By SIGMA Integrated Business Services Inc.
The problem: quoting before the request is clear
An enquiry can arrive by email with a vague requirement and an urgent deadline. Drafting a proposal immediately risks assuming quantities, scope or delivery terms. A better workflow makes missing information visible before a commercial commitment is made.
1. Capture the request and its gaps
Fictional example: Cedar Works asks, “Can you supply replacement pumps for our site next month?” The intake record keeps that wording and flags missing quantity, equipment specification, site constraints, delivery location and required date. It does not guess a compatible product, price or availability.
2. Ask for the information that changes the quote
- Which equipment specifications or existing part references must the supply meet?
- How many units are required, and where must they be delivered?
- What is the required delivery date and any access constraint?
- Is the request supply only, or does it include installation, testing or support?
3. Draft a scope from confirmed requirements
Fictional follow-up: the customer confirms two units, provides its equipment specification and requests supply only. The draft scope states: supply two units against the customer-approved specification; installation and commissioning excluded; supplier compatibility, availability, delivery date and commercial terms still to be confirmed. The draft clearly separates confirmed facts, exclusions and open items.
4. Review before sending
A responsible person checks the customer record, technical suitability, supplier evidence, price, exclusions and terms. AI can help structure or draft permitted information; it cannot establish stock, technical approval or contractual authority. The customer-facing proposal is released only after the required review.
What to measure
- How many enquiries arrive with the information needed for review?
- How often does the draft invent or omit a requirement?
- How long do clarification and human review take?
- How often is a proposal sent back for scope corrections?
What SIGMA can help define
A scoped review can produce an intake checklist, current and proposed process map, a draft scope template, approval responsibilities and evaluation measures. This example is illustrative; it is not a working integration or a customer result. A pilot or implementation requires separately confirmed delivery capability and scope.
Choose your next step.
Start with the free readiness check, or bring one workflow bottleneck to a free 30-minute call. The call clarifies the issue and whether a paid review would be useful; it does not include implementation or a written diagnostic report.