For wholesale distributors

AI quoting software for wholesale distributors

QuotifAI is AI quoting software for wholesale distributors. It reads each quote request, matches every line to your product data and prices it from your ERP. Your team approves and sends.

SAP · Microsoft Dynamics 365 · Exact · Odoo · Klipboard Wholesale · custom legacy systems

Sample run 0 of 94 lines priced

⇆ Price list synced from your ERP today 06:12

Account 10042 · contract pricing received applying rules pricing checking margin ready to send

Line	Item	Qty	List	Rule applied
12	Gasket set, DN80 PN16	12	48.00	Contract −15%
19	Bearing 6208-2RS	8	21.00	Contract −15%
27	Impeller, bronze 4"	2	540.00	Product group −10%
33	Hose clamp W4 60–80	40	2.80	Volume break −15%

+ 90 more lines on the same rules

Priced from your ERP price list Contract and volume rules applied Margin checked, all lines pass

Illustration with sample data. Three rule types are shown: a customer contract, a product group and a volume break.

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Why distributors switch

Why wholesale distributors choose QuotifAI

One customer sends a 200-line schedule as a PDF. Another quotes their own part numbers, not yours. A third reorders what they bought last quarter and expects last quarter’s price.

Your team can price all of it, but every line means finding the right contract price, checking whether a volume break applies and confirming the margin still holds. QuotifAI matches each line to your product data, prices it from your ERP using the agreement that applies to that customer, and checks the result against your margin floor before anyone sees it. Your team reviews, approves, and sends. The quote goes out the same afternoon, not the next morning.

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.

From inbox to ERP

Your workday with QuotifAI

The chaos of the inbox

Customers rarely follow a template. They send messy requests like blurry PDF attachments, cryptic shorthand in the body of an email, or even photos of handwritten lists. To a human, this is a puzzle that takes 20 minutes to decode. To your business, it is a bottleneck. Instead of your sales team spending their morning translating these requests into your system, the software steps in the second they hit the inbox.

Turning mess into structure

This is where the heavy lifting happens. The system does not just read the email; it understands it. It identifies the line items, maps them to your specific product codes, and applies your custom pricing rules. It strips away the vagueness and builds perfectly structured data ready for your ERP. If the AI is confident, it moves forward. If a request is particularly complex, it flags it for a quick human review.

Closing the loop instantly

The result is not just data in a database; it is a finished conversation. Once the order is structured and approved, the system closes the loop. It pushes the data into your existing ERP with no manual entry or double typing. Simultaneously, a professional, structured quote is fired back to the customer. They get an answer in minutes instead of days, and your team starts their day with a win instead of a chore.

Pricelist

When supplier price lists change, your pricing data stays fully in sync. Whether the pricelist comes directly from your ERP system or from a supplier price list upload, it is automatically imported, structured, and validated.

No more manual copy-paste or spreadsheet cleanup. Products, costs, and margins are aligned consistently so every quote reflects the most up-to-date and accurate pricing rules. Built-in guardrails help detect inconsistencies or anomalies before they reach your customers.

The result is faster quoting, fewer errors, and better margin control, with pricing that always stays organised and up to date.

Reports

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. Clear visuals make it simple to share updates with leadership and align on priorities. It’s continuous improvement built into your routine.

What it delivers

Key benefits of automated quote processing

Immediate Response

Sends fast price indications to customers, even outside working hours.

Human-Smart AI

Proceeds only when confident; asks for review when unsure, just like a careful colleague.

Chaos to ERP

Turn messy descriptions into complete, ready-to-go ERP orders.

Learns From You

Every correction improves future results automatically.

ERP Companion

Not a replacement, but works alongside your ERP as a super-fast, reliable worker.

Document Capture

Reads PDFs, Excel files, and emails, extracts what matters, and prepares structured data.

Direct to ERP

We build the ERP connection for you and keep data in sync without double entry.

Pricing Confidence

Streamlined imports keep price data current; built-in checks protect margins.

Tailored Fit

We customise inputs and outputs to match your products, customers, and rules.

Secure by Design

Each customer runs in a dedicated, isolated environment.

Remembers Repeat Items

Items a customer has ordered before are recognised straight away, so a reorder goes straight to pricing at today’s rates.

Customer Part Numbers

When a customer quotes their own item numbers, QuotifAI learns which of your products they mean, so their numbering is recognised on later requests.

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.

Ready to automate your quotation process? Schedule a free demo.

See QuotifAI run against a real request.