AI portal automation
Automate customer portal quotes from request to response
The QuotifAI AI portal agent logs in to customer portals, retrieves quote requests, processes and prices every line, then returns to fill the completed quote back into the portal.
AI portal agent · RFQ retrieval · ERP pricing · automated portal entry · video replay
From noreply@portal.example.com
Subject New RFQ RFQ-4471 published: Pump overhaul parts, week 46
A new request for quotation is available in the Example Procurement Portal.
Reference RFQ-4471, closing 30-10-2026 17:00
Customer
Example Engineering Ltd
Portal
portal.example.com
#
Agent step
Replay
1
Signed in to the portal
Account set for Example Engineering Ltd
00:01
2
RFQ-4471 found, reference checked
Excel export downloaded, 8 lines
02:26
3
Matched and priced in QuotifAI
6 lines accepted, 2 checked by your team
4
Prices filled back into the portal
Imported, then all 8 prices checked
02:51
Quote total 8 lines
€2,116.30
Replay recorded
Quotation submitted
Trusted by
Works alongside your ERP
SAP
Microsoft Dynamics 365
Exact
Odoo
Klipboard Wholesale
Custom legacy systems
SAP
Microsoft Dynamics 365
Exact
Odoo
Klipboard Wholesale
Custom legacy systems
Why automate customer portals
Stop copying quote data between portals and systems
Many customers publish quote requests inside their own procurement portals. Your team has to sign in, find the right RFQ, download or copy every line, process it in your own systems, then return to enter the completed quantities and prices. QuotifAI connects those steps. It retrieves the request, sends the data through your existing matching and pricing workflow, and fills the processed quote back into the portal. Your team keeps control of review and submission without repeating the data entry.
Fetch portal RFQs automatically
Open the correct request, verify its reference, and retrieve every quote line without manual copying.
Write results back into the portal
Return after processing and complete the portal fields, or use the portal's own Excel import where it offers one.
Keep your pricing workflow
Product matching, units, quantities and prices still follow your existing QuotifAI and ERP rules.
Learns how each customer portal works
The AI works out how the portal is structured and remembers successful navigation and login state, so repeat jobs can move faster.
A person can step in when needed
If a portal asks for a human check, such as a captcha, the agent waits for an operator and resumes in the same portal session.
Watch and replay every portal job
Follow the AI agent live or replay the full browser session in video format to see exactly what it did.
From portal request to completed response
How customer portal automation works
The agent handles the portal on both ends: it fetches the request, and after QuotifAI has priced it, it fills the answer back in. Your team reviews the quote in between.
01
The portal request is found and retrieved
QuotifAI opens the configured customer portal, signs in with the assigned account and locates the correct RFQ. It verifies the reference before extracting anything. When the portal offers an Excel or PDF export, the agent downloads it. Otherwise it captures the full header and every item page in a stable order.
Signed in with the account set for that portal
Reference checked before anything is extracted
Excel or PDF export downloaded where offered
02
QuotifAI processes and prices every line
The retrieved request enters the same QuotifAI workflow as any other RFQ. Product descriptions are matched to your catalogue, quantities and units are normalised, and customer-specific prices and discounts are applied. Incomplete or ambiguous lines stay visible for review instead of being silently submitted.
The same matching and pricing as your email requests
Unclear lines flagged for review
The portal export beside each line
03
The completed quote is filled back into the portal
After processing, QuotifAI returns to the same customer portal and opens the quote for editing. If the portal supports an Excel import, the completed dataset is uploaded first. Otherwise the required quantities, units and prices are entered into the portal fields and checked before the workflow continues.
Quote reference checked again before editing
Excel import where the portal supports it
Every entered price checked against the quote
04
The result and video replay stay available
Each portal job keeps its status, the steps the agent took and the recorded browser session. You can rewatch what the AI agent did in video format, jump to any step, or stop a running job when the workflow should not continue.
Every job listed with its customer, progress and duration
Video replay with the agent's steps as subtitles
A running job can be stopped
Your portal workflow stays visible
See what the AI portal agent is doing
Every portal job is recorded, so you can see how the agent moved from the original request to the completed portal response.
Remembers successful portal workflows
The AI agent reuses saved portal learnings and login state, helping repeat quote jobs reach the right screens faster.
Watch live or replay later
Follow the portal job while it runs, then rewatch the recorded browser session as a video whenever you need it.
Take over when the AI needs help
When a portal asks for a human check, an authorised operator takes control of the open browser session, handles the step and lets the AI agent continue afterwards.
What AI portal automation delivers
Benefits of AI customer portal automation
Download and import first
Uses supported portal exports and imports when available, reducing repetitive field-by-field handling.
Portal form entry when needed
Falls back to controlled keyboard and browser entry when a portal has no usable import workflow.
Your portal login stays protected
Portal passwords are encrypted when you save them and only decrypted on the QuotifAI agent host when a job starts. Password values are not shown in job logs.
Portal files are checked before use
Files retrieved from the customer portal are scanned before QuotifAI uses them in the quote processing workflow.
No guessed prices
A line QuotifAI cannot match goes back with a remark instead of a guessed price, so nothing is entered that nobody checked.
Priced from your ERP
Prices come from your ERP through the same connection QuotifAI uses for quote requests by email.
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.
AI quoting software
Turn quote requests from email into priced quotes
QuotifAI reads quote requests in any format, matches every line to your catalogue and prices it from your ERP, for wholesale distributors and ship chandlers alike.
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.
Book a demo
What happens after you request a demo
A demo is a conversation about the portals your customers use and how your team handles them today, with the QuotifAI portal agent shown working on a sample portal request.
1
A short call about your portals
We look at which customer portals you quote in, how their requests reach you and where the time goes.
2
See it run on a sample request
We show the agent retrieving a sample portal request, QuotifAI pricing it, and the agent filling the answer back in.
3
A plan for your portals
We go through which of your portals the agent can handle and what setting each one up involves.
Your data stays in a dedicated environment. See security and control.
Questions
Common questions about AI customer portal automation
What is AI customer portal automation?
It connects the manual steps around portal-based RFQs. The QuotifAI AI agent opens the customer portal, retrieves the request, processes it through your quote workflow and fills the completed values back into the portal.
Can QuotifAI retrieve a quote and fill it back into the same portal?
Yes. The workflow is designed as a closed loop: retrieve the correct request, process and price the lines, then reopen the portal quote and enter or import the completed result.
Does the AI agent learn how a customer portal works?
Yes. The AI works out how the website is structured as it operates. Successful portal learnings and login state can be reused, helping repeat jobs navigate the same portal faster.
How are portal login credentials handled?
Portal passwords are encrypted when you save them and only decrypted on the QuotifAI agent host when a job starts. Password values are not shown in job logs. For the full picture, see security and control.
Can I rewatch what the AI agent did?
Yes. The browser session is recorded so you can replay the portal job in video format and see how the AI moved from the original request to the completed portal response.
What happens if the AI agent needs help?
When a portal asks for a human check, such as a captcha, the job pauses while keeping the same browser session open. An authorised operator takes control, handles the step and resumes the automation from the current page.
Do we need the full QuotifAI quoting platform to use this?
In the normal setup, yes. The AI agent retrieves the request from the portal, QuotifAI prices the lines, and the agent fills the completed response back in. The agent itself runs as a separate service, so it can also be set up to collect a request and send what it collects to a system you nominate. Pricing is the step that depends on the platform. See AI quoting for wholesale distributors or AI quoting for ship chandlers.
Ready to automate customer portal quotes?
See QuotifAI retrieve, process and fill back a sample portal request.
Request a demo