AI quotation assistant for historic records and current pricing
WZ-IT inventories existing quotations and invoices, derives recurring line items as catalogue candidates and connects them to approved current pricing. A new request becomes a traceable draft that your team reviews in its familiar system.
Companies worldwide trust WZ-IT
Why a new quotation often begins with the same manual work
The request is new. The steps behind it still repeat for almost every opportunity.
One typical request, five manual loops
A customer describes a project by email, call notes or a meeting. The knowledge needed for a suitable quotation exists, but it is scattered across folders, previous documents, price lists and the accounting system.
Writing is not the only bottleneck
The important part is making existing knowledge findable, separating historic patterns from current facts and handing the resulting draft into the established process in a controlled way.
- 01
Transcribe the request
Services, quantities and constraints are collected again from an email, notes or a meeting transcript.
- 02
Find a similar quotation
Someone searches customer folders, mailboxes or the accounting system for a comparable case.
- 03
Copy line items
Recurring services are copied even though their descriptions, units and structure often have not changed.
- 04
Check what is current
Prices, service boundaries and wording are compared manually with current product data and rules.
- 05
Enter everything again
Customer details, positions and notes are finally entered once more into Lexware Office or another target system.
From customer request to reviewable quotation draft
This preview uses fictional sample data. It does not process or submit any real information.
Interactive process preview
Input
New request from an email
Please prepare a quotation for the ongoing management of three Linux servers. Updates, monitoring and backup assurance should be included. We would like to start next month.
What the first reliable quotation workflow delivers
The pilot implements one clearly scoped quotation type from its data sources through to an editable draft in the target system.
Inventoried document estate
The agreed collection of quotations and invoices is catalogued by format, document type, metadata and duplicates.
Catalogue candidates from historic records
Recurring line items, descriptions and service combinations are derived as reviewable candidates rather than adopted as current truth.
Approved service and pricing catalogue
Current products, prices, units, service boundaries and wording are defined as the authoritative source.
Draft and clarification logic
New requests are mapped to suitable line items. Missing or contradictory details remain visible as questions.
Handover to one target system
The reviewed case is handed over as an editable draft to Lexware Office or through a previously confirmed API or export path.
Testing and documentation
Representative cases test sources, draft quality and the approval path. Decisions and system boundaries are documented.
A scoped pilot rather than an open-ended implementation
The initial scope covers one quotation type, the sources it requires and one target system. Additional archives, companies, document types or integrations are planned separately after subject-matter acceptance.
Assessment, pilot and ongoing operations
The data and process assessment, scoped pilot and technical operations can be commissioned separately. The appropriate entry point depends on how clearly the data sources, target system and approval path are already defined.
Optional starting point
Data and process assessment
from €1,490
excluding VAT, one-time
For projects where the document estate, target system or responsibilities first need to be defined reliably.
- Assess sample documents and data sources
- Verify the target system, interface and approval path
- Define the pilot scope and technical risks
Implementation
Quotation assistant pilot
from €4,990
excluding VAT, one-time
One clearly scoped quotation type is implemented from the agreed sources through to an editable draft in the target system.
- Structure the document estate and catalogue candidates
- Connect the current pricing and service source
- Test draft logic, clarification and handover
Ongoing operations
Managed quotation assistant
scoped individually
monthly managed service
For production workflows whose platform, integrations and data sources require technical monitoring and maintenance.
- Monitoring and technical fault analysis
- Planned updates for the platform and integration
- Technical maintenance of agreed data sources and field mappings
Document volume, additional quotation types, further companies, individual data cleansing, extra integrations and specific operational requirements are itemised separately in the proposal.
All prices are net and exclude statutory VAT. The offers are addressed to businesses.
When a custom integration is appropriate
Not every quotation process requires a custom AI solution. Document volume, variation, approvals and the required system integration determine the appropriate approach.
WZ-IT is a fit when
- many historic quotations and invoices contain relevant working knowledge
- prices, wording and service rules are distributed across several sources
- specific approvals, roles or customer rules apply
- the existing accounting system should remain and be integrated in a controlled way
A standard catalogue is often sufficient when
- only a small number of fixed products or services are offered
- a complete and maintained current catalogue already exists
- no specific rules, data sources or approval stages are required
- line items only need to be selected manually and then sent
Required for the initial assessment
No credentials are required for the initial review. Representative and, where necessary, anonymised documents are sufficient to start.
- several typical quotations or invoices
- the named current pricing and service source
- target system, edition and available API access
- a subject-matter owner for approvals
Connect historic documents, current rules and the target system cleanly
The system does not treat every document as one unchecked knowledge pool. Each source receives a defined role in the quotation process.
- 1
Capture the estate
Folders, PDF, DOCX and XLSX files and available exports are inventoried and assessed technically.
- 2
Inventory documents
Quotations and invoices are classified, enriched with metadata and made available for search and analysis.
- 3
Define current facts
Product catalogue, prices, service rules and approved wording are maintained separately as authoritative sources.
- 4
Create the draft conversationally
The team describes the case. The assistant proposes line items, shows source context and marks missing information.
