Automated Quote Processing for a Wire and Cable Distributor
Challenge
A US wire and cable distributor received requests for quote and purchase orders by email, then processed them by hand. The manual handling slowed response times in a market where the first accurate quote often wins the order, and it introduced errors into the quotes that reached customers, which cost the company both margin and credibility.
A US wire and cable distributor received requests for quote and purchase orders by email, then processed them by hand. The manual handling slowed response times in a market where the first accurate quote often wins the order, and it introduced errors into the quotes that reached customers, which cost the company both margin and credibility.
Solution
Oktana designed and implemented an architecture that manages document intake, PDF conversion, classification, extraction, and quote creation in the client's quoting system. Key elements of the solution included:
- Built a Document Processing API to manage job lifecycle and error handling.
- Implemented a document classification and extraction system API.
- Created an Outlook system API to poll and process incoming emails.
- Developed multiple system and process APIs to integrate the quoting platform, parts data sources, vendor inventory, and quote-to-order synchronization.
- Enhanced Salesforce with Lightning Web Components, Apex, Flows, and Triggers to support automation and real-time visibility.
Technologies: MuleSoft, API-led connectivity architecture, Salesforce, Lightning Web Components, Apex, Flows, Triggers, Outlook System API, intelligent document processing.
Oktana designed and implemented an architecture that manages document intake, PDF conversion, classification, extraction, and quote creation in the client's quoting system. Key elements of the solution included:
- Built a Document Processing API to manage job lifecycle and error handling.
- Implemented a document classification and extraction system API.
- Created an Outlook system API to poll and process incoming emails.
- Developed multiple system and process APIs to integrate the quoting platform, parts data sources, vendor inventory, and quote-to-order synchronization.
- Enhanced Salesforce with Lightning Web Components, Apex, Flows, and Triggers to support automation and real-time visibility.
Technologies: MuleSoft, API-led connectivity architecture, Salesforce, Lightning Web Components, Apex, Flows, Triggers, Outlook System API, intelligent document processing.
Results
Requests for quote and purchase orders now flow automatically from the inbox into the quoting system, with intelligent classification and data extraction replacing manual review. Quotes are created in real time, manual processing dropped sharply, data accuracy improved, and the standardized API-led architecture supports future integrations without a rebuild.
Requests for quote and purchase orders now flow automatically from the inbox into the quoting system, with intelligent classification and data extraction replacing manual review. Quotes are created in real time, manual processing dropped sharply, data accuracy improved, and the standardized API-led architecture supports future integrations without a rebuild.