Use case · Quotes and proposals
Turn requests into accurate, review-ready proposals.
Requests for quotation. Tenders. Renewals. Configuration requests. Rate cards.
Every proposal brings together a customer request, product configuration, pricing, terms and approvals. When those inputs live across documents, spreadsheets and people, the quote becomes slow to assemble and easy to get wrong.
Renaix connects the request to approved commercial sources and rules, prepares the proposal and sends only the exceptions for decision before anything reaches the customer.
The current workflow
One request. Pricing, terms and approvals spread across the company.
A request that looks simple can send someone through past proposals, pricing files, product data and multiple approvers before a response is ready.
What it takes to prepare one proposal today
01Interpret the request
- Read the specification
- Identify the products and configuration
- Find a comparable past proposal
02Assemble the proposal
- Locate current product and pricing information
- Rebuild the pricing table
- Copy and adapt the commercial terms
03Approve and deliver
- Identify discounts or terms outside policy
- Send the exceptions for approval
- Wait for the decisions
- Complete the final review
Every copied price, outdated clause and unresolved exception creates another opportunity for delay or error.
The economics
What manual proposal assembly costs.
requests per month
minutes of assembly per request
hours of commercial work per year
If 60% of routine proposals can be assembled through the system
1,620
hours returned to the commercial team each year
Equivalent to €97,200 in annual staff capacity, based on a total employment cost of €60 per hour.
This is before accounting for faster turnaround, fewer pricing errors, less rework and a complete record of what was quoted.
The value is not in generating the document. It is in reducing manual assembly while protecting the price, configuration and terms.
Ready to send
A polished proposal can still be wrong.
Generating convincing text is not the difficult part. The proposal must contain a configuration, price and set of terms the company is prepared to honour.
- Current product information
- The proposed products, services and configurations come from the current commercial source.
- Approved pricing
- Prices, discounts and margins are checked against the rules that apply to this customer and request.
- Correct terms
- The proposal uses the relevant commercial and legal terms, not clauses copied from an outdated document.
- Required approvals
- Anything outside approved limits reaches the right decision-maker before the proposal is ready.
- Complete record
- The final proposal keeps a record of the sources, rules, exceptions and approvals behind it.
The proposal is ready only when the company is willing to stand behind the configuration, price and terms.
The production workflow
Routine proposals move faster. Commercial decisions stay with your team.
The system prepares the work from approved sources, then separates proposals that fit the rules from the exceptions that require a decision.
Understand the request
Identify what the customer needs and map it to the relevant products, services or configuration.
Gather the commercial context
Retrieve current product information, pricing, customer terms and applicable past agreements.
Configure and validate
Build the proposed configuration and check pricing, margin and terms against approved rules.
Prepare the proposal
Assemble the response using the validated commercial information.
Is the proposal within the approved commercial limits?
Yes · Prepare for review
- Complete the review-ready proposal
- Record the prices, terms and sources used
- Make it available for final review or approved delivery
No · Send the exception for decision
- Identify the price, discount, configuration or clause outside policy
- Show its commercial impact
- Route it to the correct decision-maker
- Record the resulting approval or change
The system prepares the routine work. Your team controls the commercial decisions.
Where it applies
Commercial authority is defined before the workflow runs.
- Which product and pricing sources are current
- Which configurations are valid
- Which discounts and margins are permitted
- Which terms may be used
- Which exceptions require approval
- Who has authority to approve them
Faster assembly does not mean weaker control.
Is your quoting workflow worth rebuilding?
The opportunity becomes particularly relevant when several of the following are true.
Volume and assembly
- Requests arrive repeatedly each week or month
- Proposals are rebuilt from past documents
- Product, pricing and terms live in different places
- The same information is copied into multiple documents
Speed and pricing discipline
- Turnaround time affects the customer’s decision
- Configurations are checked manually
- Discounts or margins vary depending on who prepared the quote
- Commercial teams spend more time assembling than deciding
Risk, approvals and traceability
- A pricing or terms error can have a material consequence
- Approvals are chased through email or messaging
- Exceptions regularly delay the proposal
- It is difficult to show what was quoted, which sources were used and who approved it
A WORKFLOW WORTH CHANGING
If several of these are true, this workflow is worth a closer look.
You do not need a huge request volume. The opportunity is there when quoting work repeats every week and a better workflow would improve turnaround, pricing discipline, or win rate.