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Quoting & Configuration

From days of digging through catalogs and price lists to a finished offer in minutes. Your salesperson selects — brand, series, model, options — and the system does the rest.

A machinery quote is not a document problem. It is a data problem: factory price lists in PDF, options in spreadsheets, dependency rules in one senior salesperson’s head. We turn that into a configurator your whole sales team can use from day one.

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Working prototype on your price lists in 14 days

  • Days → minutes

    Time from inquiry to a sent offer — including the configuration-heavy requests that used to wait for your most experienced person.

  • 1 price source

    Every offer prices from the current list and discount rules — not from whatever PDF was copied last quarter.

  • 0 retyping

    Specifications, options, and catalog cards attach themselves. Nothing is entered twice, so nothing disagrees.

The deliverable

An offer a buyer can read in three pages.

Buyers of capital equipment read offers looking for three things: what exactly am I getting, for how much, in what configuration. Fifteen pages of company history bury all three.

Configuration, not prose

The machine, its options, and its commercial terms — stated as line items with numbers. Technical description generated from the actual configuration, so the words never contradict the spec.

Depth on demand

Catalog cards, capacity tables, and company references travel as separate attachments or behind a QR code — available to the buyer who wants them, invisible to the one who doesn’t.

Identical from every branch

One layout, one numbering scheme, current letterhead. An offer from your newest hire is indistinguishable from one written by the head of sales.

Offer · QT-2041Generated in 4 min · PDF
Your DealershipQT-2041 · p. 1/3

Electric forklift · 3.5 t

Li-Ion 205 Ah · triplex mast 4 500 mm · cab with heating · 4th hydraulic section · super-elastic tyres

Base configurationlist price
Options (5 line items)itemized
Delivery & commissioningincluded
Discount−8%
Net totalon current list
Valid 30 daysCatalog card attached · specification QR
Skeleton of a generated dealer offer: configuration line items, discount, validity, attachments.

How it works

Select, don’t type.

A quote is a sequence of choices, not a writing exercise. Each step shows only what actually exists for the previous one — the way a factory order form works, minus the factory’s patience.

  1. Step 1BrandEvery brand you carry, one interface
  2. Step 2Series & modelFiltered by capacity, drive, application
  3. Step 3OptionsMast, battery, cab, tyres, attachments — only valid combinations
  4. Step 4TermsDiscount within policy, delivery, validity
  5. OutputOffer PDFNumbered, tracked, on letterhead — in minutes

Dependency rules run underneath every step. A specification that requires a fourth hydraulic section cannot leave without one — the class of omission that otherwise surfaces at delivery, at your margin’s expense.

The difference

What changes on the sales floor.

Quoting today

  • Simple quote: 15–30 minutes. Complex configuration: hours to days, and it waits for the one person who knows the catalog.
  • Each salesperson keeps private templates; prices copied from the last similar offer, current or not.
  • Tables shift in Word, model codes get mistyped, an option required by the spec gets dropped.
  • Discount levels are folklore — negotiated case by case with no floor anyone can see.
  • Nobody knows how many offers left the building this month, or what happened to them.

With the system

  • Any salesperson configures any brand in minutes — including the quote written in the car park before the customer cools off.
  • One catalog, one price list version, one discount policy — maintained centrally, applied everywhere.
  • Dependency rules make invalid configurations impossible, not just discouraged.
  • Margins have a floor; crossing it routes to approval instead of silently shipping.
  • Every offer is numbered, tracked, and visible — per person, per branch, per brand.

Applied AI

Where AI earns its keep — and where it isn’t allowed.

Prices are arithmetic — code computes them, deterministically, every time. AI works the parts of quoting that are actually language and judgment.

  1. 01

    Price list ingestion

    Extraction

    A factory price list arrives as a 40-page PDF covering an entire series, with options in a separate spreadsheet. AI extracts models, options, and prices into the structured catalog and shows a diff against the previous version. A person approves; nothing changes silently.

  2. 02

    Catalog cards your customers can read

    Translation

    Manufacturer documentation ships in the manufacturer’s language and layout — dense tables, small print, three alphabets. AI produces clean local-language catalog cards in your layout, keeping every number traceable to the source document.

