To write quotes with AI, start with what happens today when a request lands in Outlook. A customer asks for 40 circulation pumps. Lisa in the sales office checks price and discount in the ERP, copies last month’s quote in Word, overwrites the items, forgets the validity date and sends it to her manager because it is over EUR 10,000. Two days later the customer asks where the quote is. This guide shows you how to hand that work to an AI employee, step by step, while your team approves every quote before it goes out.
Key takeaways
The AI drafts, you decide - Superkind reads the request, pulls prices and customer data from your ERP or CRM and fills your own quote template. A person approves before the quote goes out.
A good quote has a fixed structure - parties, date and number, items, prices with VAT, delivery and payment terms, and a validity date. Below you get the full checklist for free.
Explain it once, it keeps running - a rule like “every incoming request: draft the quote, quotes over EUR 10,000 go to management” turns one quote into a routine.
What does it mean to write quotes with AI?
Writing quotes with AI means an AI reads the customer request, looks up the customer, the items and the current prices in your ERP or CRM, and drafts a complete quote in your company template, while a person approves price, discount and terms before the quote is sent. The AI does the looking up, copying and calculating. The commercial decision stays with your team.
Unlike a chatbot that writes a nice cover letter, an AI employee works in your systems: it takes the price from SAP Business One instead of guessing, knows the customer’s discount from HubSpot and saves the quote where your team looks for it.
How it works with Superkind
Superkind is the AI employee for your team: you write to Superkind by email (Outlook or Gmail), in Microsoft Teams, in Slack or in the Superkind web app, like you would write to a colleague. It is hosted in Europe, GDPR compliant, and works in the programs you already use through 1,500+ integrations, including SAP Business One, HubSpot, lexoffice and Microsoft Word.
- 1
The request arrives
A customer emails a request to your sales inbox in Outlook. You forward it to Superkind, or Superkind picks it up on its own once the routine is set up.
- 2
Superkind drafts the quote in your template
It looks up the customer and the current prices in SAP Business One, HubSpot or lexoffice, applies the agreed discount and fills your quote template with items, quantities, totals, delivery and payment terms and a validity date.
- 3
Superkind asks for approval
Before the quote leaves the company, you get the draft with Approve / Reject. Your rules decide who approves: quotes over EUR 10,000 go to management.
- 4
Sent, logged, and next time it is a routine
After approval Superkind sends the quote in your name, logs it on the deal in the CRM and sets a follow-up. The next request runs the same way.
Write a quote for this request. 40 pumps, their usual discount, delivery in three weeks, valid for 30 days.
Everything Superkind learns along the way (your customers, their discounts, your price lists, who approves which amount) goes into your company knowledge, the Company Brain. It stays when people change roles or leave. For the full sales picture, see our solution page for quotes and RFPs.
Send Superkind your first quote request
Start for free in Outlook, Teams or Slack.
From the first task to your own app
Quotes come in every day, which makes them a good first task. Here is how it grows.
- 1
Start: ready in minutes
Sign up for free, forward one real request and watch the draft appear in your template.
- 2
Relief: tasks become routines
What you explain once keeps running: “Every incoming request: draft the quote.” Before a quote goes out, Superkind asks for approval.
- 3
Knowledge: learns from day one
Every quote makes Superkind smarter: which customer gets which discount, which items go together. This knowledge is never lost.
- 4
Growth: your own app
When it gets more complex, you do not start over. Build your own quote overview or a product configurator on the Superkind platform, on top of what it already knows. Built yourself or with us. It all belongs to you.
