To automate quote emails, store your requests as structured records, send templated emails to the right partners or customers from the CRM in one click, log every send and reply against the record, and use AI to extract the numbers from replies for a person to review. Keep the final price and the customer relationship in human hands.
The manual process most teams have
An enquiry arrives. Someone writes the same email to three suppliers, waits, chases, copies prices from emails and PDFs into a spreadsheet, builds a quote and sends it. Hours go on copy-paste, and quotes go out late when someone forgets to chase.
The automated version
- Capture the requirement as a structured record: what, how many, where, when.
- Choose partners by rules, such as destination or product.
- Send branded request emails in one click, from a template filled with the record's details.
- Log every send against the record, with who and when.
- Collect replies automatically from the inbox and attach them to the record.
- Parse the replies. AI extracts prices, inclusions and dates from email text, PDF or DOCX into structured fields.
- Review. A person confirms the numbers, since parsing can be wrong.
- Build the quote or itinerary and share it with the customer.
- Remind and chase if nobody replies in time.
What we built
In the Trripah CRM, one click sends branded quote-request emails to the right destination partners, with every send logged per trip. An AI quote parser turns supplier replies in email, PDF or DOCX into a structured itinerary, which the team reviews and shares with the client. Payments are collected through Razorpay and tracked. The stack includes Gmail OAuth2 and Resend for email. See the Trripah CRM project.
What to keep human
- Final prices and discounts.
- Exceptions and special requests.
- The relationship. A short personal note often wins the deal.
Practical tips
- Standardise your request template first. Automation exposes unclear processes.
- Use official email APIs, not workarounds.
- Track send and reply times to see which partners are slow.
- Review parsed numbers before they reach a customer.
- Start with one product or destination, then expand.
Where to go next
Read AI document processing, the quote-email solution page, and our workflow automation service. For choosing a CRM, see custom CRM vs off-the-shelf.