Inquiry, documents & quote
Emails, uploads, PDFs, spreadsheets, photos and drawings are transferred into one structured case. The system recognizes line items, quantities, dimensions, source locations and open issues, and prepares clarification requests and costing – final approval remains with people.
Today, every inquiry means manual typing.
Inquiries arrive as email, PDF, drawing, spreadsheet or photo. Before costing can start, information is read, typed in, clarified and gathered – all over again for every inquiry.
- Opening attachments and transferring details by hand
- Gathering line items, quantities, dimensions and materials
- Noticing missing or contradictory details only late
- Writing clarification requests one by one
- Rebuilding standard costings every time
What the module covers.
Multiple input channels
IMAP, mail files, uploads, inbound folders and other adapters can use the same processing chain.
Document analysis & OCR
Classify documents, extract text, evaluate plans/bills of quantities and store recognized details with their source.
Open issues & contradictions
Detect mandatory details and conflicts; make missing data visible as specific clarification requests.
Costing & rules
Use pricing/calculation methods, variants, material, quantities and customer-specific rules as a traceable basis.
Quote versions
Store PDF, snapshot, technical attachments and versions immutably.
Preflight & approval
Check completeness before approval; deliberately keep draft and actual approval separate.
From intake to a controlled result.
This is where your team reviews and decides.
secondFactory prepares. At these points, a person confirms, corrects or deliberately approves – nothing slips through unnoticed.
Confirm recognized data
Line items, quantities, dimensions and materials are reviewed before costing and corrected if needed.
Approve clarification request
The prepared clarification request draft is read, adjusted and deliberately sent.
Approve quote
After preflight, the quote goes to the customer only after deliberate approval – draft and approval remain separate.
What improves day to day.
Less typing
Capture information once and reuse it.
Faster response
Provide clarification requests and quote drafts sooner.
Traceable
Sources, versions and approvals remain visible.
What goes in. What comes out.
Input sources
- Emails and mailboxes (IMAP, mail files)
- Uploads and inbound folders
- PDFs and attachments
- Drawings, plans and bills of quantities
- Spreadsheets
- Images and photos
Results
- Case with line items, quantities, dimensions and source locations
- List of open issues and contradictions
- Clarification request draft for approval
- Traceable costing basis
- Quote versions as PDF with technical attachments
Handovers without re-entry.
Intake
Customer inquiries from mailboxes, uploads and inbound folders – with all attachments.
Inquiry, documents & quote
The inquiry becomes a reviewed basis for the quote.
Order, planning and engineering
Once the order is placed, the captured data is reused – without re-entry.
Test inquiry & quote with your real inquiries.
In a process analysis or demo, we walk through real inquiries from your day-to-day work: what secondFactory prepares, where your team reviews and where time can be saved.