What every quote needs: a free structure
Whether you write the quote yourself or let AI draft it, the structure is the same. In Germany there are no legal mandatory fields for a quote as there are for an invoice, but these parts make it clear and hard to misread1. Use this as your template.
| Part | What goes in | Where AI gets it |
|---|---|---|
| Your company | Name, address, contact person, VAT ID if you have one | Your template |
| Customer | Company, address, contact person, customer number | CRM or ERP (HubSpot, SAP Business One) |
| Date, quote number, subject | Date of the quote, a unique number, “Quote” in the subject, a reference to the request | ERP number range, the request email |
| Items | Exact description of goods or service, quantity, unit, unit price, line total | Item master and price list in the ERP |
| Prices | Discounts and surcharges shown separately, net total, VAT, gross total; or the small-business note under section 19 of the VAT Act4 | Customer conditions in the CRM or ERP |
| Delivery terms | Delivery date or time, shipping, packaging, shipping costs | ERP, stock levels, your rules |
| Payment terms | Due date, cash discount, payment method | Customer conditions |
| Validity | How long the quote is valid, for example 30 days; or “subject to change” (freibleibend) | Your rule |
| Terms and closing | Reference to your terms and conditions, a short closing line, signature | Your template |
Why the validity date matters: under German law whoever makes an offer is bound by it unless they excluded that2. Without a deadline, the customer can accept within the time you would normally expect an answer3, which leaves you guessing how long your price holds. A fixed date, or “freibleibend” where prices move, avoids that. This is general information, not legal advice.
What you need
Check these points before the first quote. Most of them already exist in any company that sends quotes.
Checklist before the first quote
- An inbox where requests arrive, ideally a shared address such as sales@ or vertrieb@ in Outlook or Gmail
- Your quote template as a Word file, or the quote layout in your ERP or invoicing tool
- Where prices and customers live: SAP Business One, lexoffice, sevDesk or your ERP for items and prices, HubSpot, Salesforce or Pipedrive for customers and deals
- An admin who connects these systems to Superkind through its 1,500+ integrations and confirms the permissions
- Your rules: standard validity, payment terms, maximum discount without approval
- Clear approvers: who signs off which amount, for example everything over EUR 10,000 goes to management
- A free Superkind account at app.superkind.ai
Step by step with Superkind
Six steps from a request in the inbox to a sent and logged quote. Each step is something you can do today.
Step 1: Connect your inbox, ERP and CRM
Sign up at app.superkind.ai and connect the systems a quote passes through: Outlook or Gmail, SAP Business One or lexoffice for prices, HubSpot or Salesforce for customers, Word or SharePoint for the template. Add Teams or Slack if your approvers work there.
Superkind only sees the mailboxes, price lists and CRM areas you allowed. Start with one product group you quote often.
Step 2: Give Superkind your template and your rules
Upload your current quote template, or point Superkind to the quote layout in your ERP. Then write your standard rules once, in plain language:
Use this template for all quotes. Valid 30 days, payment 14 days net, prices from the SAP price list, discounts from the customer record. Never more than 10% discount without asking Daniel.
Step 3: Forward the first request
Take a real request from this week. Forward the customer email to Superkind with one sentence, or write in Teams or Slack and paste the request.
Quote for Bauer Haustechnik: 40 circulation pumps, delivery in three weeks.
What Superkind does: it finds Bauer Haustechnik in HubSpot, picks the item and the current price from SAP Business One, applies the customer’s agreed discount, checks the stock for the delivery date and fills every field of your template. If the request is unclear, for example two pump models fit, it asks you instead of guessing.
Step 4: Check the draft
Superkind answers in the same channel with the draft and a short summary: items, total, discount, delivery date, validity. Check prices against the price list and the delivery date against stock. Want a change? Write it: “Add the installation as an optional item.”
Step 5: Approve
If a rule applies, the approver gets a short card with Approve and Reject, in Teams, Slack, email or the web app. Nothing goes to the customer before someone approves.
Quote for Bauer Haustechnik, EUR 12,480 net, 5% discount, delivery 12 November. Over EUR 10,000, so it needs your approval. Approve?
Step 6: Send, log and follow up
After approval Superkind sends the quote as a PDF from your sales address, saves it on the deal in HubSpot or as a quotation in SAP Business One, and sets a reminder. If the customer has not answered after a week, it drafts a short follow-up for you to approve. Anyone on the team can ask later:
@Superkind which quotes over EUR 5,000 are still open this month?
