Spec-sheet quotes: paste the email, get the one-page quote

Business knowledge (the button at the top right) holds everything a quote is priced and worded from. Import a knowledge file to load a whole business at once (products with models, prices, photos and confirmed facts, volume price tables, add-ons, standing rules, brands and how to pay), or Start blank with a name and the kind of business. One account can hold several businesses, each with its own number sequence, brands, rules and prices. Download knowledge file saves a copy you can import again.

Teach it has four tabs. Notes: type, paste or dictate (the microphone in the box) what the AI should learn. Spreadsheet: choose a CSV or Excel (.xlsx) price list; it is read on your own computer with no AI, so numbers stay exact. Pick the row that holds the column names, and under each column choose what it holds: Product name, Size / option, Model number, Product group, List price, Your cost, Freight per unit, Spec (the column name becomes the label), Product page link, Price at a quantity, or % off at a quantity (the quantity comes from the column name, like 10+ or 5-9). The first rows show underneath so you can see what will be read, and a line counts the rows read and skipped. A product name written once above its sizes carries down to the rows under it. Show what would change compares the sheet with what you already have. Website: paste the address of a page with your products; aiKit reads public pages only, takes the page's own product data exactly, and has the AI read the rest of its words. PDF or photo: choose a price sheet, spec sheet, an old quote, a photo of a price list or a handwritten note (PDFs up to 3 MB; photos are shrunk on your device first; an iPhone HEIC photo opens in Safari, elsewhere share it as JPG), and add a line about it if you like.

Every way ends in the same list of proposals: a new product with its sizes and prices, a new size for a product you have, a price change (old → new), new facts for a model, volume prices (for example 10+: 10% off), a landed cost (marked Only you see this), a rule (a line every matching quote must carry, or words a quote must never say), or background on how you quote. Each has Accept and Skip, and Accept all takes the whole list. Nothing is used until you accept it and press Save changes. Numbers become prices only when you accept them.

Quotes holds the number prefix, the next number and the suffix (for example IP8137-Q), how many days a quote is good for, the lead time for normal and larger projects (and the quantity where larger starts), the cost multiple under which you get a private warning (2 by default), and the next step every note ends on. End discounted unit prices in .88 is off by default, so prices stay exact to the cent; turn it on and every price it changes is listed on the quote screen with an Undo.

Products and prices lists every model with its photo, list price, and two owner-only columns: landed cost and freight per unit. Press the photo box (a + when there is none) to pick a picture from your Graphics Library; it is copied into the product, so quotes and PDFs carry it. These feed the private profit table and never print. Standing rules shows every rule with a switch to turn it off and a Delete. How to pay holds the cards line, the payment note, and bank details; bank details are stored apart from everything else and print only in the How to pay box.

Under New quote, pick the business, write (or dictate) what to quote in your own words (for example "9 x 30W laser lines, extra 8% off, 2-3 weeks with rush"), paste the customer's email or request, and press Build the quote. In a few seconds the quote opens with the customer, the items, the job's own facts (line length, mounting height, image size), and a note to the contact by first name. From the request lists the questions that still need an answer and every assumption made. Start blank opens an empty quote instead.

The company stays blank when nobody named one; it is never guessed from the email address. A product you don't carry yet is left off and named in the questions. When your business has a brand voice set (Brand Voice), the note is written in it.

From a website request: a request from the quote form on one of your websites has a Quote it card on its page (Make a quote). It opens New quote as Quote a website request; pick the business, add a line in your words if you like, and press Build the quote. The customer, their contact details and what they asked for come from the request, the quote is filed under that website's client, and it links back to the request. Pressing Make a quote again on that request later makes another quote; the request page links to the first one.

For a client: New quote on a client's page (the Quotes card) starts a quote already filed under that client.

The left side is what the quote says; the right side is the page exactly as the PDF prints, updated as you type. Changes save on their own a moment after you stop; the top says Saved, Saving… or Unsaved changes.

Items: Quote type is Everything together (with a total), Pick one (each option priced complete, no total), or One package price. For each item pick the product, the model, the quantity and the price: Website price at this quantity, Extra % off the website price (your usual discount: a further cut off the price your website already shows at that quantity), % off list, or My unit price. Under each item, the price chain shows list → website volume price → your price. A price you set above your website's own price at that quantity is kept exactly as you set it, with a private warning. Lens (when the model has lenses), Discount reason (the words after the discount on the price table), Title on the quote, and Sold together with (for example a projector with its motion sensor as one option) are optional. Job facts print first in the specification. On a pick-one quote, mark one Recommended and tick Optional add-on for an extra that goes with any option.

