WORK SAMPLE

Industrial Equipment Distributor

A real implementation pattern, anonymized. No customer name, logo, or fabricated metric.

SAMPLE IMPLEMENTATION

Industrial Equipment Distributor

An anonymized example from real implementation work: an industrial vibration monitoring equipment distributor in the Houston metro area with a deep catalog, repeat RFQs, and a quote process that needed human approval before anything customer-facing went out.

The bottleneck before the engagement

Quote requests arrived through web forms and inbox threads. The team had to read each request, identify part numbers and quantities, check the catalog and pricing rules, draft the quote, draft the reply, and keep the customer record straight. Configurable product families added another layer because the right part number depended on guided options, not just a simple SKU lookup.

The workflow built

  • Inbound quote-request parsing from form submissions and sales inbox messages
  • Catalog and pricing lookup against the distributor price list
  • Branded quote PDF drafting in the company quote format
  • Draft customer reply email with the quote attached
  • Internal review queue, archive search, and customer-assistance capture

Timeline

Initial build window: about 2 weeks from scope to live MVP, followed by a 30-day stabilization period for real inbound patterns, prompt tuning, bug fixes, and team onboarding.

Human-review gate

Customer-facing output stops in a review queue. The team reviews the parsed request, matched products, pricing, quote PDF, and reply email before approving the send. Ambiguous requests, missing catalog matches, and conflicting details are flagged for review instead of being pushed out automatically.

Before

  1. RFQ arrives
  2. Rep reads email
  3. Catalog lookup
  4. Manual quote draft
  5. Customer reply

After

  1. RFQ captured
  2. System parses request
  3. Catalog match + flags
  4. Quote draft queued
  5. Team reviews + sends

SAMPLE WORKFLOW AUDITS

Two common bottlenecks, mapped before and after.

Manual quoting

Before

  1. Request sits in inbox
  2. Estimator reads free-text request
  3. Catalog/pricing lookup by hand
  4. Quote rebuilt from prior file
  5. Reply sent when time opens

After

  1. Request captured
  2. System extracts parts and questions
  3. Draft quote built from catalog
  4. Exceptions flagged
  5. Human approves before send

Slow inbound lead response

Before

  1. Lead arrives after hours
  2. Inbox waits for next check
  3. Rep searches for context
  4. First reply drafted from scratch
  5. Follow-up depends on memory

After

  1. Lead captured with source
  2. Fit triage and context lookup
  3. First-response draft queued
  4. Rep reviews and sends
  5. Follow-up reminder drafted