Sales inbox automation
Sales inbox automation that sorts orders from quote requests
QuotifAI brings sales inbox automation to the mailbox you already use. It reads every message that arrives, decides whether it is an order, a quote request or neither, and moves it to the right folder before anyone opens it.
Reads attachments · Any language · Runs in your existing mailbox
Attached spreadsheet lists 18 items with quantities, no prices, delivery address and vendor fields.
1 attachment · received 02:14| Subject | Label | Folder |
|---|---|---|
| Inquiry Q252612032 | request | Quotes |
| Our order 82615207 | order | Orders |
| Thank you for your order | neither | Inbox |
| RFQ valve DN40 | request | Quotes |
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Why automate the sales inbox
Quotes wait in the inbox before anyone starts work
Orders and quote requests arrive mixed in with supplier replies, delivery notices and everything else. Someone has to open each one to find out which is which, and none of that time counts as quoting.
Orders and RFQs separated on arrival
QuotifAI labels each message as an order, a quote request or neither, so the inbox is already sorted when your team opens it.
Supplier replies stay out of the way
When a supplier confirms a PO you placed, QuotifAI recognises it and leaves it alone. It never shows up as new business.
Nothing waits for office hours
Mail that arrives overnight or at the weekend is sorted by the time the first person logs in.
It opens the attachments too
QuotifAI reads PDFs and spreadsheets, scanned pages included, so an order sheet on an otherwise empty message still lands in the right place.
Any language your customers write in
QuotifAI reads whatever language a message arrives in, and handles threads that switch between languages. There is no list of languages to set up.
Filed into the folders you already use
Messages land in your existing order and quote folders. Your team carries on working in the same mailbox.
From unread message to the right folder
How sales inbox automation works
01
It picks up new mail on its own
QuotifAI watches each department mailbox continuously. Replies and forwarded threads your team has already dealt with stay where they are.
02
It reads the newest message in full
QuotifAI takes in the latest message along with any PDF or spreadsheet attached to it, scanned pages included. Older quoted history counts as context only, so a request from months ago further down the thread does not decide the outcome.
03
It decides, and records why
QuotifAI settles on order, quote request or neither, and stores the reasoning behind the call. It also picks up the customer name and the kind of goods involved.
04
It files the mail where your team expects it
Orders go to your order folder, quote requests to your quote folder. Everything else is marked as seen and stays in the inbox, so nothing disappears.
The difference it makes
What changes once the inbox sorts itself
Nobody sorts the inbox any more
The person who used to open every message just to decide where it belonged can spend that time quoting.
Your own POs stop causing confusion
QuotifAI checks whose order the sender means. A supplier confirming a PO you placed never lands in the pile of new business.
Old threads stay closed
The decision comes from the newest message. A reply to a quote you already sent is not treated as a fresh request.
An enquiry stays an enquiry
A formal document full of line items and quantities is still a quote request when it is headed as an enquiry or RFQ. QuotifAI does not mistake the paperwork for a commitment.
Every decision comes with a reason
QuotifAI records why it labelled each message the way it did, so you can check its calls and correct the ones you disagree with.
Customer and product type, captured up front
QuotifAI notes who sent the message and what kind of goods it covers, so whoever picks it up already has the context.
It runs in the mailbox you already have
No second inbox and no new tool for your team to learn. QuotifAI works inside your existing mail server and folders.
You can tell it what to ignore
Domains that never send orders or quote requests can be skipped completely, so nothing is spent on them.
Your inbox stays under your control
See what was classified, and why
A reason for every message
QuotifAI logs the label, the customer, the product type and the reasoning behind each decision.
Volume and cost, per mailbox
You can see how much each mailbox handles per day, and what it costs to run.
The rules stay yours
You decide which mailboxes QuotifAI watches, which folders it uses and which domains it ignores.
Questions
Before you book a demo
What does QuotifAI look at when it classifies an email?
The newest message in the thread, plus anything attached to it: PDFs, spreadsheets, scanned pages. The quoted history below the latest reply counts as context only.
Does it read attachments or only the message body?
Both. QuotifAI opens attachments, including scanned documents, so an order sheet or enquiry form on an otherwise empty message is still read properly.
What happens to replies and forwarded messages?
Threads your team has already picked up are marked as seen and left where they are, so the same conversation is not filed twice.
Which languages does it handle?
Any language your customers write in. There is no per-language setup and no list to maintain, so a mailbox that gets Dutch, English, French and Spanish is handled the same way throughout. Threads that switch language part way are read as one message.
Where do the messages end up?
In your existing mail folders. Orders go to the order folder for that department, quote requests to the quote folder. Everything else stays in the inbox, marked as seen.
Do we need the full QuotifAI quoting platform to use this?
No. Sales inbox automation runs on its own and only needs access to the mailbox you want sorted. Orders and quote requests land in your existing folders and your team carries on exactly as they do now. If you add QuotifAI quoting later, the same decisions feed straight into it.