AI-Assisted Quotation Automation with Odoo

1. Manual Inquiry Processing

Customer inquiries arrived by email and had to be manually read, interpreted, and entered into Odoo before the quotation process could begin.

2. Supplier RFQ Management

Supplier and partner RFQs were prepared and sent manually, creating additional work for the team and slowing down the quotation cycle.

3. Manual Response Processing

Partner quotations also arrived through email. Staff had to review the responses and manually transfer relevant pricing and product information back into Odoo.

4. Staff Dependency

The overall turnaround depended heavily on staff availability, particularly when multiple inquiries and supplier responses were being handled simultaneously.

5. Inconsistent Quotation Preparation

Customer quotations were compiled manually, which made the process more time-consuming and created inconsistencies between quotations prepared by different team members.

1. AI-Powered Inquiry Capture

Odoo was configured to receive customer inquiry emails directly. An AI parsing layer extracts relevant information from unstructured emails and converts it into structured data within Odoo.

2. Automated Partner RFQs

The workflow matches requested products against the product catalog and applies the required business rules before generating and sending RFQs to the relevant partner network.

3. Partner Response Parsing

Incoming partner responses are processed by the AI layer, extracting relevant quotation information and bringing it back into Odoo in a structured format.

4. Product & Pricing Logic

The quotation workflow applies product, pricing, discount, and VAT rules before preparing the customer quotation.

5. Human Partner Selection

Partner shortlisting remains a deliberate manual step. The team retains control over which supplier offers should be used before the customer quotation is prepared.

6. Draft Quotation Generation

Once the partner offers are shortlisted, the system compiles the selected information into a draft customer quotation in Odoo for final human review.

1. Reduced Manual Data Entry

Customer inquiries and partner responses no longer need to be repeatedly retyped into Odoo, substantially reducing administrative effort.

2. Faster RFQ Processing

The time required to move from a customer inquiry to partner RFQs became noticeably faster and less dependent on individual staff availability.

3. More Consistent Quotations

Using structured information from the workflow to prepare draft quotations improved consistency across the quotation process.

4. Human Control Maintained

The team continues to make the important commercial decisions, including partner selection and final quotation approval.