Can this work with our existing price list in Excel?

Yes. We can build from an Excel or Google Sheets price list initially, and move to a dedicated pricing table later if needed.

How are discount approvals handled?

You define the thresholds — for example, discounts above a certain percentage route to a manager before the quotation is sent.

Does it work for complex, multi-line quotations?

Yes, including quotations built from bills of materials or multiple product configurations.

Will every quotation look the same?

Yes, format and terms stay consistent, while pricing and line items reflect the specific enquiry.

Can we track which quotations are still open?

Yes. Open quotations get automatic follow-up reminders and appear on the sales dashboard.

Quotation & Sales Automation

Turn an enquiry into a priced, approved quotation without entering the same information five times.

A quotation should take minutes to produce, not days. This system builds quotations from stored products, current pricing and customer terms, routes approvals where they're needed, and sends the document without anyone rebuilding it in Word or Excel from scratch.

Find What We Can Automate See how we implement

How the system works

Illustrative interface

01RFQ / email / PDF
RFQ receivedSample

02AI reads
AI reads the request
Document
RFQ
Line items
3 detected
Terms
Read from text

03Requirements extracted
RequirementsIllustrative
- Product family identified
- Quantities structured
- Specification captured

04Pricing
Pricing rulesIllustrative
- Price list appliedRule
- Customer tier appliedRule
- Margin check passedRule

05Quotation
QuotationSample
Quotation — illustrative
Product Qty Spec Price
Component A 5,000 Grade 1 —
Component B 1,200 Coated —
Delivery · Per agreed lead timePriced from your own list

06Approval
ApprovalIllustrative
Discount above threshold — routed to managerApproved

07Customer
Sent to customerIllustrative
Logged against the customer recordSent

Product	Qty	Spec	Price
Component A	5,000	Grade 1	—
Component B	1,200	Coated	—

The problem

Quotations slow down deals they should be speeding up

A salesperson gets an enquiry, then waits for someone else to confirm pricing, then builds the document manually, checking product codes and terms against three different sheets. By the time the quotation goes out, the customer has already asked a competitor.

Every quotation is formatted slightly differently because it's built from scratch each time. Discounts and terms are applied inconsistently because nobody has one source of truth for pricing rules.

When approval is required for a discount or a large order, it happens over WhatsApp or in person, with no record of who approved what.

The old way — handled manually

Salesperson waits on pricing
Document rebuilt from scratch
Discounts applied inconsistently
Approvals happen informally

Every step depends on someone remembering. Nothing connects to the next step on its own.

Why it happens

Pricing lives in someone's head

Only one or two people know the current rules, and they become the bottleneck.

Documents are rebuilt each time

There's no template pulling from live product and pricing data.

Approvals aren't tracked

Discount sign-off happens informally with no audit trail.

What we automate

The work this system takes off your team

Pulling product, pricing and customer terms into the quotation automatically
Applying discount and approval rules based on order size or customer type
Routing quotations for sign-off before they go out, when required
Generating a consistent, branded document every time
Sending the quotation and logging it against the customer record
Triggering follow-up reminders until the quotation is accepted or closed

Before and after

What changes on the ground

Same people, same customers, same tools where they already work — a different flow between them.

Before: scattered work

Salesperson waits on pricing
Document rebuilt from scratch
Discounts applied inconsistently
Approvals happen informally

Information is copied between tools by hand. Nothing is connected, so nobody can see the full picture without asking someone.

ScatteredConnected

With ReLeaf: one connected system

01Instant pricing pullFrom one source of truth
02Consistent documentGenerated automatically
03Rules-based discountsApplied the same way every time
04Tracked approvalsRecorded, not verbal

Each step hands the next one the information it needs. Work moves forward on its own and management can see where every job stands.

Use cases

Where businesses apply it

Trading company with hundreds of SKUs

Quotations pull correct part numbers and current prices instead of relying on a salesperson's memory.

Manufacturer with costed BOMs

Quotations reflect real material and labour cost inputs, so margins are protected without extra manual checking.

Business with tiered customer pricing

Discount tiers apply automatically by customer category, removing inconsistent one-off deals.

Who benefits

Sales team: Quotations go out same-day instead of waiting on someone else.
Finance / management: Discounts follow agreed rules with a visible approval trail.
Customers: Faster, more consistent quotations build confidence in your business.

Possible integrations

Zoho Books
QuickBooks
Odoo
SAP Business One
Excel
Google Sheets

We work with what you already run. If a tool is not listed, we look at whether it can connect before recommending a change.

Implementation

How we put this in place

Scoped so the first version is running inside your business quickly, then extended.

01
Map your pricing logic
We document how prices, discounts and terms are actually decided today.
02
Build the template
We create a quotation template that pulls from your live data.
03
Add approval rules
We set thresholds for when sign-off is required and by whom.
04
Test on real enquiries
We run it on live quotations before it becomes the default.

Questions we usually get asked

Related systems

Industries we build this for

Go deeper

See all seven systems

Get quotations out in minutes, not days

Show us how you currently build a quotation and we'll show you what can be automated.

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