Quote every vessel, every format.
Built for the way ship chandlers actually work
Every ship operator sends requests differently. One emails a scanned PDF. Another sends a 40-line Excel sheet they expect you to fill in and return. A third uses abbreviations only someone who’s worked the docks for twenty years would recognise.
Your team knows how to handle all of it, but doing it manually for every vessel, every call, costs hours you don’t have. QuotifAI reads whatever comes in, maps it to your product catalogue, converts quantities and units where needed, and fills in the customer’s own format. Your team reviews, approves, and sends. The vessel gets an answer while it’s still in port.
Key benefits for ship chandlers
- Fills the customer's own RFQ sheet; QuotifAI outputs the quote directly into the Excel format your customer sent. No reformatting, no manual copy-paste.
- Per-customer configuration: Every shipping company has its own product codes, preferred units, and layout. We configure QuotifAI to match each one.
- Unit and quantity conversion; Litres to gallons, cases to units, kilograms to pounds. Conversions happen automatically based on your rules.
- Speed that matches port schedules; Responses go out in minutes, not hours. When a vessel has a six-hour turnaround, that matters.
- Works outside office hours; Requests that come in overnight are processed and ready for approval when your team arrives in the morning.
- Learns your catalogue; Vague descriptions get matched to the right product. Corrections feed back in and improve future matches automatically.
- ERP integration; Approved quotes push straight into your system. No double entry. Human review stays in the loop — The AI handles intake and pricing prep. Your team approves before anything goes out.
- Scales with call volume; High-traffic days don't create backlogs. The system processes in parallel.
Your workday with QuotifAI
The request lands, in whatever format it comes
A procurement officer from a vessel management company sends an Excel sheet with 60 line items. Column headers are in their own format. Unit types don’t match your catalogue. Some product descriptions are shorthand your catalogue doesn’t use. To handle this manually, someone on your team needs to open the file, decode the request, search for each product, check pricing, fill in the cells, and send it back. For one request, that’s 45 minutes. On a busy morning, that’s the whole morning.
QuotifAI processes the file the moment it arrives.
Matching, converting, pricing; automatically
The system reads the RFQ line by line. It matches each item to your product catalogue, using your configured rules for that specific customer. Where the customer uses different units – cases instead of units, litres instead of gallons – conversions are applied automatically. Your pricing logic runs on top. Margins, customer-specific rates, and quantity thresholds are all applied without anyone touching a spreadsheet.
If the AI is confident across all lines, it completes the quote. If one or two items are ambiguous, it flags only those for review; not the whole request.
Back in the customer's format, ready to send
The finished quote isn’t a generic PDF from your system. It’s the customer’s own Excel sheet, filled in with your prices and quantities in the columns they expect. The request is automatically sent back to the customer, ready to approve and use without any manual handling.
Pricelist management
When suppliers update their prices, bringing that into your system cleanly is half the battle. QuotifAI handles pricelist imports and keeps your pricing current. Built-in checks flag anything that looks out of range before it reaches a quote. You stay in control of your margins without spending hours on spreadsheets.
Reporting
At the end of the week, you see the story of what happened: volumes, response patterns, and outcomes. Trends highlight where things are improving and where small adjustments could have a big impact. You can spot bottlenecks and highlight quick wins for the team. Clear visuals make it simple to share updates with leadership and align on priorities. As you refine processes, the changes show up in the numbers. Everyone knows what’s working and what to try next. It is continuous improvement built into your routine.
Extra features
Build-In user management
Giving the right people the right access is straightforward and quick. New teammates get the views and actions they need, while sensitive data stays protected. As roles change, updates are just as simple, so your setup always reflects reality. A clear activity trail shows who did what and when. This builds trust across teams and helps with training and audits. You stay compliant without slowing anyone down. It's access that supports the way you work.
Dashboard
A quick glance shows that everything is healthy and up to date. If something needs attention, it appears clearly. This makes it easy to stay confident, especially during busy periods. Your team can focus on customers instead of chasing down issues.
Learning
When a product or reference looks unfamiliar, the system suggests the best match based on your history. You confirm once, and similar requests run smoothly next time. This reduces interruptions and keeps quotes consistent and clean. Over time, your catalog and references align more tightly with how customers actually ask for things. You can review and refine learning in one place, without digging through multiple tools. Fewer mismatches mean fewer delays and fewer corrections. Your team spends more time moving work forward and less time decoding requests.
And more to come!
We're always developing, guided by customer feedback. Our updates deliver new capabilities and thoughtful refinements without disrupting your day. We continuously strengthen useability, reliability, and performance as part of every release.