For ship chandlers
AI quoting software for ship chandlers
Ship chandlers work under pressure. QuotifAI reads your customers’ RFQ sheets, matches IMPA and ISSA numbers against your catalogue, converts units, applies your pricing and gets a response out before the next chandler does.
SAP · Microsoft Dynamics 365 · Exact · Odoo · Klipboard Wholesale · custom legacy systems
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Why chandlers switch
Built for IMPA, ISSA and everything without a code
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.
Faster turnarounds
More quotes out the door with less waiting.
Fewer errors
Standardised checks reduce back‑and‑forth and rework.
Smoother days
High‑volume periods stay manageable with dependable automation.
Fit to your process
We adapt data capture, item matching, pricing rules, and output formats to your needs. QuotifAI is purpose-built for industries dealing with complex technical enquiries, such as maritime services, logistics, wholesale, and manufacturing, where speed and accuracy in high-volume quoting are critical.
Start smoothly
Adopt at your pace - no disruptive big‑bang change.
ERP Connection
We create and maintain the integration to your existing systems end-to-end, integrating with major ERP systems like SAP, Microsoft Dynamics 365, Exact, Odoo, Klipboard Wholesale, and custom legacy systems.
Why speed decides it
The first complete quote usually takes the order
A purchasing officer sends the same RFQ to several chandlers at once and works down the replies as they arrive. For a chandler, response time is not an efficiency measure, it is how the order is won.
Answered as it lands
A request that arrives while your team is busy is not left sitting until someone is free. It is read, matched and priced the moment it arrives.
Fast only counts if it holds up
Every line is matched on its IMPA or ISSA number and priced from your current list. Unclear items are flagged one at a time.
It remembers what you quoted before
Many requests include items you have priced before. Those are recognised straight away, so nobody has to look them up again, and anything new is remembered for next time.
From inbox to ERP
Your workday with QuotifAI
01
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.
02
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. An IMPA or ISSA number is recognised as one and matched on the code; a line that arrives with no code at all is matched on its description instead. 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.
03
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.
04
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.
05
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. It is continuous improvement built into your routine.
What it delivers
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.
IMPA, ISSA and your own codes
QuotifAI reads IMPA and ISSA numbers and your customers’ own reference numbers, and matches them against your catalogue. Where no code is given, the description is matched instead, and your corrections 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.
Under the hood
Extra features built in
Built-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. A clear activity trail shows who did what and when, so you stay compliant without slowing anyone down.
Dashboard
A quick glance shows that everything is healthy and up to date. If something needs attention, it appears clearly, so 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, with fewer mismatches and fewer delays.
Related solutions
Other workflows we can automate
Use the same platform for the operational work around quoting, pricing, and order handling.
Sales inbox automation
Sort every order and quote request before anyone opens the inbox
QuotifAI reads each incoming message, decides whether it is an order, a quote request or neither, and files it into the right folder in your existing mailbox.
Customer portals
Stop copying quote data between portals and your ERP
QuotifAI finds the RFQ, applies your existing matching and pricing workflow, and fills the completed response back into the portal.
Custom AI automation
Have a process that no product covers? We build it
You bring the idea and the knowledge of how the work is done. We build the AI that runs it, put it into production and keep it running.
Ready to automate your quotation process? Schedule a free demo.
See QuotifAI run against a real request, then try it free on your own pricelist.