# Quotes and price lists from mail and files

A request arrives by mail, sometimes with a PDF. What remains is a draft on the company template, for whoever sells to reread.

- Duration: One day on site

## The need

An updated quote or price list is needed, with attached sheets, without whoever sells recopying from three folders. The job — negotiating, closing, entering the order — stays with the person. What is lightened is the work around it: gathering from mail and files, assembling, flagging gaps.

## What it crosses

Email, request PDFs, internal price lists, product sheets, the company's quote template. It does not write into the ERP. It does not cross PriMus or CAD.

## What the day does

The procedure is made explicit: where price lists and sheets are taken from, how the draft is assembled on the company template, where a person stops (price, discount, yes or no). Work starts on three messy sample requests, then moves to real files. At the end of the day the procedure is written and someone in the company can run it the following week.

## What it contains

- Procedure instructions, in the company's language.
- Folder conventions: inboxes, drafts, to reread, archive.
- Review criteria: required fields, expected attachments, what to flag if a piece is missing.
- Human stop points: price, discount, sending.

## How the day runs

1. **Environment already set**: It opens with the three samples, before real files.
2. **Run on samples**: How the procedure treats disorder: a skewed attachment, a missing code, a company name written two ways.
3. **Move to real files**: Samples stay in separate folders. Company files replace them; they do not delete them.
4. **One real draft**: At least one draft to reread, on the company template.
5. **What remains**: Internal owner, a metric stated beforehand, a written procedure.

## Sample data

Invented, messy, never from clients.

### Mail from Nord Latticini Srl (fictional company)

Subject: «urgent HORECA price list??». Body with the company name written two ways, a rotated PDF, a product sheet in .docx with allergens in a broken table, an Excel list with an empty price column.

### Certified mail from Officina Valle Bruna (fictional company)

RFQ for a turned part, a low-resolution PDF drawing, quantity «about 200 / to confirm», a deadline already passed, three item codes of which one does not exist in the sample list.

### Mail from Edilcantiere Quarto (fictional company)

A specification pasted in the mail body, supplier prices in three PDFs with different units, a line «as last time», a missing attachment («I'll send the screed sheet later»).

## What remains

The written procedure, the environment on the assistant in the company's name, the stop criteria, at least one real draft to reread, an internal owner. The following week the procedure can be run without Artik in the room.

## When it is not suitable

- The «quote» is a take-off from drawings (PriMus, AutoCAD) or a site-hour estimate: that is the job.
- Negotiation, closing a discount, or a bid pricing strategy is required.
- The order or confirmation must be written into the ERP.
- The request arrives once or twice a year.
- Price lists and sheets do not exist, or exist only in one person's head and cannot be exported.
- An assistant that sends the quote on its own is requested.

## Prerequisites.

- Assistant in the company's name.
- Internal owner (usually whoever already assembles quotes).
- A quote or price-list template, even an imperfect one.
- A folder or export to pick lists and sheets from, without entering the ERP.

Work uses the company's files, in the environment in the company's name. Artik Lab does not take documents away. The ERP is not entered. Sample data are invented.

## Examples, not a menu

The sector is a label. The process is the same.

### Food processing

A HORECA or retail list and product sheets from mail.

### Contract machining

A request for quote with a PDF drawing.

### Construction or plant work

A specification and supplier prices assembled before the take-off, which stays out.

## FAQ

### Does the quote go out on its own?

No. A draft is produced. Whoever sells rereads, decides price and discount, and sends.

### Does this enter PriMus?

No. If the quote is a take-off, this activity is not suitable.

### Is the ERP updated?

No.

### Is a salesperson needed in the room?

Whoever already assembles quotes is needed, with a mandate to adopt the procedure. This is not a course for the sales network.


## Related services

- [Operational start](https://ar-tik.com/en/operational-start/index.md)