Oct 28 (edited) • General discussion
🚨 Day 2 Update: I Refined Key Issues in Our AI Quotation Maker — It Now Sends Fully Automated Proposals for Virtual Offices even Faster and Cleaner.
From client inquiry to branded PDF quotation — fully automated. Zero typing. Zero waiting. Zero missed opportunities.
💸 Total Cost: $0/month
⏰ Time Saved: 3+ hours per day
🎯 Accuracy: AI-calculated pricing with validation
📧 Email Replies: Personalized automatically
📄 Quotations: Generated as PDFs
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🔥 WHAT THIS AI AGENT DOES:
📨 Step 1: Inquiry Capture
→ Automatically triggered when a new client form submission arrives
→ Extracts key details (company name, number of seats, location, start date, plan type)
→ Saves client data to your CRM or Google Sheet
→ Creates a unique inquiry ID for tracking
🧠 Why this matters:
Most companies lose leads because responses take too long.
This agent captures every inquiry instantly — no human delay.
🧮 Step 2: AI Quotation Generation
→ AI calculates accurate pricing using your current rate sheet
→ Detects add-ons (e.g., meeting rooms, mail handling, phone services)
→ Applies special discounts or promos based on client category
→ Creates a detailed quotation document (PDF) using your brand design
📄 Output Example:
A 2-page professional PDF with pricing summary, inclusions, terms, and your company logo — automatically generated in seconds.
🧠 Why this matters:
Manually quoting takes hours. The AI handles pricing logic precisely, removing human error.
💌 Step 3: Auto Email with Attached PDF
→ Drafts and sends a personalized quotation email from your sales inbox
→ Attaches the generated PDF quotation
→ Uses a polite and confident tone (fully editable)
→ Marks the email as “sent” and logs it in your CRM
💬 Example Message:
“Hi [Name],Thanks for your interest in our Virtual Office packages!Attached is your personalized quotation for [Location] starting [Date].
Let us know your preferred plan, and we’ll secure your spot.”
🧠 Why this matters:
AI not only creates the document — it sends it professionally and instantly. That first-impression response time wins deals.
🗂️ Step 4: Tracking & Notifications
→ Logs every sent quotation in Airtable or Google Sheet
→ Tracks open status and PDF views
→ Notifies your team on Slack or SMS once a client opens the quote
🧠 Why this matters:
You know exactly when a prospect is interested — and can follow up while they’re still warm.
📊 Step 5: Proposal Analytics
→ Tracks total quotations sent, viewed, and accepted
→ Calculates conversion rate automatically
→ Highlights top-performing packages or discounts
→ Generates a weekly performance summary
🧠 Why this matters:
You stop guessing what works — AI shows you what converts.
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⚡ REAL IMPACT
Before Automation:
✗ Typing replies manually = 10 min
✗ Manually formatting PDF quotations = 15–20 min
✗ Searching rate sheets & updating totals = 30 min
✗ Logging data in CRM = 10 min
✗ Total: 1+ hour per client quote
After Automation:
✓ Everything happens automatically
✓ You just review or approve before sending (optional)
✓ Total saved: 50–60 minutes per quoteFor 20 inquiries per week = 16–20 hours saved (half a work week!)
🧠 Why this matters:
This isn’t about speed — it’s about freeing up your team to close more deals.
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💰 100% FREE TECH STACK
🔧 n8n (self-hosted automation)
🧠 OpenAI GPT-4o-mini for natural language + pricing logic
📊 Airtable for quote tracking (free tier)
📄 Google Docs → PDF for template rendering
📧 Gmail API for sending personalized emails
☁️ Google Drive for storing sent PDFs📲 Slack / SMS for notifications
✅ No subscriptions.✅ No limits.✅ No excuses.
🧠 Why this matters:
You can deploy this with open-source tools — no need for expensive SaaS or developers.
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🎯 WHO NEEDS THIS:
✅ Virtual Office companies sending 10+ quotes per week
✅ Coworking spaces handling multiple inquiries daily
✅ Admins tired of editing Word templates manually
✅ Sales teams that lose leads because replies take too long
✅ Entrepreneurs managing multiple office branches remotely
🧠 Why this matters:
Anyone quoting clients manually is losing hours and potential revenue every day.
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💥 THE FUTURE OF SALES IS HERE
AI handles the repetitive work.
You focus on relationships and deals.
Your inbox stays organized. Your clients get instant quotations, Your business looks 10x more professional.
Share your thoughts?
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🚨 Day 2 Update: I Refined Key Issues in Our AI Quotation Maker — It Now Sends Fully Automated Proposals for Virtual Offices even Faster and Cleaner.
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