Normal workflow
Costing, margin checks, approval routing, PDF output, and revisions run from one quote record.
Use case
Quotation and Costing Approval
Pricing logic sits in spreadsheets and approvals happen informally.
Workflow model
Normal workflow first. AI assistance only when the path breaks.
Where the workflow breaks
A discount, cost assumption, or client requirement falls outside the defined pricing rules.
What AI prepares
Explain the exception, compare similar approvals, and prepare a recommendation.
What humans approve
Margin overrides, special pricing, and final customer quotes need approval.
What becomes a reusable rule
Approved exceptions become pricing precedents, threshold updates, or clearer approval rules.
Why status quo fails
Manual coordination cannot create reliable control.
Costing logic is copied between spreadsheets.
Different team members use different assumptions.
Approvals happen without a record.
Client revisions are hard to trace.
Workflow Layer
The workflow becomes a controlled sequence.
Apply costing rules, margin checks, approval routing, PDF output, and revision control.
Client selected
Item selected
Costing applied
Margin checked
Approval routed
PDF generated
Revision tracked
Core features
What the system needs to do.
Costing engine
Margin visibility
Approval matrix
PDF templates
Revision history
Quote dashboard
Connected tools
Tools that can participate in the flow.
Quotation systemSpreadsheetCRMEmailAccounting system
Expected outcome
Controlled quoting without slowing the sales team.
Implementation
Audit quote formats
Implementation
Define costing and margin rules
Implementation
Build approval logic
Implementation
Validate historical quotes
Next action
Build My Quotation Engine
Tell us where this workflow currently breaks. We will map the AI assistance, approval gates, and first build path.