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Case study · Sales & customersWhoever quotes first leads the conversation
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- Error riskAn outdated price or discount reaches the customer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 already called
The hidden cost of the current process
The company's most expensive people work as copy-paste operators.
- 1,950 hours a month of sales time on admin — the equivalent of 12 full-time roles.
- A slow quote is a lower win rate: customers decide where they got an answer first.
- The pre-meeting brief happens in the car — decisions run on partial data.
The cost of doing nothing
Manual work is an operational tax: the automation investment is finite, the manual cost is paid again every month.
The process after automation
- AutomationAn enquiry arrives — the agent reads it and configures items from SAP
- AutomationDiscounts per policy; beyond-standard → 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
- Margin protected by rules, not by a rep's memory
- A new rep quotes like a veteran from week one
Board-level KPIs affected
What management gains
- A live funnel: enquiries in, quotes out, where they stall
- Price discipline made measurable — policy deviations surface at once
- A forecast built on Pipedrive data, not optimism
Estimate it for your organisation
An illustrative estimate based on your inputs. A model of released capacity — not a savings promise.
Systems in this scenario
Inputs
- Skrzynka ofertowa / formularze
- Pipedrive
- Teams
Mientha agentic layer
- UiPath Agent Builder
- UiPath robots
- Maestro™ · Action Center
Core systems
- SAP (ceny, dostępność)
- Pipedrive
- Szablony ofert (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.
Typical duration depends on systems and rules — a single process is usually weeks, not quarters.
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 → manager approval on Teams
- A full trail: who approved what and when
Why now
- Customers pick the supplier who answers first — speed has become a buying criterion
- The edge is less and less the price — and more the hour you answer in
- Every month freezes ~€58,500 of selling time in admin
Why this matters to:
More conversations, a shorter cycle, discount discipline without a cop.
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 have to use anything — the quote arrives ready for review, the brief reports in before the meeting. Resistance ends with the first free Saturday.
CPQ structures configuration — great. The agent closes the loop: reads the enquiry, builds the quote, writes the brief. We start in weeks on what you have today.
We start with the 60–70% of repeatable configurations. The unusual ones stay human — just with the data served, not an hour of hunting.
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?
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