Automation guides · Una Persona
How to prepare quotes with AI and human review
Use AI to organise requirements and draft a quote. Calculate amounts with approved rates and rules; review scope, terms and price before sending.
What information you need
- Project scope, deliverables and exclusions
- Current rates, quantities and calculation rules
- Deadlines, dependencies and approved terms
- Quote version and authorising person
How to organise the workflow
Step 1
Extract requirements and separate confirmed ones from those needing clarification.
Step 2
Calculate line items with verifiable rules. Leave missing rates pending; do not let the model invent a price.
Step 3
Draft scope, exclusions, date and version. Link the draft to the original requirements.
Step 4
Obtain approval before sending and retain the accepted version to control scope changes.
Workflow example
Illustrative example: a web designer receives a request for five pages. The draft separates design, copy, migration and maintenance. If the client has not said whether they supply copy, the workflow asks before finalising scope and calculating the total.
This is a workflow design example, not a customer case or a confirmed integration.
What to check in your tools
Your calendar, spreadsheet or management system must allow reading and updating the required fields with limited permissions. Use test data to check connection failures, duplicate requests and someone editing a record while the workflow runs.
Compatibility with a particular vendor is not assumed. Before implementation, verify current documentation, your account permissions and usage limits.
Errors the pilot should handle
- Expired rate: flag the draft for review.
- Scope change: create a new version without overwriting the accepted one.
- Incomplete information: ask for clarification instead of quoting by default.
| Human control | A person approves prices, discounts, delivery commitments and quote terms. |
|---|---|
| Measures | Measure preparation time, pending clarifications, amount corrections and scope changes. Do not attribute commercial improvement to the pilot without comparing equivalent requests. |
| Proceeding criterion | Compare the pilot with manual work of the same scope. Review failures before expanding permissions or volume. |
Businesses where this workflow can be assessed
Other guides
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Prepare bookings using confirmed services, duration and availability. Check the slot again before saving an appointment and refer exceptions to a person.
Read guide →How to automate customer support enquiries
Classify enquiries and prepare answers using current, approved information. Refer missing-source questions, complaints and changes to commercial commitments to a person.
Read guide →How to automate request follow-up
Give every request a status, owner and next action. Automate reminders based on confirmed dates and conditions, cancelling them when the request changes state.
Read guide →