Inbox automation for sales and order desks
Inbox automation that sorts orders from quote requests
QuotifAI brings inbox automation to the shared mailbox your sales team already uses. It checks every new email and its attachments, classifies it as an order, a quote request or neither, and moves it to the right folder before anyone opens it.
Email classification · Reads attachments · Microsoft 365, Exchange or IMAP
From purchasing@example.com
Subject Enquiry Q-25261, pump parts, see attached
Please quote the attached list. We need delivery in week 46.
Attachment: enquiry-Q25261.xlsx
Mailbox
sales@example.com
Checked
Around the clock
#
Message
Folder
1
Enquiry Q-25261
purchasing@example.com · XLSX
Quotes
2
Our order 82615207
orders@example.net · PDF
Orders
3
Confirmation of your PO 44821
sales@supplier.example.org · supplier reply
Inbox
4
RFQ ball valves DN40
buyer@example.net · scanned form
Quotes
Sorted before anyone opened them
4 of 4
Replies left in the inbox
Filed to your folders
Trusted by
Works in the mailbox you already use
Microsoft 365
Exchange
Gmail
IMAP
PDF, Word and Excel attachments
Scanned pages
Microsoft 365
Exchange
Gmail
IMAP
PDF, Word and Excel attachments
Scanned pages
Why automate the sales inbox
Orders and quote requests 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 new 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
A supplier confirming a PO you placed, or replying with their own prices, is recognised and kept out of your order and quote folders.
Nothing waits for office hours
Mailboxes are checked continuously, so mail that arrives overnight or at the weekend is sorted by the time the first person logs in.
It opens the attachments too
PDFs, Word files and spreadsheets are read, and scanned pages go through OCR, so an order sheet on an otherwise empty message still lands in the right place.
The languages your customers write in
There is no language list to set up. QuotifAI reads each message in the language it arrives in.
Filed into the folders you already use
Orders and quote requests move to your existing folders. Everything else stays in the inbox, so your team carries on in the same mailbox.
From unread message to the right folder
How inbox automation sorts orders and quote requests
QuotifAI is set up for your mailboxes: which ones it checks, where orders and quote requests go and which domains it skips. After that it runs on its own.
1
It picks up new mail on its own
QuotifAI checks each connected mailbox continuously, day and night. Replies and forwards are left in the inbox for your team.
2
It reads the newest message and its attachments
QuotifAI reads the latest message with any attached PDF, Word file or spreadsheet, and reads scanned pages with OCR. Older history further down the thread counts as context only.
3
It decides: order, quote request or neither
A customer placing an order is an order. A request for prices or a quotation is a quote request. A supplier confirming a PO you placed, or anything else, is neither.
4
It files the mail where your team expects it
Orders go to your order folder, quote requests to your quote folder. Everything else stays in the inbox, so nothing disappears.
Set up around your mailbox
Set up for your shared mailboxes and folders
QuotifAI is set up for the way your inboxes already work, so your team does not have to change anything.
The mailboxes you choose
You decide which department mailboxes QuotifAI checks, and which folders orders and quote requests go to.
Works with your mail server
Microsoft 365, Exchange or any IMAP mailbox, including Gmail. No second inbox and no new tool for your team to learn.
Domains it skips
Mail from domains that never send orders or quote requests can be skipped without being read.
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. An old request further down the thread does not turn a reply into a new enquiry.
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.
Conversations in progress are left alone
Replies and forwards stay in the inbox, so a thread your team is already handling is not filed again as new business.
Quote requests ready for quoting
Quote requests go to your quote folder. If you also use AI quoting, they are picked up from there and priced.
Related solutions
Other workflows we can automate
Use the same platform for the operational work around quoting, pricing, and order handling.
AI customer portal automation
Retrieve portal RFQs and fill the priced quote back in
The QuotifAI portal agent signs in to customer portals, retrieves quote requests and fills the completed quote back into the portal.
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 mailboxes your team works from and how orders and quote requests reach you today, with QuotifAI shown sorting a sample mailbox.
1
A short call about your mailboxes
We look at which mailboxes orders and quote requests arrive in, and how your team sorts them today.
2
See it sort a sample mailbox
We show QuotifAI reading sample messages with attachments and filing each one as an order, a quote request or neither.
3
A plan for your mailboxes
We go through which mailboxes and folders to connect, and what setting it up on your mail server involves.
Your data stays in a dedicated environment. See security and control.
Questions
Before you book a demo
What is inbox automation for orders and quote requests?
Software reads each new email in a shared mailbox, classifies it as an order, a quote request or neither, and files it into the right folder. QuotifAI does this inside your existing mailbox, so your team starts the day with a sorted inbox.
What does QuotifAI look at when it classifies an email?
The newest message in the thread and its attachments: PDFs, Word files and spreadsheets, with scanned pages read by OCR, so an order sheet on an otherwise empty email is still sorted correctly. Earlier messages further down the thread count as context only.
What happens to replies and forwarded messages?
They stay in the inbox, so a conversation your team is already handling is not filed as a new order or quote request.
Which languages does it handle?
There is no language list to set up. QuotifAI reads each message in the language it arrives in.
Where do the messages end up?
In your existing mail folders. Orders go to the order folder, quote requests to the quote folder. Everything else stays in the inbox.
Which mail servers does it work with?
Microsoft 365, Exchange and any IMAP mailbox, including Gmail. QuotifAI works inside your existing mailbox and folders.
Do we need the full QuotifAI quoting platform to use this?
No. Inbox sorting can be set up on its own: orders and quote requests land in your existing folders and your team carries on as it does now. If you also use AI quoting, sorted quote requests are picked up from the quote folder. See AI quoting for wholesale distributors or AI quoting for ship chandlers.