The Quote Pipeline

Description

GOAL
Build a workflow that automatically turns an incoming customer request by email into a professional quote document: with requirements analysis, assignment of services and prices, and a mandatory review by sales before dispatch.

Adapt the structure to the concepts of your automation tool (for example nodes, steps, zaps or agent actions). While doing so, preserve the trigger logic, the sequence, the review gate and the data flow.

TRIGGER
Type: new email with the Quote label.
Filter: exact match on the label, no substring match.

STEPS
1. AI step: extract requirements. Pull scope, requested services, timeline and budget indications from the email as structured JSON (schema: scope, services, timeline, budget_note).
2. Assign services and prices. Match the extracted requirements against the stored product or price source (database, spreadsheet or CRM object). Use only line items and prices that exist there. Do not invent prices.
3. AI step: generate the quote document, with a scope description, line item list, pricing structure (net, VAT, gross) and terms. Output the result through a document generator as Word or PDF, not plain text.
4. Filing: save the document to the defined folder (Drive, SharePoint or Notion) and generate a shareable link.
5. Review gate (mandatory): notify the sales team with the link to the draft. No automatic dispatch to the customer without approval.
6. Output (optional, only after approval): send the quote to the customer.

PROMPT GUIDANCE
There are no ready made prompts for this workflow. Write the prompts for steps 1 through 3 yourself, following these rules:
Step 1 must output a fixed JSON schema (scope, services, timeline, budget_note). Missing information is marked as null, not guessed.
Step 3 may only use line items and prices from the price source. The layout and pricing logic must stay identical for every quote.
Tone and terms (payment terms, validity period) are included in the prompt as configurable settings.

DATA FLOW
Trigger to step 1: email content, sender, subject.
Step 1 to step 2: requirements JSON.
Step 2 to step 3: matched line items with prices.
Step 3 to step 4: finished document.
Step 4 to step 5: shareable link.

ERROR HANDLING
No matching service found: do not guess. Generate a draft with a clearly marked gap and flag it in the review note. Check the search criteria and field names in the price source in this case.
Missing price information for a line item: mark it as "on request" and escalate it in the review note.
Unclear request: instead of a speculative quote, generate a list of clarifying questions for sales.
Quote total above a defined threshold (for example over 10,000 euros): build in an additional approval step before dispatch.
Notification without a working link: activate a shareable link in the cloud storage you use.

PLACEHOLDER CONVENTION
All placeholders in square brackets that you set up in your prompts are variables: map email and price source data dynamically, as described in the data flow. Configuration values such as tone, terms and the approval threshold are not dynamic. Set these before activation. List all placeholders that require manual configuration separately at the end.

SELF CHECK BEFORE COMPLETION
Check, before you report the workflow as finished:
1. Are all steps connected correctly, and is the review gate before every dispatch genuinely mandatory?
2. Is it guaranteed that no prices are invented and that only line items from the price source are used?
3. Is the document generated as Word or PDF, saved, and provided with a shareable link?
4. Are all points listed that require manual configuration: the Quote label, the price source including field names, the storage folder, the recipient, the approval threshold, and the LLM access?

JSON export