Shipping, schedule and payment: Free shipping included is on by default and shows in a green band under the prices. For a customer outside the US, fill in Country: the quote says shipping is included and that import duties and taxes are the buyer's. Bank transfer only removes the cards line. Faster schedule adds a box under the prices: standard price with a rush fee, or the fast schedule as the price with a credit for waiting.

Note (also the email text) starts as an automatic note; edit it freely, or press Use the automatic note to go back. Copy email text copies a subject line and the note, signed, ready to paste into your email. Download PDF saves the one-page quote named like IP8137-Q - Company (Contact) - 9x Laser Line 30W.pdf.

The panel above the preview is for you alone and never prints: warnings (a price under your cost multiple, a price above your own website's, a product with no flyer or page, a line with no cost on file), the profit table at your price and at 5 points either side, a rush suggestion when faster freight costs more, and Changed automatically: every standing rule the quote applied, such as a required line added, a vendor name removed, or a white-label brand's words taken out. Each change has Undo (and Redo).

Under another brand (Brand on the quote, when your business has more than one), the quote prints that brand's logo, contact lines and payment note, and nothing from your other brand: its name, web address, phone, links, or a product photo that shows its logo.

The Send & track panel at the top right of a quote shows where it stands. The status menu (Draft, Sent, Viewed, Accepted, Declined, Archived) changes on its own as you share and as the customer opens and accepts the quote, and you can set it yourself, for example when you sent the PDF from your own email.

Copy customer link makes the customer's live link and copies it. The link opens the quote exactly as it is at that moment; after you change the quote, press Update & copy link and the customer sees the new version. Before anything is shared, aiKit checks the customer's copy for words your rules say never to use (and another brand's words) and for your costs; if it finds any, it stops and names them. Open shows the link as your customer sees it (your own visits never count as views).

Send by email… opens To (the customer's email from the quote), CC, Subject, Message (your note; the link and total are added under it) and Attach the PDF. Nothing is emailed until you press Send. It goes out with your business's name on it and replies go to your rep email. If email isn't set up on aiKit yet, it says so plainly and nothing is sent; the link is still ready to copy.

Gmail draft: putting a ready draft in your own Gmail needs aiKit's Google sign-in, which isn't set up yet, so Connect Gmail is shown but switched off with that explanation. Until then, use Send by email, or Copy email text and paste it into Gmail.

Follow up: pick a date (or +2, +5, +10 days), add what to ask, and press Save follow-up. On that day you get a Quote follow-ups notice in the bell (or by email, if you choose that in Settings → Notifications) unless the customer has accepted. Clear removes it.

Client: pick one of your clients, or add a new one, to file the quote under them. Their name, email and phone fill any empty customer boxes, and the quote shows on that client's page under Quotes.

What happened lists each step: link made, emailed (or not sent and why), the customer first opened it, questions they asked (with their words), and when they accepted. Tied to links the website request it came from and any proof made from it.

Once accepted: the panel shows who accepted, when, which option, and the total. Next: make the proof lists the accepted lines; Make the proof starts a Customer Proof named after the quote and the line, filed under the same client, and the button becomes Open proof. Gobo artwork is proofed in Gobo Proof Studio, and a print job can start in Prepress Studio from the link below the list.

The customer's link opens a page with your logo (or name), rep, phone and email at the top, then Prepared for, the quote number, the date, Valid through, the lead time, and a green shipping band. Under it is the full quote, the same page as the PDF; on a phone it reflows to the screen. They need no account.

Beside it (below it on a phone, with a slim bar that keeps the total and Accept in reach) is the accept box: the total, Which option? on a pick-one quote (each with its total), Add-ons they can tick, Your full name, an optional note with a microphone, and the box I accept this quote and its terms. Accept records their name, choice and total; the total is worked out from the quote you shared, never from their browser. No payment is taken. Ask a question sends you their question, name and email. Download PDF saves the same PDF.

After they accept, the page says who accepted and when, and you get a Quote answers notice right away by email (and in the bell). A quote past its Valid through date can't be accepted; the page asks them to ask for a fresh one. The page never shows your costs, profit, warnings, automatic changes or vendor names, and it is never listed by search engines.

Five tiles sit above the list, and each one is a filter: Drafts, Awaiting reply (sent or opened, with how many opened it), Accepted (with the accepted total), Questions to answer, and Follow-ups due. Search finds a quote by number, customer, product, business or client; the Business menu (with more than one business) and the status chips (All, Drafts, Sent, Viewed, Accepted, Declined, Archived, each with its count) narrow it further. A Showing line says what is filtered, with Show all → to go back.

Each row shows the quote number (it opens the quote), the customer (press it to see every quote for them), what was quoted and the client (which opens the client's page), the status with Opened 3× or Question waiting, the follow-up date (Follow up now in red when it is due), and the total (the accepted total once accepted). Every filter and every open quote has its own address, so it is a link you can bookmark or share.