AI Automation1B.3 · Sales & Lead Automation
Every quote sent, chased and tracked
The Automated Quotation & Quote Tracking System by Deepzeta AI turns an enquiry into a branded quote, sends it by email or WhatsApp and shows you when the client opens it. Reminders follow up until the quote is accepted, rejected or expires. It is for UAE businesses in technical services, fit-out, construction and maintenance, and for B2B suppliers and agencies.
Before and after
Where quotes stall
A quote takes time to build, waits for a manager’s sign-off, then disappears into an inbox. Nobody knows if the client read it, and follow-ups depend on memory. Each row shows one step that stops depending on someone’s free time.
| Today | With Deepzeta AI |
|---|---|
| Each quote is typed up by hand from a price list or an old quote. | Quotes are built from a form, WhatsApp chat, email or CRM deal, using your price lists and rules. |
| Discounts go out before anyone senior has seen them. | Discounts and amounts above your limit wait for a manager’s approval. |
| Once a quote is sent, you can’t tell whether the client opened it. | You see when the client opens the quote, how many times and for how long. |
| Follow-ups happen when someone remembers, or not at all. | Reminders go out on a schedule you set until the client decides or the quote expires. |
| An accepted quote is retyped as a job, an order or an invoice. | An accepted quote becomes a job, project, order or invoice automatically. |
Example flow
How a quote moves through the system
The Automated Quotation & Quote Tracking System links where enquiries arrive, your price lists and the way your managers approve. Every quote moves through one status pipeline: Draft, Sent, Viewed, then Accepted, Rejected or Expired. Here is one example flow for an interior fit-out company; yours follows your own price lists, documents and approval limits.
- · A quote request arrivesA client asks for an office fit-out quote through your website form or a WhatsApp chat.
- · The draft is builtYour price lists and rules fill in the items, terms and VAT, under your logo, in English or Arabic.
- · A manager approvesThe quote carries a discount, so it waits in Draft until a manager approves it.
- · Sent with a secure linkThe client receives the quote by email and WhatsApp, with a secure link to view it online.
- · You see it openedThe status moves to Viewed, and you see how many times the client opened it, and for how long.
- · Reminders follow upWhile the client hasn’t decided, reminders go out on the schedule you set.
- · Signed, then a projectThe client signs online, pays a deposit if you ask for one, and the quote becomes a project automatically.
Deliverables
What the system includes
- Quotes created from a form, a WhatsApp chat, an email or a CRM deal, using your price lists and rules
- Branded PDF or online quotes in English and Arabic, with your logo, terms and VAT
- Manager approval for discounts, or for amounts above a limit you set
- Sending by email and WhatsApp, each quote behind a secure link
- View tracking: when the client opens a quote, how many times and for how long
- A status pipeline from Draft to Sent, Viewed, Accepted, Rejected or Expired, with scheduled follow-up reminders
- Online acceptance or e-signature, with an optional deposit payment, and accepted quotes turned into jobs, projects, orders or invoices
- A dashboard of quote value, win rate, average time to close and lost reasons, per salesperson
Works with your sales and finance tools
Quote requests come in through website forms, WhatsApp and email, or start from a deal in your CRM. Quotes go out by email and through the WhatsApp Business API, and an accepted quote can become an invoice in your accounting system. The automation runs on n8n, Make or Zapier.
- WhatsApp Business API
- HubSpot
- Zoho CRM
- Pipedrive
- Salesforce
- Odoo
- Zoho Books
- QuickBooks
- Xero
- SAP Business One
- n8n
- Make
- Zapier
Decision aid
Is it right for your business?
The Automated Quotation & Quote Tracking System suits any business that wins work by quoting, where each price is built job by job. It is a best-fit automation for construction and interior fit-out, and for logistics and freight. Technical services and facility management are a best fit for the Quote-to-Cash System, which includes it.
A good fit for
- Technical services and maintenance companies that price every job before they start
- Construction and interior fit-out firms sending detailed quotes with many line items
- B2B suppliers that quote from price lists, with discounts that need approval
- Agencies that quote each client’s project separately
- Logistics and freight companies quoting shipments on request
- Do you lose track of quotes once they are sent?
