Start with call recordings and email threads and finish with booked jobs and team notifications.
AI and people
Use language models to transcribe calls and extract quote details, and to draft line items and cover notes. Keep pricing and terms in structured fields. Validate against pricing rules through deterministic checks. A human reviews the first draft and sets pricing rules before anything is used.
Screens
Key screens: Quote inbox, draft review, follow-up schedule. Use a central dashboard for incoming quotes, a draft editor with line items and pricing, and a timeline view for follow-ups. Let users approve or edit drafts before sending. Display sent, pending, and booked states. Provide a client-facing link for acceptance. In this product, the first view is quote inbox, followed by draft review and follow-up schedule.
Admin
User roles, quote versions, approval steps, follow-up logs, audit trail, pricing rule overrides, and client communication history.
03Market gap
Alternatives buyers use today
Manual quoting in spreadsheets or CRMs, email templates, and human follow-up calls; this differs by automating the entire quote-to-booking loop.
Where this wins
The agent learns pricing rules and client preferences over time, making it harder to replicate as it accumulates historical quote and booking data.
04Why now
Sales teams are adopting AI for exactly this kind of repeatable work, and the cost of language and vision models has dropped far enough that a narrow, reviewed workflow pays back quickly. Rising compliance and audit expectations make a documented, reviewable process worth more than an ad hoc one. The buyer already feels the problem: quotes sit in inboxes, forgotten, while you chase them manually, and a single missed follow-up loses a job.
05Proof & signals
Channels where buyers gather: LinkedIn ads targeting sales managers, trade industry forums, and partnerships with CRM resellers.. Metrics that prove it works: Two measurable outcomes: average time from enquiry to booking, and percentage of quotes that result in booked jobs..
Paid pilot
Run a paid pilot with one trade supplier; baseline is current quote-to-booking time and follow-up rate, decision is whether the agent reduces time by 50% and increases bookings by 20%.
06Execution plan
MVP
One buyer type, one use case (quote drafting from email threads), first two modules (draft generation and follow-up scheduling), manual review of every draft before sending.
First 30 days
Week 1: Build quote ingestion from email and call transcripts. Week 2: Develop draft generation with pricing rules. Week 3: Implement follow-up scheduling and client acceptance detection. Week 4: Pilot with one trade supplier, refine based on feedback.
After the pilot
Automate follow-up personalisation based on client behaviour, integrate with calendar and invoicing, and add voice call transcription for real-time drafting.
Retention
Keeps earning through monthly subscription, with expansion as the agent learns pricing rules and integrates deeper into CRM and invoicing workflows.
Integrations
Starts with email (Gmail, Outlook), then CRM (Salesforce, HubSpot), calendar (Google, Outlook), and invoicing tools (QuickBooks, Xero).
07Investment and running costs
| Phase | Scope | Time | Budget |
|---|---|---|---|
| MVP | One buyer segment, one recurring use case. Manual review in the loop. | 3 days | $6,500 |
| Paid pilot | Accounts, roles, review states, audit trail and the first integration, hardened for two to three paying pilot customers. | 4 days | $6,500 |
| Full product | Self-serve onboarding, billing, monitoring and the wider integration set. | 7 days | $8,500 |
| Total | $21,500 | ||
| Running | Hosting | AI usage | Total a month |
|---|---|---|---|
| MVP and paid pilot (about 3 customers) | $30–$60 | $40–$90 | $70–$150 |
| Full product (about 50 customers) | $110–$210 | $280–$560 | $390–$770 |
Revenue model to test
Test pricing at $199 per user per month, with a free trial for the first 10 quotes, as a hypothesis.
Cost drivers
Main delivery costs are cloud transcription, language model API usage, and CRM integration maintenance.
Safeguards
Limits on who can approve quotes, permissions for editing pricing, audit log of all actions, and a safety check that the agent never sends a quote without human approval. It must not alter pricing outside approved rules or send follow-ups after a client has declined.
Take it further
Solution blueprint, rewritten from an earlier Nexibeo concept. Demand, pricing, build scope and integrations are working assumptions, not verified market findings. The MVP and the paid pilot exist to confirm them for your business before the larger build.