Live
Brand identity and Wix Studio site with Velo · UAE construction and MEP
- Branding
- Wix Studio
- Velo
Manufacturing and B2B · Documents and back office
RFQ-to-quote and PO intake automation
Read RFQs and purchase orders from email, PDFs and spreadsheets, map line items to your item master, draft quotes for approval and write orders to SAP, Tally or Zoho.
- ClaudeAnthropic
- Typical timeline: 6–10 weeks
The problem
RFQs and purchase orders arrive as emails, PDFs and spreadsheets, and re-keying them into the ERP slows quotes and introduces errors.
- Quotes wait in inboxes while someone re-types line items.
- Item codes and units don't match your master data.
- Errors surface only when the order ships.
How we solve it
Claude reads each RFQ or PO with its attachments, normalises line items to your item master and drafts the quote; once a person approves, the order is written to your ERP.
It plugs into SAP, TallyPrime, Zoho Books / Inventory and Gmail or Outlook, so nothing you rely on today is replaced. The architecture below shows each step and which model does the work.
Architecture
From your stack, through the AI layer, to numbers you can track
Each step names the model or system doing the work. Writes to your systems wait for a person to approve them.
Your stack
- SAP
- TallyPrime
- Zoho Books / Inventory
- Gmail or Outlook
AI layer
Softpiper AI layer
- Claude
- Read the mailbox, using Gmail / Outlook
RFQs and POs are read from a shared mailbox, attachments included.
- Extract line items, using Claude Sonnet · PDF input
Customer, items, quantities, units and dates are extracted from PDFs and spreadsheets.
- Match the item master, using Strict tool schemas
Items are matched to your item master and price list through strict tools; anything unmatched is flagged.
- Draft the quote, using Claude Sonnet
A quote is drafted with your pricing rules for a person to review.
- Approve, using Approval step
Sales approves or edits the quote; price and discount authority stays with people.
- Write to the ERP, using SAP · TallyPrime · Zoho MCP
Approved orders are written once to SAP, TallyPrime (HTTP/XML) or Zoho Books (Zoho MCP), with an audit log.
Outcomes you measure
- RFQ-to-quote cycle time
- Line-item extraction accuracy
- Manual touches per order
- Quote win rate
Why this model
Why Claude
We choose per task on capability, cost and where your data must stay. Final versions are picked at kickoff.
ClaudeAnthropic
Claude reads email, PDF and spreadsheet attachments, and its strict, schema-checked tools map line items to your item master instead of guessing. Long-running queues run on the Claude Agent SDK or Managed Agents.
Standardised on Google? On Google Workspace Enterprise or Gemini Enterprise, staff can also search across connected systems such as SAP, Salesforce and Jira from one place.
Delivery
What you get, how long it takes, and how we keep it safe
Guardrails
- Price and discount decisions stay with your team.
- ERP writes are idempotent: a retry never creates a duplicate order.
- Every extraction, edit and write is logged.
- Unmatched or low-confidence lines are flagged, never guessed.
Plus the guardrails on every build: facts from your systems, approvals for writes and money, a human one step away, audit logs and evals. See all
Deliverables
- Mailbox intake and extraction pipeline
- Item-master matching tools
- Quote drafting with an approval screen
- ERP connector (SAP, Tally or Zoho)
- Audit log and throughput dashboard
Typical timeline
- Build, mostly ERP mapping6–10 weeks
A planning range for a first production release. We confirm scope, price and dates in a tailored proposal.
KPIs to track
- RFQ-to-quote cycle time
- Line-item extraction accuracy
- Manual touches per order
- Quote win rate
- Order-entry error rate
Goals we agree with you and measure from a baseline. They are what we track, not results we promise.
Related services
The services behind this playbook
Data and automation
Turn scattered data and repetitive work into dashboards, pipelines and reviewed automations.
View serviceIntegrations
Connect your CRM, ERP, commerce, payments and messaging so data moves once, correctly.
View serviceAI agents
Agents that answer, act and hand off, on Claude and Gemini, inside the tools you already run.
View service
Our work in this space
What we've built for manufacturing and B2B
Sites and products we've shipped for businesses in this sector. They show how we work; they are not deployments of this playbook.
LiveCorporate platform on Next.js · Engineering and infrastructure
- Next.js
- Corporate platform
- Engineering
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Pip · Softpiper's AI
Ask Pip about this playbook
Ask Pip how this would work for you
Pip is Softpiper's AI. Tell it what you run today and it will walk through how this playbook fits, what we would build first and a tailored price range. Or book a call with the team.