AI Application
Automated quotation software: AI drafts from real data, and your sales team reviews before sending
Smart Quote is automated quotation software on Phak AI. It drafts quotes from your product data, cost tables and past quotes. The BOQ (bill of quantities) edition pulls item lists out of project drawings. It suits businesses where pricing depends on a few engineers or senior sellers. AI drafts, but people review and approve every quote before it reaches the customer.
- Cost formula spreadsheets
- Product price lists
- Past quotations
- Drafts the quotationCalculated from real pricing data in the knowledge base
- Sales team reviewsA person decides before it reaches the customer
Why are quotes so slow?
They depend on a few people
Cost calculation, material structure and BOQs sit with engineers or senior sellers, so jobs wait in line.
Old jobs are hard to find
You want to start from a quote with a similar spec, but that means digging through years of folders and email.
Customer information arrives incomplete
Missing specs, quantities or delivery dates mean several rounds of questions before you can price.
Raw material prices change
Open quotes may rest on old costs, and nobody knows which ones need to be redone.
Drawings and TORs are read by hand
Project work means taking items off drawings line by line. It takes days and items get missed.
How does automated quotation work?
At every step AI drafts, and sales or engineering reviews and decides.
Bring pricing data into the knowledge base
Excel cost formulas, price tables, product lists and past quotes go into the central knowledge base.
Turn the request into a checklist
The assistant reads the customer's chat or email and says what information is still missing, so you ask the customer once.
Find the closest past job
It searches earlier quotes with a similar spec to use as a starting point.
Draft the quote or BOQ
AI drafts items and prices from data your organization has approved. Project work uses the BOQ edition to take items off drawings.
People review and approve
Sales or engineering reviews, edits and approves every quote before it goes to the customer.
Example questions a sales team can ask
What Smart Quote does and does not do
What Phak AI does
- Phak AI helps find the closest past quote by spec.
- Phak AI helps turn chat or email details into a checklist.
- Phak AI helps draft quotes and BOQs from data your organization approves.
- Phak AI helps answer questions about cost and price tables in plain language.
- Phak AI helps compare several quotes from PDFs.
What it does not do
- It does not send a quote to a customer without a person reviewing it.
- It does not replace the accounting software or ERP that issues official documents.
- It does not do structural calculations or design in place of an engineer.
- It does not forecast raw material prices.
What data does Smart Quote need?
Smart Quote adapts to how each organization prices, so it starts from the data your team actually uses.
- Excel cost formulas or material structure tables
- Product price tables and the latest raw material prices
- Past quotes that were actually sent
- Your organization's quote templates
- Project drawings, for the BOQ edition
- One technical approver and one sales approver
Frequently asked questions
How can AI make quoting faster?
AI finds the closest past quote and turns the customer's request into a checklist. Smart Quote then drafts the quote using your own cost formulas, with a person reviewing every quote before it is sent.
Can Smart Quote price the way our organization does?
Yes. Every organization prices differently: cost formulas, discounts and document templates all vary. Smart Quote is set up from the formulas and templates your sales team actually uses. The Phak AI team gathers them with you when you start.
Do we have to replace our current quoting software?
No. Smart Quote helps draft and check. Official documents can still be issued in your existing system. If you want to connect to an ERP, that is done through MCP.
How do you measure results?
Typical measures are time per quote, rounds of questions back to the customer, quotes with wrong costs, and win rate. They are measured with your own numbers.
Read next
Made-to-Order Factories
AI for SME factories: price from cost tables and past jobs, answer standards questions, train new technicians.
Read more →Construction / Materials
Capture client briefs in one pass, send drawings to site crews, and compare contractor bids.
Read more →Furniture / Interiors
Sales reps look up specs, prices, and stock across brands, draft corporate proposals, and read TORs.
Read more →TOR / Tender Scanner
Scans a TOR for hidden requirements, summarizes mandatory specs and penalties, and matches products.
Read more →Sales Workspace
One place for customer and deal data, with AI to prepare meetings and draft proposals.
Read more →Talk to the Phak AI team
Tell us about your business. The Phak AI team will show you the systems that fit and plan the rollout with you, without replacing what you have.