In many agencies, the quoting process is still handled in an old-fashioned way: manually checking emails, drafting replies, and trying to keep track of messages. This slow, scattered workflow often leads to delayed responses and lost opportunities. When administrative tasks consistently consume time that should be spent on client work and strategy, efficiency is reduced. Flozo addresses this challenge directly by offering QuotePilot. It is a smart digital assistant designed to automate agency operations from the moment a client request is received to the point a professional quote is sent, which results in faster client communication.
1. A Clean, Structured Dashboard
Scattered communication is one of the first challenges many agencies face, which means everything is scattered across different platforms (quotes in Gmail, follow-ups in Outlook, and others on WhatsApp). QuotePilot brings all quote-related communication into one clean dashboard:
- Quote Requests: Shows every quote along with its status (Replied, In Review, Ignored).
- Pending: Displays requests waiting for action or administrative approval.
- Replied: Stores completed responses for records.
- Ignored: Tracks quotes with irrelevant content.
Everything that was scattered before becomes neatly organized in one place now.
2. The AI Quote Bot
Manual quoting often involves reading long messages, identifying requirements, finding reference documents, and drafting a reply. This takes time, especially when dozens of messages arrive daily. The central feature of this platform is the AI Quote Bot, which automatically generates professional responses to incoming quote requests. QuotePilot:
- reads incoming quote requests
- understands the context
- prepares an accurate email response
- avoids replying when the source is unknown
Before the AI Quote Bot prepares a quote, a source document is uploaded. Source documents contain pricing, services, and terms so the bot can analyze incoming client messages. This document becomes the knowledge base for the Bot to generate responses. If a message arrives referencing data outside the source document, the AI Quote Bot smartly indicates that it lacks sufficient knowledge, preventing the delivery of irrelevant or incorrect responses and marking the quote as ignored.
3. Prompt Customization
Different agencies have different styles of quotations; some prefer short professional replies, others send detailed proposals. QuotePilot’s Customize Prompt option makes it easy to respond in a specific way:
- tone (formal, concise, friendly)
- style (brief quotes, detailed breakdowns)
- structure (paragraph-style, bullet-style)
This feature makes sure that automated replies still sound natural and aligned with the agency’s communication standards.
4. Business Settings
Another common problem is losing control after automation is introduced. QuotePilot avoids this by offering a Business Settings tab that provides clear settings and defines how the system behaves:
- Automation Settings: Choose between No Response (manual handling), Semi-Automated (review first), or Fully Automated (send instantly).
- Email Settings: Configure outgoing/incoming servers, usernames, and passwords.
- Personalization: Set working hours, time zone, and email sign-off.
5. Logs and Client History
One major worry about automation is the fear of “not knowing what happened.” Flozo’s tool, QuotePilot, maintains essential records to ensure complete transparency and performance tracking:
- Email Logs: Each entry shows message ID, subject, sender, status, and actions taken.
The agency can review past activity anytime and understand exactly what the system handled.
6. Subscription Upgrades for Growing Agencies
QuotePilot offers a 7-day free trial period after which users can select one of several subscription packages for business needs. Subscription packages include three plans: Starter, Pro, and Premium, each with different offers to match agency requirements.
QuotePilot transforms quoting from a slow, manual, and error-prone task into a fast, accurate, and organized workflow. Instead of sorting emails and drafting repetitive replies, agencies can focus on strategy, creativity, and client relationships while the system manages the operational burden. With structured dashboards, smart automation, customizable prompts, transparent logs, and scalable plans, QuotePilot provides a simple yet powerful way to modernize agency operations.
