Building a Smart Quotation Engine: From Product Catalog to Instant Pricing

In B2B sales, the quotation is where deals are won or lost. A prospect asks for pricing, and the clock starts ticking. Respond in minutes with a professional, accurate quote, and you are the frontrunner. Take three days because your sales rep needs to check with finance, consult the product catalog, calculate volume discounts, and format a PDF, and you have lost the deal to a faster competitor. The urtwin Quotation Agent eliminates this delay entirely.

The Anatomy of an Intelligent Quote

A good quotation is more than a list of prices. It reflects the customer's specific context — their negotiated rates, volume tiers, payment terms, and historical purchasing patterns. The Quotation Agent ingests your entire product catalog, pricing rules, and customer relationship data to generate quotes that are not just fast but smart. If a customer typically orders 500 units and asks for a quote on 100, the agent can note the volume discount they would unlock at their usual quantity, subtly encouraging a larger order.

How It Works

• Customer sends a quotation request via WhatsApp, email, or through a web form
• Agent identifies the customer and pulls their profile: negotiated rates, payment terms, credit status
• Agent matches requested items against the product catalog, including variants and substitutes
• Pricing engine applies the correct discount tier, promotional rates, and currency conversion if needed
• VAT is calculated per Saudi regulations with correct tax category codes
• Agent generates a professional PDF quotation with company branding and terms
• Quote is sent to the customer via their preferred channel with an expiry date
• Agent follows up automatically if the quote is not responded to within the defined window

Dynamic Pricing Rules

The Quotation Agent supports complex pricing structures that are common in B2B. You can define tiered volume discounts that apply automatically, early payment discounts (e.g., 2% for payment within 10 days), bundle pricing for related products, seasonal adjustments, and customer-specific negotiated rates that override standard pricing. All rules are configured through a visual interface — no coding required.

For businesses with large product catalogs, the agent also handles product matching intelligently. If a customer asks for "500 boxes of A4 paper, 80gsm," the agent maps this to the correct SKU even if the customer did not use the exact product name. It can also suggest alternatives if a requested item is out of stock, presenting the closest match with transparent pricing.

Approval Workflows

Not every quote should go out automatically. The agent supports configurable approval thresholds. Quotes under SAR 50,000 might be auto-approved and sent immediately. Quotes between SAR 50,000 and SAR 200,000 could require sales manager approval. Quotes above SAR 200,000 might need VP sign-off. The agent routes each quote through the appropriate approval chain, tracks the status, and sends the quote the moment all approvals are collected.

Conversion Intelligence

Over time, the Quotation Agent builds a dataset of which quotes convert and which do not. It identifies patterns — perhaps quotes sent within one hour of the request convert at 3x the rate of those sent the next day. Maybe quotes with itemized breakdowns convert better than lump-sum pricing. The agent surfaces these insights in weekly reports, helping your sales team refine their strategy based on data rather than intuition.

For companies in Saudi Arabia processing 50+ quotations per week, the agent typically pays for itself within the first month through improved conversion rates and reduced sales cycle time alone. The speed advantage is particularly impactful in competitive bid situations where multiple vendors are quoting simultaneously.