A reliable quotation workflow turns a customer's requirements into an offer the business can stand behind. Speed helps, but item identity, quantities and commercial terms determine whether the document is useful.
Capture the requirement
Preserve the buyer's original request, then clarify missing model, quantity, configuration and delivery information. An AI summary can help the team read the conversation, but the salesperson should be able to inspect the source messages when a detail matters.
Match the catalogue
Use stable product identifiers where available. Two products with similar names may have different configurations and prices. If the requested item is missing, ask for clarification or prepare an explicitly reviewed custom item rather than silently substituting a model.
Work through a two-item example
Use fictional catalogue data: two units of Item A at ₹10,000 each and one unit of Item B at ₹5,000. The subtotal before any tax or discount is ₹25,000. Increasing Item A to three units changes that subtotal to ₹35,000.
These are demonstration amounts, not live product offers. The purpose is to check that a quantity change reaches the document and totals correctly. Apply the actual tax, discount and rounding rules required for the real quotation.
Use the quotation workspace controls
In the quotation workspace, confirm the customer, selected catalogue items and quantities before generating a file. Review Customer PDF visibility: the grand total is always shown, while unit prices and per-item totals are hidden by default. Enable the relevant controls only when those details belong in the buyer's offer. The complete private version remains separate from the customer document.
Use Payment, notes & terms to review the payment instructions and conditions, then inspect the PDF design preview. Download customer PDF saves the private quote and produces a download. Save privately & attach saves the record and attaches the generated PDF to the conversation; attachment alone does not prove that a WhatsApp message was sent or delivered. A save or generation error needs attention before repeating the action.
For an existing saved quotation, the action changes to Update & attach to resend. Check that you selected the intended revision before sending. These steps describe the current PDF quotation feature; the two-item amounts above are fictional, not evidence of a live customer transaction.
Review the document
Check the customer identity, item description, quantities, unit prices, discounts, taxes and total. Include the appropriate validity and commercial terms. Keep a revised offer distinguishable from the version the buyer received previously.
Generate, send and verify
Preparing a draft, generating a PDF and sending it are separate actions. Preview the document and inspect the message result. A successful generation does not prove delivery. Avoid blindly repeating the send when the first attempt has an uncertain outcome.
Follow through
Record who owns the opportunity and what the next action should be. A quotation follow-up can ask whether the buyer needs a quantity change or delivery clarification. Stop the previous sales sequence when the buyer replies, purchases or opts out.
Customer evidence
Lee The Computer Shopee reports reducing a manual 15–30 minute quotation workflow to under two minutes for generating and sending a PDF using HeidelAI. This is a customer-reported result with its own operating context, not a universal timing promise. See the Lee The Computer Shopee customer story for the attribution and reporting period.
For accounting documents after the offer is accepted, follow the Tally invoice guide. To organize the next sales touch, use the WhatsApp follow-up examples.