This is not a real customer story. It is an illustrative use case built from the AiutoForm demo and typical industry workflows. Company names, amounts and counts are examples.
Quote request emails are added to the Quotes sheet with the request details, requested completion date and reply deadline, and the reply deadline goes on the calendar. Choose your finished quote file and set the reply status to Send, and a reply with the quote attached is created in the original thread, either as a draft or sent right away.
- Industry
- Commercial interior fit-out (fictional company)
- Gmail (Google Workspace)
- Documents received
- Quote request emails with drawings and site photos attached
- Sheets used
- Quotes · Customers · Schedule
How the work is often done today
- Quote requests arrive at the main inbox, individual staff inboxes and website form notifications, so it is unclear who should reply.
- Promised reply dates are tracked on sticky notes, and in busy weeks replies go out late.
- Nobody records whether a quote turned into a contract, so the win rate is unknown.
How quote requests get organized
- Classify quote requestsEven if the subject just says "Inquiry," an email asking for a quote is classified as a quote, and details such as space, floor area and preferred schedule go into the item summary.
- Record the reply deadlineThe reply deadline and requested completion date are added to the quote row, and the reply deadline goes to the Schedule sheet and the calendar.
- Reply with the quote attachedAssign your quote file to the row's reply file, choose the reply method (draft or send now) and change the reply status to Send. A reply with the attachment is created in the original email thread.
- Track win rate by statusUpdate the status (Received, Drafting quote, Replied, Won, Lost) and the data list shows counts and amounts by status.
What the Quotes sheet looks like
| Doc ID | Customer | Reply by | Requested completion | Items | Status | Reply method | Reply status |
|---|---|---|---|---|---|---|---|
| QT-260929-001 | Oakline Coffee – Midtown | 2026-10-02 | 2026-11-15 | Full fit-out, 710 sq ft café | Replied | Draft | Draft created |
| QT-260930-002 | Northgate Dental Group | 2026-10-06 | 2026-12-01 | Flooring and lighting, 2 treatment rooms | Drafting quote | ||
| QT-261001-003 | Core Studio Pilates | 2026-10-08 | Studio demolition and finish work | Received |
Example data for illustration. In the demo you can see the same flow with quote requests from a fictional parts company.
What changes in quote tracking?
- Requests from every inbox end up in one Quotes sheet.
- Overdue replies stand out on the calendar and in the list.
- Previous quotes and orders for the same customer appear on the right side of the pop-up, so a returning customer's past quotes are easy to find.
Expected effect (based on assumptions)
Under this assumption, less time goes into retyping requests and assembling reply emails, and fewer reply deadlines are missed.
This is an assumption for illustration. Actual results depend on request volume and how your team works.Frequently asked questions
Does it write the quote for me?
No. Your team sets the price and prepares the quote. The service organizes the requests, reminds you of deadlines and replies in the original thread with the quote you prepared.
I want to review replies before they are sent.
Choose Draft as the reply method and only a draft reply with the attachment is created in your Gmail Drafts folder. Review it and send it yourself.
What about drawings or site photos attached to the request?
You can view the attachment list and the original email together in the pop-up and download them. Viewing the original does not use AI, so it adds no extra cost.
Will it work with your inbox?
Tell us which email service and document formats you use, and we will show you how it fits.