Workflow Overview

When someone fills out and submits the Quote Request Form on your website, InstantQuote AI takes care of everything in the background to create a personalized quote using artificial intelligence. Here’s a step-by-step explanation.

  1. Request Submission
    Customers fill out the form and submit their request.

  2. Once the form passes the security checks:

    • The system reads what the visitor has written in the request field.

    • It compares that text with previous examples (if available) to understand the topic and get the most relevant information.

    • It then creates a detailed message—called a prompt—to send to the AI.

  3. The AI (powered by OpenAI) receives the message and responds with a suggested quote.

    • If the response is valid and complete, the system uses it to create a draft quote.

    • If the AI fails to respond (for example, due to a technical issue), the user sees an error message instead.

  4. If the draft quote is created, a notification is emailed to the seller.
    The quote is assigned the status Pending.

  5. Quote Review
    The seller reviews and, if necessary, adjusts the quote.
    The status changes to Under Review.

  6. Quote Sent
    Once finalized, the seller sends the quote to the customer.
    The status changes to Sent.

  7. Customer Response

    • If the customer accepts the quote (either manually by the seller or automatically via the “Accept” button), the status becomes Accepted.

    • If the customer refuses the quote (manually or via the “Refuse” button), the status becomes Refused.

    • If the customer requests a revision and the seller updates the quote, the status becomes Revised.

  8. Invoice and Payment (optional, depending on the workflow)

    • If the seller issues an invoice, the quote status becomes Invoiced.

    • Once the payment is received, the status is updated to Paid.

  9. Completion
    After the service or product has been delivered, the seller marks the quote as Completed.