Set it up as a routine
Once a few quotes have gone through cleanly, stop starting each one by hand. Tell Superkind once what should happen for every incoming request.
For every incoming request to sales@: draft the quote in our template and send it to me for review. Quotes over EUR 10,000 go to Daniel for approval. Log every sent quote in HubSpot and follow up after 7 days.
- Every request - quote drafted, checked against price list and stock, sent for approval.
- Every week - a list of open quotes and the ones about to expire, so nothing runs out unnoticed.
- Every month - a short report on quotes sent, accepted and lost, ready for the sales meeting.
When quoting grows (many product variants, several price lists, a customer portal), you do not start over: build a custom solution or app on the Superkind platform, on top of what Superkind already knows. It belongs to you.
Data protection and EU hosting
A quote holds names, addresses and email addresses of your contacts, and your prices and margins. Where this data is processed and who can see it matters as much as the quote itself.
Safe by default
Your data stays in Europe, under a DPA, with no training on your data.
- Hosted and processed in Europe
- GDPR compliant
- Aligned with the EU AI Act
- No training on your data
- DPA through the Trust Center
For quotes this means your customer data from the CRM and your price lists from the ERP stay in Europe and are never used to train models. The AI models behind Superkind come from OpenAI, Anthropic, Mistral and Google, and are processed in Europe. Details and the DPA are in the Trust Center.
Other ways to write quotes
Superkind is not the only way. An honest comparison:
| Way | Effort | Error risk | Best for |
|---|---|---|---|
| Superkind | Low: connect systems, write rules in plain language | Low: prices and customer data from the source systems, approval before sending | Teams that get requests by email and keep prices in an ERP or CRM |
| Word or Excel template | High: copy last quote, retype items and prices for every request | High: old prices, wrong customer, forgotten validity date | A few quotes per month with simple items5 |
| Quote function in invoicing software (lexoffice, sevDesk) | Medium: items saved once, each quote still built by hand | Medium: clean numbering and turning a quote into an invoice in one click6 | Small businesses that also invoice from the same tool |
| Quotes in the CRM (HubSpot, Salesforce) | Medium: quote built from the deal and its line items7 | Low inside the CRM, if prices are kept up to date there | Sales teams that run every deal in the CRM |
| CPQ software | High: setup project for products, rules and price books9 | Low once configured | Complex products with many variants and strict discount rules |
A template is enough if you send a handful of simple quotes. CPQ pays off for products with many options. Superkind fits in between and works with these tools: it can fill your Word template, write the quote into SAP Business One8 or create it on the HubSpot deal. For a detailed tool view, read our comparison of AI tools for CPQ and quote-to-cash.
Common mistakes
These five cost the most time and money.
- Copying the last quote - old prices, the previous customer’s name or an expired date slip through. Build every quote from the current price list.
- No validity date - without one you stay bound to your price longer than you think23. Always state a date or mark the quote as subject to change.
- Vague item descriptions - “installation work” invites disputes. Name quantity, unit and what exactly is included.
- Quotes that live only in the mailbox - if the quote is not on the deal in the CRM, nobody follows up and nobody knows what was offered.
- Slow answers - a quote that arrives two days late competes with one that arrived the same morning. Speed is part of the offer.
6 tips for writing quotes with AI
1. Clean up your template first
One current template with all parts from the checklist above. An outdated template produces outdated quotes.
2. Keep prices in one place
If prices also live in a private Excel file next to the ERP, decide which source counts and tell Superkind as a rule.
3. Write your discount rules down
“Up to 5% for regular customers, more only with Daniel’s approval.” Written once, applied the same way on every quote.
4. Put approvals where the approver is
If your managing director lives in Outlook, approvals go there; if sales works in Teams, approve in Teams. Same rules in every channel.