  3. 03

    Descriptions from configuration

    Generation

    The technical summary on page one is written from the selected configuration — capacity, mast, battery, attachments — in your house style. No marketing filler, and no paragraph describing an option the quote doesn’t contain.

  4. 04

    Anomaly checks before send

    Guardrail

    An offer priced oddly against comparable recent quotes — too low for the configuration, discount out of pattern, missing a customarily included item — gets flagged before it leaves, not discovered in the quarterly margin review.

  5. 05

    Inquiry to starting point

    Assist

    A customer writes “3.5 t, LPG, low hall, mostly ramps.” AI reads the inquiry and proposes matching configurations from your catalog as a starting point — the salesperson confirms choices instead of starting from a blank form.

Management layer

Built to run a sales operation, not to demo one.

Quoting is where your margin is decided. The system treats it as managed infrastructure: rules, visibility, and an audit trail — at 5 salespeople or 200.

  • Roles & discount authority

    Who quotes, who discounts, to what depth, and who approves beyond the floor — policy encoded once, enforced everywhere.

  • Offer tracking & follow-up

    See when an offer is opened. Automatic reminders before validity expires — the follow-up that wins deals stops depending on memory.

  • Pipeline visibility

    Offers per salesperson, branch, and brand; win rates and response times on one screen instead of in quarterly anecdotes.

  • Your ERP stays in charge

    Stock and customers read from the ERP; won offers post back. The commercial system of record does not move.

  • Security by construction

    Runs in your cloud or ours, in the EU. Role-based access, full audit trail, and your price lists never train anyone’s public model.

  • Scales with the sales team

    Adding a brand is data work, not a rebuild. Adding a branch is an afternoon of configuration, not a project.

Industrial maze of pipes and beams in monochrome

Engagement

Discovery first. One brand live before all brands promised.

  1. Discover01

    Two weeks on your price lists

    We take one brand's real price list, catalog, and three recent offers. You get a working configurator prototype on your own models — not slides.

  2. Design02

    Your offer, your rules

    Offer layout, discount policy, dependency rules, and approval thresholds — decided with your sales lead, documented, and locked before the build.

  3. Build03

    Brand by brand to production

    Weekly cycles. The first brand goes live with your fastest salesperson as pilot user; remaining brands and branches follow on a fixed schedule.

  4. Operate04

    Price lists stay current

    New factory price list arrives — the system ingests it, flags what changed, and a human approves. Optional retainer covers changes and new brands.

Frequently asked

Questions sales directors ask first.

  • We sell several brands and every manufacturer sends price lists in a different format. Does that work?

    That is the normal case, not the exception. One manufacturer ships a collective PDF for a whole series with options in a separate spreadsheet; another has per-model exports. The system ingests each format into one structured catalog — models, options, dependencies — and keeps the source document linked for verification.

  • Prices change during the year. Who maintains the system?

    Most dealers we work with keep factory list prices stable and steer with a percentage discount — that is a single field, changed centrally, effective immediately. When a manufacturer issues a new price list, the ingestion flow shows a diff of what moved and a person approves it. No IT ticket, no re-typing.

  • Can a salesperson still adjust an offer by hand?

    Yes — the generated offer is a starting point, not a cage. Line items, wording, and validity can be edited. What stays locked is what should be locked: current list prices, dependency rules, and the discount floor beyond which an approval is required.

  • Does it connect to our ERP?

    The system reads what it needs (stock availability, customer records) and writes offers back, so the ERP remains the commercial system of record. In Poland that usually means Comarch; in DACH, SAP. Integration scope is fixed during the discovery sprint with your IT.

  • What about tenders and multi-unit fleet inquiries?

    Fleet requests reuse the same configuration engine — one specification, many units, staged deliveries, and the capacity tables your engineering department contributes. The tender variant produces the formal attachments separately from the commercial summary.

Where this runs

Built for dealers whose catalog fights back.

Talk to us

Watch your own price list become a configurator.

Book a discovery call