Our client, a prominent industrial parts supplier in the South East Asia, serves customers across diverse industries where speed of response is critical. Customers often send urgent part enquiries to multiple vendors simultaneously, and the vendor that responds first with an accurate, competitive quote often secures the order. The company’s business development executives handled these enquiries manually through email, leading to delayed responses, risks of error, and lack of visibility into the approval and customer communication process.

The “As-Is” process involved several manual steps that created inefficiencies:

1. Manual Enquiry Processing
   • Business development executives extracted details from emails or attachments by hand.
2. Quote Preparation
   • Price calculated using region-specific price lists.
   • Availability and lead time determined manually for shipping destinations.
   • Quotes prepared manually in document format.
3. Approval Workflow
   • Checker review for mid-value quotes.
   • Senior approval required for high-value quotes or discounts beyond executive authority.
4. Customer Follow-Up
   • No automation for reminders to customers.
   • Difficult to track responses and correlate them with previous conversations.

Challenges

• Slow response times → Delayed quotes caused lost opportunities.
• High risk of errors→ Manual calculations and checker reviews did not eliminate inaccuracies.
• Poor traceability → Approvals, discounts, and exceptions lacked a consolidated audit trail.
• Fragmented customer communication → Linking customer replies to specific enquiries was time-consuming.

Solution: Custom-Built Agentic Automation

To address these challenges, Prosares designed and deployed a tailored automation solution that digitized the entire enquiry-to-quote lifecycle.

1. Automated Email Handling
   • The solution reads incoming emails and attachments.
   • Identifies whether the message is a new enquiry or a response to an existing one.
2. Automated Quote Preparation
   • Price calculated automatically using region-specific price lists.
   • Availability and lead-time determined based on shipping location.
   • Quote document generated in the required template format.
3. Approval Workflow Automation
   • Configured approval matrix for value thresholds and discount rules.
   • Automatic routing of quotes to checker or approver.
   • Built-in reminders for pending approvals to minimize delays.
4. Customer Communication Automation
   • Approved quotes sent directly to customers.
   • Follow-up reminders triggered automatically to customers for responses.
5. Audit Trail & Traceability
   • Every enquiry, quote, discount, and approval captured in a consolidated audit-ready trail.
   • Full conversation history linked to each enquiry for complete transparency.

• Rapid Response Times → Quotes generated and sent in hours instead of days.
• Higher Accuracy → Automated calculations and validations reduced errors.
• Streamlined Approvals → Automated reminders eliminated bottlenecks.
• Audit-Ready Operations → Full traceability of approvals, exceptions, and discounts.
• Enhanced Customer Experience → Prompt, professional responses improved trust and win-rates.

Prosares specializes in building intelligent, agentic automation solutions tailored to the unique needs of enterprises. By combining AI-driven document processing, workflow automation, and system integration, Prosares helps businesses modernize processes across sales, finance, procurement, and operations.

In this case, Prosares delivered a custom-built solution for enquiry-to-quote automation, but its expertise spans a wide range of transformation initiatives, including employee reimbursement automation, vendor lifecycle automation, and enterprise workflow digitization.

This case study shows how Prosares’ expertise in custom automation can give businesses in highly competitive markets a significant edge. Enterprises can benefit by:

• Accelerating customer response times → win more deals with faster quotes.
• Reducing manual effort and errors → increase accuracy and efficiency.
• Gaining full transparency → maintain audit-ready records of approvals and discounts.
• Scaling operations effectively → handle higher enquiry volumes without extra manpower.

With Prosares as your digital transformation partner, your organization can confidently embrace agentic automation tailored to your business model, ensuring measurable business outcomes across sales, finance, and operations.