ERP Quotation Automation Platform

Delivered by Phenologix

Overview

Phenologix designed and delivered a custom ERP-based quotation automation platform for a mid-sized organization operating in the Appliances, Electrical, and Electronics Manufacturing sector.

The system enables sales and operations teams to create, manage, and approve quotations efficiently by selecting products, defining quantities, applying pricing rules, and attaching relevant terms and conditions. The platform is accessible on both web and mobile devices, allowing teams to respond to customer requests in real time.

The quotation module integrates seamlessly with core ERP components including product management, inventory, sales, and CRM, providing a unified and reliable quotation workflow.

Business Challenge

The client relied on manual and semi-automated quotation processes that created delays, pricing inconsistencies, and limited governance.

Key challenges included:

• Slow quotation turnaround impacting sales velocity

• Inconsistent pricing due to manual calculations and approvals

• Limited visibility into margin performance and pricing history

• Difficulty enforcing discount authority across teams

• Fragmented product, customer, and quotation data

The organization needed a scalable, role-based system to digitize quotation workflows while protecting margins and enabling faster decision-making.

Requirements

The client required a quotation system that could support both operational efficiency and pricing governance.

Core requirements included:

• User-friendly quotation creation for employees

• Integration with CRM for customer data and pricing context

• A flexible pricing engine supporting discounts, promotions, and customer-specific rules

• Real-time integration with the ERP product catalog for accurate pricing and availability

• Automated calculations for pricing, taxes, discounts, and validation checks

• Mobile and web accessibility for faster response times

Solution Delivered

Phenologix built a custom internal product automation and quotation platform tightly integrated within the ERP ecosystem.

The solution digitized end-to-end quotation workflows and introduced structured approval, pricing intelligence, and role-based access controls across the organization.

Platform Access Levels and Capabilities

Admin / Pricing Manager

The Admin panel provides full control over pricing governance, margin protection, and user access.

Key features include:

• User management with role and approval-level assignment

• Tiered pricing authority from Level 1 to Level 5

• Gross profit threshold configuration by product category and commodity code

• Floor price management at SKU level for job, stocking, contract, and promotional pricing

• Full quotation oversight with cost breakdowns, competitor pricing, and revision tracking

• Decision insights including landed cost, GP percentage, historical sales data, and SKU lifecycle data

• Quote approval, rejection, and revision workflows with audit trails

Sales Manager

The Sales Manager interface supports pricing leadership and opportunity prioritization.

Key capabilities include:

• Reviewing and escalating quotes submitted by CSRs

• Validating gross margins at SKU level before final approval

• Monitoring quotation pipelines by region, probability, and demand

• Collaborating with CSRs and Admins through structured comments

• Maintaining fast turnaround times with team-level performance visibility

Customer Service Representative (CSR)

The CSR interface is optimized for high-volume quotation generation with accuracy and collaboration.

Key features include:

• Structured quote creation with job or stock classification

• SKU tracking by date, region, job type, and quote status

• Side-by-side visibility of requested, approved, and competitor pricing

• Internal comments and document attachments for smoother approvals

• Integrated product lookup with category and commodity filters

• Dashboard metrics for total, pending, draft, and cancelled quotations

Shared Modules Across All Roles

All user levels have access to shared system modules, including:

• Dashboard: Real-time tracking of processed, pending, and total quotations

• Products: Centralized SKU catalog with pricing categories and availability

• Customers: Complete customer directory with traceable quote and sales history

• Posting Workflow: Structured quote submission and handoff with status visibility

Results and Impact

The automated quotation platform delivered immediate and measurable business impact.

Key outcomes include:

• Instant quote response via web and mobile access

• Significant improvement in sales responsiveness and conversion

• Strong pricing governance with enforced approval workflows

• Elimination of manual pricing errors and inconsistencies

• Over 31,000 quotations processed through the system

• High adoption across the North American sales organization

The platform is currently live and operational, supporting real-time business execution at scale.

Why This Solution Worked

This engagement succeeded because Phenologix combined deep ERP expertise with disciplined product engineering. By aligning system design with real operational roles and pricing controls, we delivered a solution that balances speed, margin protection, and scalability.

The result is an enterprise-ready platform that enables smarter pricing decisions, faster sales cycles, and long-term operational efficiency.

Looking to modernize ERP workflows or build custom internal platforms?

Talk to Phenologix about ERP automation, pricing systems, and enterprise software engineering.