Not because someone remembered to delete it — because the client-facing document is generated from a layer that never receives it.
· Updated · 3 min read
Every company that quotes has two numbers behind one document: what it costs, and what the customer pays. Keeping them apart is usually a matter of discipline: the right template, a careful read before sending, a rule about which spreadsheet leaves the building. Discipline works until the quarter gets busy. The alternative is an architecture where the internal number has no path to the client-facing text at all.
The same price engine drives the on-screen calculator your team works with and the document the client receives. It is one implementation, so the quote cannot drift from the calculation. The internal margin formula is structurally unable to appear in client-facing text, so the protection does not depend on anyone remembering.
The engine is tested against a proposal the company had already sent, and must reproduce it to the cent. A change to the pricing logic that breaks that stops the build, so the regression is caught before a document is. It is also the quickest way to judge it from the outside: bring a quote you know is right and watch the engine produce the same number.
Keeping the margin out is one of several rules fixed by tests in the product. Hardware is listed at unit price, never as a pre-multiplied total that hides the count. A proof of concept is never offered free. A regional uplift applies to the software only, never to the service. The delivery section carries no country or incoterm that has not been agreed. Each is pinned by a test, so a change that would break one fails the build and never reaches a client.
The proposal is generated in your company's own .docx format, which matters more than it sounds: a quote that arrives looking like it came out of a tool undoes the impression the rest of the process built. The layout is yours and the numbers are generated. Word and PDF both come out in that format and in the client's language, translated whole by a language model and cached per proposal. If the translation cannot be completed it fails loudly, nothing half-translated is shipped, and the original language always works.
Three steps, with a human on the last one. Configure: add the company (a quick record kept apart from the outreach lead book), set the configuration and watch the price resolve on screen. Generate: Word and PDF from the figures you just approved. Send: from a real company mailbox, with 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.
Every priced proposal is recorded, so the question “what did we quote them in March” has an answer that does not involve searching someone's sent items. The proposals sent before any of this existed are pulled in too: mailboxes are re-scanned every quarter of an hour, each pass resuming where the last one stopped, and recent mail is processed ahead of the historic pile. Documents are judged on what they are: proposal wording outranks subject-line filtering, while real invoices, proformas and a supplier's own quote stay out. Each accepted document keeps the reason it was accepted.
Most proposals are not rejected. They go quiet, and then they go stale, because chasing them is nobody's favourite afternoon. A re-engagement campaign works that back catalogue on its own. It is usually the cheapest pipeline a company has, since the qualification and the pricing conversation already happened. The status it reports is the true one: a follow-up is identified by the campaign it belongs to, so two years of ordinary correspondence with a client are never mistaken for a fresh chase, and a recipient in a campaign nobody has started is reported as not sent, never as queued. Quiet quotes surface as a list, and nothing goes out until you start it.
More about this product: AI Proposal Manager
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