- Then view tracking and the status pipeline show where every quote stands, without asking anyone.
- Do discounts or large quotes need a manager’s sign-off?
- Then approval rules hold those quotes in Draft until the right person approves them.
- Does someone retype accepted quotes as jobs or invoices?
- Then each accepted quote can become a job, order or invoice automatically, with no copying.
- Do you send only a few quotes, each written from scratch?
- Then a good template may be enough for now. The free AI audit ranks which automations pay back first.
Demo · being built
Watch a workflow, step by step
The workflow explorer will let you pick an industry and watch an automation run, one step at a time. It is still being built and arrives in a later update of this site.
Quotes built for UAE clients
- Arabic and English: every quote can go out in either language, with the same logo, terms and VAT details.
- WhatsApp alongside email: the quote link reaches the client on the channel they already use with your team.
- Consent wording in every reminder, and a client who asks to stop the reminders is taken off them.
- Replies go to a person: when a client answers a reminder, it reaches the salesperson who owns the quote.
- Data rules from day one: retention and access rules for quotes and view tracking, agreed before launch.
Pairs well with
- AI Automation
Job & Work-Order Management Automation
Turns each accepted quote into a job and assigns a technician by skill, area and availability. Both are part of the Quote-to-Cash System.
- AI Automation
Invoicing & Payment Collection Automation
Creates the invoice from the accepted quote or finished job, then sends payment links and reminders by WhatsApp and email.
- AI Automation
Proposal Automation
Builds tailored proposals from templates and CRM data when a bid needs more than a priced quote, with AI-drafted sections for staff to review.
FAQ
Questions about automated quotes
What owners ask before automating their quotes: price, timing, Arabic, approvals and tracking.
How much does an automated quotation system cost?
We price it after a free AI audit, because the cost depends on your setup. The main drivers are how many places quotes start from, how complex your price lists and rules are, and how many approval levels you need. E-signature, deposit payments and turning accepted quotes into jobs or invoices each add to the build.
How long does it take to automate our quoting?
We confirm a timeframe after the free AI audit, once we have seen your price lists and quote templates. Branded quotes sent by email, with view tracking, are a smaller build than adding approvals, e-signature, deposits and automatic jobs or invoices. The audit ends with a written summary of next steps and our price for the build.
Can a quote start from a deal in our CRM?
Yes: a quote can start from a deal in HubSpot, Zoho CRM, Pipedrive, Salesforce or Odoo. It can also start from a form, a WhatsApp chat or an email. The client’s details come across from the deal, so nobody retypes them. When the client accepts, the quote can become an invoice in Zoho Books, QuickBooks, Xero or Odoo.
Can quotes go out in Arabic as well as English?
Yes: each quote can be produced in Arabic or English, with the same logo, terms and VAT details. Item names and terms are written once in both languages, in your templates, so nobody translates a quote under pressure. You choose the language for each client.
Who controls the prices, discount limits and approvers?
You do: the price lists, discount limits and approvers are your settings, not ours. You decide which discount level or quote value needs approval, and who approves it. A quote over either limit stays in Draft until that person approves, edits or rejects it, and the salesperson sees the decision.
What does view tracking record about our clients?
View tracking records when a client opens the quote link, how many times, and for how long. It is there to show your team where each quote stands. Retention and access rules come with every automation project we build, so you decide who sees the tracking and how long it is kept.
Will automating our quotes raise our win rate?
We can’t promise a higher win rate: whether a client accepts depends on your price and your offer. What you get is visibility: the dashboard shows quote value, win rate, average time to close and lost reasons for each salesperson. You see what changes after launch, measured on your own quotes, not on someone else’s numbers.
What happens when our prices or terms change?
You update the price list or the terms in one place, and new quotes use them from then on. Approval limits and reminder schedules can be adjusted as your process changes. For bigger changes, such as a new quote type or a new place quotes start from, the AI Ops Retainer covers updates and new small automations each month.
The live demo is being built
This is where the interactive demo opens. The live version arrives with the next phase of the site — you can still see the real thing today: book a free audit and we will show you the system working.