Delivered by Phenologix
Overview
Phenologix designed and delivered a custom ERP-based quotation automation platform for a mid-sized organization operating in the Appliances, Electrical, and Electronics Manufacturing sector.
The system enables sales and operations teams to create, manage, and approve quotations efficiently by selecting products, defining quantities, applying pricing rules, and attaching relevant terms and conditions. The platform is accessible on both web and mobile devices, allowing teams to respond to customer requests in real time.
The quotation module integrates seamlessly with core ERP components including product management, inventory, sales, and CRM, providing a unified and reliable quotation workflow.
Business Challenge
The client relied on manual and semi-automated quotation processes that created delays, pricing inconsistencies, and limited governance.
Key challenges included:
ΓÇó Slow quotation turnaround impacting sales velocity
ΓÇó Inconsistent pricing due to manual calculations and approvals
ΓÇó Limited visibility into margin performance and pricing history
ΓÇó Difficulty enforcing discount authority across teams
ΓÇó Fragmented product, customer, and quotation data
The organization needed a scalable, role-based system to digitize quotation workflows while protecting margins and enabling faster decision-making.
Requirements
The client required a quotation system that could support both operational efficiency and pricing governance.
Core requirements included:
ΓÇó User-friendly quotation creation for employees
ΓÇó Integration with CRM for customer data and pricing context
ΓÇó A flexible pricing engine supporting discounts, promotions, and customer-specific rules
ΓÇó Real-time integration with the ERP product catalog for accurate pricing and availability
ΓÇó Automated calculations for pricing, taxes, discounts, and validation checks
ΓÇó Mobile and web accessibility for faster response times
Solution Delivered
Phenologix built a custom internal product automation and quotation platform tightly integrated within the ERP ecosystem.
The solution digitized end-to-end quotation workflows and introduced structured approval, pricing intelligence, and role-based access controls across the organization.
Platform Access Levels and Capabilities
Admin / Pricing Manager
The Admin panel provides full control over pricing governance, margin protection, and user access.
Key features include:
ΓÇó User management with role and approval-level assignment
ΓÇó Tiered pricing authority from Level 1 to Level 5
ΓÇó Gross profit threshold configuration by product category and commodity code
ΓÇó Floor price management at SKU level for job, stocking, contract, and promotional pricing
ΓÇó Full quotation oversight with cost breakdowns, competitor pricing, and revision tracking
ΓÇó Decision insights including landed cost, GP percentage, historical sales data, and SKU lifecycle data
ΓÇó Quote approval, rejection, and revision workflows with audit trails
Sales Manager
The Sales Manager interface supports pricing leadership and opportunity prioritization.
Key capabilities include:
ΓÇó Reviewing and escalating quotes submitted by CSRs
ΓÇó Validating gross margins at SKU level before final approval
ΓÇó Monitoring quotation pipelines by region, probability, and demand
ΓÇó Collaborating with CSRs and Admins through structured comments
ΓÇó Maintaining fast turnaround times with team-level performance visibility
Customer Service Representative (CSR)
The CSR interface is optimized for high-volume quotation generation with accuracy and collaboration.
Key features include:
ΓÇó Structured quote creation with job or stock classification
ΓÇó SKU tracking by date, region, job type, and quote status
ΓÇó Side-by-side visibility of requested, approved, and competitor pricing
ΓÇó Internal comments and document attachments for smoother approvals
ΓÇó Integrated product lookup with category and commodity filters
ΓÇó Dashboard metrics for total, pending, draft, and cancelled quotations
Shared Modules Across All Roles
All user levels have access to shared system modules, including:
ΓÇó Dashboard: Real-time tracking of processed, pending, and total quotations
ΓÇó Products: Centralized SKU catalog with pricing categories and availability
ΓÇó Customers: Complete customer directory with traceable quote and sales history
ΓÇó Posting Workflow: Structured quote submission and handoff with status visibility
Results and Impact
The automated quotation platform delivered immediate and measurable business impact.
Key outcomes include:
ΓÇó Instant quote response via web and mobile access
ΓÇó Significant improvement in sales responsiveness and conversion
ΓÇó Strong pricing governance with enforced approval workflows
ΓÇó Elimination of manual pricing errors and inconsistencies
ΓÇó Over 31,000 quotations processed through the system
ΓÇó High adoption across the North American sales organization
The platform is currently live and operational, supporting real-time business execution at scale.
Why This Solution Worked
This engagement succeeded because Phenologix combined deep ERP expertise with disciplined product engineering. By aligning system design with real operational roles and pricing controls, we delivered a solution that balances speed, margin protection, and scalability.
The result is an enterprise-ready platform that enables smarter pricing decisions, faster sales cycles, and long-term operational efficiency.
Looking to modernize ERP workflows or build custom internal platforms?
Talk to Phenologix about ERP automation, pricing systems, and enterprise software engineering.