DE+49 1577 5588 888Free consultation
  1. Home
  2. Automation
  3. Quotes and Documents

Use case 05 · Quotes and Documents

Paperwork that takes care of itself.

An enquiry becomes a quote. An incoming document becomes checked data in your system. Two directions, one idea: documents are created and understood without anyone typing.

Book a free consultation → WhatsApp

What it is about

Where the time goes.

Documents cost time in two places: when they are created and when they are captured. Putting together a quote, looking up prices, hunting for text blocks. And on the other side, opening receipts, typing in figures, checking line items.

Both can be automated. Your pricing and service data becomes a complete quote in your company layout. Incoming documents are read, checked against the order or contract and handed over as clean data, with a note wherever something does not match.

You still give the approval. Just in minutes instead of half a morning.

Scope of service

What runs in both directions.

Creating quotes

An enquiry and your pricing data become a finished quote in your layout, with text blocks.

Reading documents

Invoices, delivery notes and contracts are read and handed over as checked fields.

Checks by your rules

Discrepancies in quantity, price or deadline are flagged instead of slipping through.

Handover to your system

The data lands where it belongs, without a detour through a spreadsheet.

The difference

Before and after.

Before

Quotes are copied together from old files. Someone types up incoming documents and now and then misses a discrepancy.

After

The quote is ready for approval. Document data sits checked in your system, and inconsistencies flag themselves.

Approach

From process review to live operation.

  1. Workflow mapping

    We look at what really happens today: tasks, frequencies, waiting times, handovers.

  2. Potential and roadmap

    Effort today, effort afterwards. That sets the order, with the biggest lever first.

  3. Implementation

    We build, connect your systems and test with real data. Only when it holds up does it go live.

  4. Operation and expansion

    We measure, fine-tune and move on to the next workflow.

How to work with us

Consulting, or consulting and implementation.

Both start with a review of your processes and a prioritised roadmap. After that, you decide who builds it.

Model A

Consulting

We show you the way, your team walks it.

  • Workflow mapping and assessment by effort and impact
  • Prioritised roadmap with sequence and effort estimate
  • Recommendations on tools, data protection and data flows
  • Training for your team

Result: you can start without us.

Most chosenModel B

Consulting and implementation

We show you the way and walk it with you.

  • Everything in model A
  • Building the automation and connecting your systems
  • Testing with real data, handover and documentation
  • Support in live operation and step-by-step expansion

Result: it runs, and access and data stay with you.

Questions about Quotes and Documents

What companies ask before they start.

Does this also work with scanned paper documents?

Yes. Photographed or scanned documents are read too. Recognition quality depends on the original, so we test this in advance on your real documents, not on sample files.

What happens if something is recognised incorrectly?

Every field has a confidence score. Anything uncertain is put forward for review instead of being silently accepted. For amounts and deadlines, a mandatory check can also be set.

Will our layout stay the same?

Yes. We keep working with your templates so that quotes and invoices look just as they did before, only without the manual work.

Does this replace our accounting software?

No. We deliver the checked data to the system you already use. The benefit comes before that, in capturing and checking.

Keep exploring

More use cases.

Use case 04

Customer Service

Enquiries sort themselves and arrive with a suggested reply.

Use case 07

Reporting

The report builds itself and flags outliers.

Use case 08

Internal Workflows

Data moves from system to system, without copy and paste.

All use cases and the time calculator →

Which process is costing you too much time.

Describe it in two or three sentences. You will get a free, no-obligation assessment of whether and how it can be automated, and roughly what that would involve.

Book a free consultation →WhatsApp: +49 1577 5588 888