5. Read the first ten quotes closely
Each correction teaches Superkind your customers and your wording. After that you only look at exceptions.
6. Protect customer data and prices
Quotes contain personal data and your margins. Sign a data processing agreement, keep the data in Europe, make sure it is not used for training, and under the EU AI Act (Article 4) brief the people who work with the AI so they know what it does.
Conclusion
Writing quotes with AI does not mean letting software set your prices. It means the looking up, copying and calculating is done for you, every quote follows the same structure and rules, and a person approves before anything reaches the customer. Superkind does this in the tools you already use, moving data between Outlook, SAP Business One, HubSpot and lexoffice through its 1,500+ integrations, with your data hosted in Europe. The next step: take the next request in your inbox, forward it to Superkind with “Write a quote for this”, and compare the draft with what you would have sent. If pricing itself is your question, read our guide on AI for quote calculation and pricing.
Frequently Asked Questions
Yes. An AI employee like Superkind reads the customer request, pulls the customer data and current prices from your ERP or CRM, and drafts the quote in your own template with items, quantities, prices, delivery and payment terms. A person approves the quote before it goes to the customer.
In Germany there are no fixed mandatory fields for a quote like there are for an invoice. A usable quote still names both parties, the date, a quote number, a clear description of the goods or service, quantities, net and gross prices with VAT, delivery and payment terms, and how long the offer is valid. Small businesses under section 19 of the VAT Act add the note on the VAT exemption instead of showing VAT.
Under German law (section 145 BGB) whoever makes an offer is bound by it, unless they excluded that, for example with the word "freibleibend" (subject to change). If you set no validity date, the customer can only accept within the time you would normally expect an answer (section 147 BGB). That is why every quote should state a clear validity period. Not legal advice.
Superkind picks up the request in Outlook, Gmail, Teams or Slack, looks up the customer and the prices in SAP Business One, HubSpot, lexoffice or your other systems through 1,500+ integrations, and fills your quote template in Word or your ERP. It applies your rules, such as quotes over EUR 10,000 go to management, asks for approval, sends the quote in your name and logs it in the CRM.
With Superkind the data is hosted and processed in Europe, GDPR compliant and aligned with the EU AI Act (Regulation (EU) 2024/1689), and your customer data and prices are never used to train models. A data processing agreement is available through the Trust Center.
Free Word and Excel templates and online generators exist, and invoicing tools such as lexoffice or sevDesk include a quote function in their paid plans. You still type every item by hand. Superkind starts for free with a one-off of up to EUR 150 in credits, no credit card needed, and does the typing for you.
The Free plan costs EUR 0 and includes a one-off of up to EUR 150 in credits. The Business plan starts at EUR 50 per month for the whole company with unlimited users, not a price per seat. A task such as drafting a quote uses 50 to 500 credits. Enterprise is a custom price. As of October 2026.
Related Articles
- AI for Quote Calculation and Pricing in the Mittelstand: How Sales Teams Issue Margin-Aware Quotes in Minutes
- How to Compare Quotes with AI: Step-by-Step Guide
- The AI Employee for RFP and Tender Responses: Winning More Bids Without a Bigger Bid Team
- The Best AI Tools for CPQ and Quote-to-Cash in 2026: An Honest Buyer Comparison
Sources
- Gründerplattform - Angebot schreiben
- Bürgerliches Gesetzbuch - § 145 Bindung an den Antrag
- Bürgerliches Gesetzbuch - § 147 Annahmefrist
- Umsatzsteuergesetz - § 19 Besteuerung der Kleinunternehmer
- Lexware - Free template for writing quotes
- Lexware Office Help - Create a new quote
- HubSpot Knowledge Base - Create and send quotes
- SAP Learning - From quotation to cash in SAP Business One
- Salesforce - What is CPQ?
Send Superkind your first quote request.
Start for free in Outlook, Teams or Slack. Or let us show you in 30 minutes how it runs in your systems.