--- title: "Automatic inquiry and quote handling | Otrock" description: "Automatic inquiry handling: AI pulls the request from an email or form, the program prices a quote from your price list, and you approve it from your phone." url: "https://otrock.cz/en/inquiry-handler" updated: "2026-10-23T10:38:36+02:00" --- AI helper # Inquiry handler: a quote for each inquiry based on your price list Nothing needs forwarding: the inquiry handler watches the mailboxes and web forms where your inquiries arrive. AI pulls out what each customer wants, the program prices a quote from your price list, and you approve it, perhaps from your phone. Nothing goes to the customer without your approval. [Free consultation](https://otrock.cz/en/free-consultation?pomocnik=odbavovac) [How it works](#postup) 30 minutes free, over a video call. We get back to you within one day. Where fromCompany mailboxes and web forms, with a source tag on each inquiry Who calculatesThe program calculates the price from your price list, AI only reads the request Who sendsYou. The quote waits for approval, and you switch on automation yourself FromJana Malá SubjectOffice cleaning Hello, we are looking for a company for regular office cleaning, 180 m², twice a week. When could you start, and how much would it cost? Thank you, Malá Inquiry For approval Cleaning 180 m², 2× weekly, monthly7 800Initial general cleaning3 500Hygiene supplies, monthly900First month without VATCZK 12,200Prices were filled in by the program from your price list. If Ms Malá does not reply by Friday, we will send a reminder. Demo with sample data. ## Sorts and prices inquiries; you decide what goes out A customer waiting for a price will easily write elsewhere. The inquiry handler works on inquiries as they come in, even when you are with a customer. - ### It collects inquiries from everywhere It watches company mailboxes and the inquiry forms on your websites, and for each inquiry shows where it came from. A form on a new website that we build for you as part of [website design](https://otrock.cz/en/website-design) can be connected here straight away. - ### It sorts out what is what It recognizes every message as an inquiry, a change to an ongoing job, a reply in a thread or spam. It passes invoices and other documents to [invoice extraction](https://otrock.cz/en/invoice-extraction), so they do not get mixed into the inquiry queue. - ### It pulls out the request From the text it reads the company, contact, product or service, quantity, required specification and deadline. If something important is missing, it does not draft a quote and instead prepares a task listing exactly what to ask the customer. - ### It prices it from your price list AI does not calculate the price; the program does, according to your price list, including volume discounts and discounts for customer groups. You adjust the price list yourself, and it applies equally to quotes from inquiries and to manual calculations. - ### It adds options and extras With each quote it works out a larger-quantity option and the saving per piece. It can also add extra goods or services from a list you maintain yourself. - ### It follows up on replies and changes When a customer stays silent about a quote, the inquiry handler reminds them so the job does not fall through. It also catches an email with a change to the request and adds it to the job as a task and a note. ## From the request email to a quote for approval Your work is one decision: approve the quote, edit it or reject it. The inquiry handler prepares everything before that. 1. ### An inquiry arrives By email or from a form on the website. The inquiry handler takes it from the mailbox and marks where it came from. 2. ### AI reads the request It recognizes that this is an inquiry and pulls out the parameters. Based on the sender, it places the customer in a group that sets the discount and the tone of the reply. 3. ### The program calculates the price It fills in prices, discounts and any larger-quantity option from your price list. If an important detail is missing, an “Ask” task is created instead of a quote. 4. ### You approve Telegram tells you about a new quote. You approve, edit or reject it from your phone or computer, and an approved quote goes to the customer by email. 5. ### Each job has a clear status An accepted quote becomes a job in an overview sorted by deadline. Later changes to the request are added to it, so nobody has to look for them in emails. SourceForm on the website FromTomáš Beneš Hello, we would like 200 mugs with our logo as a gift for customers. Could you make them before Christmas? Thank you, Beneš Inquiry from the website For approval Printed mugs, 200 pcs17 800Print file preparation600Delivery290Total excl. VATCZK 18,690Prices were filled in by the program from your price list. If Mr. Beneš does not reply within a week, we will send a reminder. Demo with sample data. ## One queue, one price list, no more mailboxes and sheets ### Before - Inquiries sit in several mailboxes and nobody knows who handles them - The price is worked out