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Quote Request Assistant

Capture quote requests from forms and emails, extract requirements, and draft initial quote responses or scope documents.

quotessalesintakescope

What you need to build this

Connect these tools, give the AI this data, expect these outputs.

Connect

APIs & tools to set up

OAuth, API keys, or webhooks depending on the tool.

Gather

Data sources to pull from

Give to AI

Inputs per run

Raw quote request (form fields or email body)
Service catalog with pricing guidelines
Past quote examples for similar requests
Qualification criteria (minimum project size, service area, etc.)

Expect

AI outputs

Structured requirements summary: scope, timeline, budget signals, location
Qualification score: fit vs. not-fit with reasons
Draft acknowledgment email with clarifying questions
New row in quote tracker spreadsheet/CRM

BeginnerSemi-automatedHigh value3 no-code · 2 low-code · 4 custom options

Business problem

Quote requests arrive via website forms, email, and phone messages in inconsistent formats. Staff spend 20–30 minutes per request just organizing requirements before they can price anything.

Expected outcome

Each quote request is automatically logged, requirements extracted into a structured format, and a draft scope/acknowledgment email sent within 1 hour of receipt.

Who it's for: Businesses receiving 5–30 quote requests per week where each quote requires understanding scope before pricing — contractors, agencies, custom manufacturers.

Required data sources

Website Form SubmissionsView access method →
EmailsView access method →
SpreadsheetsView access method →
CRM RecordsView access method →

What data goes into the AI

Raw quote request (form fields or email body)
Service catalog with pricing guidelines
Past quote examples for similar requests
Qualification criteria (minimum project size, service area, etc.)

What the AI should output

Structured requirements summary: scope, timeline, budget signals, location
Qualification score: fit vs. not-fit with reasons
Draft acknowledgment email with clarifying questions
New row in quote tracker spreadsheet/CRM

APIs needed to automate this

Gmail APIAuth & setup →
Google Sheets APIAuth & setup →
HubSpot APIAuth & setup →
OpenAI APIAuth & setup →

System behavior

Triggered on each new form submission or labeled email
Extracts and structures requirements — does not generate final pricing
Flags unqualified requests with reason (out of area, too small, etc.)
Creates tracker row and acknowledgment draft within 1 hour
Escalates complex or high-value requests to owner immediately

No-code vs low-code vs custom

No-code

Lowest effort

Non-technical owners, quick validation, under 50 runs/day

3 options listed

Low-code

Medium effort

Operators comfortable with Zapier/n8n, need more control

2 options listed

Custom build

Highest effort

High volume, custom logic, or strict data privacy requirements

4 options listed

No-code options	Low-code options	Custom build stack
Zapier: form submit → ChatGPT extract → Sheets row + Gmail draft	n8n: form webhook → OpenAI structured extraction → CRM + email	Webhook for form submissions + Gmail label trigger for email quotes
Typeform + OpenAI integration	Make.com with form parser and GPT modules	OpenAI structured JSON output for requirement extraction
HubSpot form + AI enrichment	—	Sheets/CRM API for tracker update
—	—	Gmail API for acknowledgment draft

Start with no-code to validate the workflow. Move to low-code when you hit rate limits or need branching logic. Custom build when volume, privacy, or integration depth requires it.