A quote gets priced in one place and re-typed in another, and the two drift. Here a single engine produces both: the figure on your screen and the document that leaves the building come from the same calculation, in your own company format, in your client’s language — and the internal margin formula has no route into what the client reads.
Not two systems kept in sync by discipline. One calculation, used twice.
The same engine feeds the calculator you configure on screen and the file generated from it. There is no second place to update, so the price cannot drift between what you quoted and what you sent.
The engine is tested against a proposal the company had already sent, and must reproduce it to the cent. Change the pricing logic and break that, and the build stops — the regression is caught before the document is.
Word and PDF come out in the company’s own proposal format — the layout, sections and wording your clients already recognise, rather than something that looks like it came out of a tool.
The document is translated into the client’s language by a language model rather than a phrase table, and cached per proposal. If the translation cannot be completed it fails loudly — a half-translated client document is never quietly produced, and the original language always works.
Every one of these is fixed by a test in the product. They are not house style — they are conditions the build enforces.
Three steps, and a human on the last one.
Add the company — a quick record of its own, kept apart from the outreach lead book so a proposal contact never pollutes the prospecting list — then set the configuration and watch the price resolve on screen.
Word and PDF are produced in your own format, in the client’s language, from the figures you just approved on screen.
Send it from a real company mailbox with the document attached — sender, recipient, CC, subject and body all yours to set. Every send is recorded, and the thread is there the next time you open that company.
The proposals you sent before any of this existed are sitting in a mailbox. They get pulled in and filed without anyone digging.
Mailboxes are re-scanned every quarter of an hour, and each pass resumes where the last one stopped — so a proposal sent this afternoon shows up this afternoon, not tomorrow morning.
Documents are judged on what they are, not on the word invoice in the filename. Proposal wording outranks subject-line filtering, while real invoices, proformas and a supplier’s own quote stay out.
Recent mail is processed ahead of the historic pile, so a new document is never stuck behind thousands of old ones waiting their turn.
Each accepted document keeps the reason it was accepted, so a wrong call can be found and corrected instead of argued about. When the language model is unavailable, documents with clear enough evidence still pass — flagged as such.
Most proposals die of silence. The re-engagement side is built so the status you read is the status that is true.
A follow-up is identified by the campaign it belongs to, so two years of ordinary correspondence with a client can never be mistaken for a fresh chase.
A ready recipient in a campaign nobody has started is reported as not sent, never as queued. The system refuses to imply a send that is not going to happen.
A proposal is matched to its company by archive key, then by contact address, then by company name — so records filed under an older naming scheme still find their proposal instead of silently dropping out.
Every message with that company in one timeline, newest first, each marked as the proposal, a follow-up or a reminder — attachments, delivery status and full body included. An unsent reminder sits there too, with the template it would use.
Bring a quote you have already sent. The fastest way to judge a price engine is to watch it reproduce a number you know is right.
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