by hand from a table, and a little differently each time - A change to the request gets lost in a long email thread - An unanswered quote gets lost and the customer goes elsewhere ### With a helper Done - All inquiries in one queue, oldest on top - The price is filled in by the program from one price list - The change is added directly to the job - Whoever does not reply to a quote gets a reminder ## Useful wherever an inquiry is answered with a price The only difference is how many inquiries come in and how many people handle them. ### Sole traders and tradespeople An inquiry arrives when your hands are full. A Telegram message alerts you, and you approve the prepared quote from your phone when you have a moment. ### Small businesses Inquiries from the website and from several mailboxes no longer get split between colleagues. Everyone sees one queue and the status of each job. ### Medium-sized businesses Several websites, several sales staff, and customer groups with their own discounts. One price list holds the prices, and the reports show where jobs come from and what they bring in. ## Connects to the mailboxes and forms you already have Customers keep writing to the places they are used to, and the inquiry handler prices from the price list you already have. It sends alerts to Telegram, and approved quotes go out to customers by email. An AI model of your choice reads the requests and writes the quote text. We can also build you a new website with a form connected to the inquiry handler. - Company email mailboxes - Inquiry forms on the website - Your price list and discounts - An overview of jobs and deadlines - Voice notes for job notes - Approval from your phone via Telegram ## Inquiry handler FAQ You will find more answers in the list of all questions. [All questions](https://otrock.cz/en/faq) Does the inquiry handler send the quote to the customer by itself? No, not unless you allow it. Every quote waits until you approve, edit or reject it. Once you are happy with the quotes, you can switch the inquiry handler to automatic sending. Won't AI make up a price? It cannot, because it does not calculate the price. AI only reads from the email what the customer wants, and the program fills in the price from your price list. If an important detail is missing from the request, no quote is drafted and a task is created to ask about it. Can it handle inquiries from several websites and mailboxes? Yes. Each inquiry carries a tag for the website it came from, and you set up the list of websites. Reports and statistics can be filtered by source. What if a customer sends a change to the request? The inquiry handler matches the message to the job, creates a task and saves the text of the change to the job history. The information therefore does not stay in someone's mailbox. Does it work for services as well as goods? For both. It depends how your price list is built, for example per piece, per hour or per metre. We will set up the calculation rules to match how you calculate quotes today. What if a customer does not reply to the quote? The inquiry handler tracks quotes nobody has replied to and sends the customer a reminder. A job does not go elsewhere just because someone forgot about it in the rush. How much does the inquiry handler cost? It depends on which mailboxes, websites and price list we connect it to, and where it runs. We will tell you the price after the free consultation, once we have gone through your inquiries and price list. ## The job also holds meeting notes and documents - [**Voice notes**After a meeting you dictate a note on the job, and the voice note passes the draft of the promised quote on to the inquiry handler.More about voice notes](https://otrock.cz/en/voice-notes) - [**Invoice and document extraction**Invoices and other documents from the mailbox are taken over and read by invoice extraction.More about invoice extraction](https://otrock.cz/en/invoice-extraction) - [?**Custom apps**We can build a quote calculator or your own job records to fit your business.More about custom apps](https://otrock.cz/en/custom-app) In practice Live since September 2026## Printed pen inquiries for REPROP REPROP s.r.o., e-shops selling promotional ballpoint pens printed with a logo. Every inquiry for printed pens needs a price based on quantity, printing and the price list. We built an inquiry handler that sorts inquiries from email, prepares a quote with variants for each one, and sends reminders when a customer does not reply. [Full REPROP case study](https://otrock.cz/en/our-work#reprop) ## Bring three recent inquiries At the free consultation we will show on them how the inquiry handler would prepare quotes from your price list and what would be left for you. 30 minutes free, over a video call. We get back to you within one day. OT[Ondřej Tóth](https://otrock.cz/en/about), who has been building websites and apps for businesses since 2014, will build and set up the helper for you. [Free consultation](https://otrock.cz/en/free-consultation?pomocnik=odbavovac) [Call +420 774 862 198](tel:+420774862198)