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Scenario · Sales & marketingThe quote goes out on the day of the meeting
The sales assistant: the quote and the pre-meeting brief
The agent reads the enquiry, builds the quote from SAP prices and availability, enforces the discount policy and prepares a brief before every meeting. The rep reviews, personalises and sends, the same day.
Executive summary
A quote needs data from SAP, a discount spreadsheet and the CRM: it takes days and varies by rep.
The agent assembles the quote from source systems and enforces policy; the rep just approves.
The quote reaches the customer the same day; ~1/3 of team time returns to selling.
SAP, Pipedrive, Teams, quote templates; UiPath agent + robots.
A B2B manufacturer, 60 reps, 900 quotes a month
Every quote is the same trek: prices and availability in SAP, discounts in spreadsheets and email, client history in Pipedrive, assembling a document in Word. On average 130 minutes of manual work.
Then the waiting: for a discount approval, for a free moment, for Monday. The customer gets the quote on day three, often after a competitor has already called with theirs.
The current reality
- HumanThe rep collects prices and availability in SAP
- HumanHunts for discounts and terms in spreadsheets and email
- WaitingWaits for the manager's discount approval
- HumanAssembles the quote in Word, pastes it into email
- Error riskAn outdated price or discount reaches the customer
- WaitingThe customer waits 3 days; a competitor has already called
The hidden cost of the current process
Sales reps spend hours copying data between systems.
- 1,950 hours a month of sales time on admin: the equivalent of 12 full-time roles.
- A slow quote lowers the win rate: customers often choose the supplier who answered first.
- The pre-meeting brief happens in the car: decisions run on partial data.
The cost of doing nothing
You pay for the automation once; the manual process costs you again every month.
The process after automation
- AutomationAn enquiry arrives: the agent reads it and configures items from SAP
- AutomationDiscounts per policy; a beyond-standard discount needs one approval on Teams
- AutomationThe branded quote is ready for review in 15 minutes
- HumanThe rep reviews, personalises, sends
- AutomationBefore the meeting the agent serves the brief: history, overdues, cross-sell
What the automation handles
- Quote configuration from SAP and Pipedrive data
- Enforcing discount policy on every line
- A brief before every meeting, unprompted
When a human decides
- The client relationship and negotiations
- Off-policy discounts: a manager's conscious call
- Priorities: which client, which deal, when
Before
After
Value model: example assumptions
Business benefits
- The quote reaches the customer the same day, often within the hour
- The team wins back ~1/3 of its time for client conversations
- Discount rules built into the process protect margin
- A new rep quotes like a veteran from week one
Board-level KPIs affected
quote turnaround · win rate · revenue per rep · discount discipline
What management gains
- A live funnel: enquiries in, quotes out, where they stall
- Price discipline made measurable: policy deviations surface at once
- A forecast based on Pipedrive data
Estimate it for your organisation
An illustrative estimate based on your inputs. It models released capacity and is not a savings promise.
Systems in this scenario
Inputs
- Quote inbox / forms
- Pipedrive
- Teams
Mientha agentic layer
- UiPath Agent Builder
- UiPath robots
- Maestro™ · Action Center
Core systems
- SAP (prices, availability)
- Pipedrive
- Quote templates (Word/PDF)
Human approval: Teams / Action Center
What we deliver
- Quote-process mapping with the head of sales
- The discount policy translated into rules and thresholds
- Agent + robots: configuration, document, dispatch, CRM entry
- Pre-meeting briefs on Teams
- A pilot with one regional team
- Monitoring: time to quote, win rate, discount deviations
What we need to start
- 20-30 recent quotes with their enquiries
- Price lists and the current discount policy
- Access to Pipedrive (a sandbox)
- Two workshops with the sales team
Implementation roadmap
Discovery
We map the process, data and exceptions with process owners.
Design
Target flow, business rules, approval thresholds.
Build
Agents, robots and integrations in your environment.
Validate
Tests on real cases, exception handling.
Go-live
Controlled rollout with human oversight.
Optimise
Monitoring, reporting and continuous improvement.
Duration depends on the number of systems and rules; a single process usually takes a few weeks.
Risk and controls
Autonomy under control
- Prices and discounts only from SAP and policy; the agent does not negotiate
- Every quote passes through the rep before it goes out
- An off-policy discount needs manager approval on Teams
- A full trail: who approved what and when
Why now
- Customers often pick the supplier who answers first
- Response time increasingly matters as much as price
- Every month freezes ~€58,500 of selling time in admin
Why this matters to:
More time for client conversations, a shorter sales cycle and discounts within policy.
Margin stops leaking through “exceptional” discounts and stale price lists.
Sales grow faster than the cost of running sales.
Questions we usually hear
They do not need to learn a new tool: the quote arrives ready for review and the brief appears on Teams before the meeting.
CPQ structures configuration. The agent covers the rest of the process: it reads the enquiry, builds the quote and writes the brief. We can start within weeks on the systems you have today.
We start with the 60-70% of repeatable configurations. The unusual ones stay with a person, who works from the data the agent has collected.
When this may not be the right solution
- A few dozen quotes a month from 2 people: not enough scale
- No price lists: every price negotiated from scratch
- The CRM has been dead for months: funnel hygiene first
A question for your next board meeting
How many quotes did you lose this quarter before you even managed to send them?
Solutions in the library
The same process as an implementation plan
The scenario shows the process with an AI agent on an example company. Library solutions describe the same or a neighbouring process with a value model and an implementation plan.
Enquiries wait for someone's Monday sort while a competitor calls the buyer on Tuesday.
See the solution Sales & marketingQuotes built, discounts approved and signed within the dayYour margin floor is enforced by a thumbs-up in a chat and audited three weeks later.
See the solutionWe deliver it through our service AI agents on Microsoft Teams.
The example company in this scenario works in Manufacturing & industry.
What is a one-day head start worth across 900 quotes a month?
Walk us through one enquiry: from email to sent quote. We will size the rest on your numbers.
Show us how a quote gets made today