- 5
Review and hand over
After subject-matter approval, an editable draft is transferred through a suitable API or a defined export.
Not a replacement for accounting or archiving
The inventory makes existing documents useful for search and assistance. It does not replace a compliant archive or subject-matter review of prices, tax, contractual terms and evidence of delivery.
- Historic documents do not determine current prices
- Drafts are not sent or finalised automatically
- Invoice drafts need a confirmed delivery basis
What history may contribute - and what must stay current
A clear separation makes the assistant useful without turning old documents into supposed truth.
From historic quotations and invoices
- Recurring line items and typical service bundles
- Established structure and customer-facing wording
- Relationships between customers, projects and earlier services
- Exceptions and special cases as findable context
From current, approved sources
- Valid products, prices, units and service boundaries
- Tax, legal and contractual rules
- Delivered quantities, time records and confirmed orders
- Approvals, responsibilities and target-system rules
Hand the draft to the system your team already uses
The exact integration depends on vendor, plan, API scope and the required approval process.
Lexware Office
An existing integration path for editable quotation drafts followed by review in Lexware Office.
View integration pathsevdesk
Connect contact and quotation data through the official API, subject to plan, version and process scope.
View integration patheasybill
Prepare editable quotation documents and defined approval steps through the document API.
View integration pathBillomat
Include quotations and line items in draft state through the official REST API.
View integration pathAnother accounting system
We assess further systems or manual export paths against the available interface, edition and required approval chain.
From document estate to a reliable working process
The first engagement clarifies data quality, authoritative sources and the actual handover path.
- 1
Capture sources and process
We review sample documents, folder structure, product data, accounting system and the current approval path.
- 2
Design inventory and rules
Document types, metadata, current fact sources, roles and necessary follow-up questions are defined.
- 3
Model one process as a pilot
One scoped quotation type is tested with realistic sample data, draft logic and the target system.
- 4
Approve and operate
After subject-matter acceptance, further quotation types, integrations, permissions and managed operations can follow.
Design data, integrations and operations together
The quotation assistant can be combined with established WZ-IT services.
Prepare product data
Turn supplier data and technical attributes into approved product records for quotations.
View serviceRespond to RFPs and questionnaires
Handle technical requirements and evidence separately from commercial quotation line items.
View serviceManaged AI operations
Bring models, integrations, monitoring, updates and technical operating responsibility together.
View serviceEnquiry
Have your quotation process assessed
Tell us the document volume, current data sources and required target system. We do not need confidential documents for the initial assessment.
Frequently asked questions about the AI quotation assistant
Document estate, current prices, integrations, approval and invoice drafts
The offer finder guides website visitors to the appropriate WZ-IT service. The AI quotation assistant is an internal business workflow: it uses the organisation's documents and product data to prepare new quotation drafts for its own accounting system.
Typical sources include PDF, DOCX and XLSX files, structured folders, accounting-system exports and current product and price lists. Formats, quality, duplicates and metadata are assessed before implementation.
No. Historic quotations and invoices provide patterns and context. Current prices, units, service boundaries and approved wording must come from an explicitly defined current source.
The standard path ends with an editable draft and a human approval step. Finalisation and sending are only automated when rules, permissions and accountability have been explicitly defined.
WZ-IT has a technical integration path that creates editable quotation drafts in Lexware Office. Prerequisites, data sources and the exact workflow are assessed for each customer environment.
These providers expose suitable API resources for quotations or documents. The concrete implementation depends on plan, system version, API access, data model and the required approval process and is assessed in advance.
Yes, where there is a reliable delivery basis such as an accepted quotation, an order, approved time records or confirmed quantities. Similar historic invoices alone are not a sufficient basis for a new invoice draft.
The quotation assistant prepares an outbound quotation from a customer request before an order exists. Automated order entry instead processes incoming purchase orders or customer orders and hands confirmed data to an ERP, CRM or inventory system.
No. The inventory makes documents accessible for search, classification and assistance. Retention, immutability and legal archiving requirements must be handled by a system designed for that purpose.
Implementation of an AI-assisted quotation workflow starts from €4,990 excluding VAT. The final price depends on the document estate, target system, integrations and approval workflow. A data and process assessment can be performed first from €1,490 excluding VAT when the starting point is unclear.
Yes. After implementation, WZ-IT can operate the platform and agreed integrations, including monitoring, planned updates and fault analysis. Scope, response targets and the monthly price are defined for the production environment.
Software projects with reliable outcomes
Proof for modernization, API extension, architecture, deployment and ongoing operations.
“WZ-IT moved our studio infrastructure from decentralised individual devices to a central platform: every site is securely connected via VPN, new devices are onboarded automatically and an entire site is provisioned from a template, without manual steps on location. What impressed me most is the breadth and depth of their knowledge: Timo and Robin are not a typical IT provider who sets up a server and leaves. The two of them think their way into highly complex infrastructure and software topics, work through every requirement we put in front of them, and build networking, provisioning and operations so that everything fits together in the end. WZ-IT is an excellent partner for complex software, network and architecture projects.”
Steve Kirchner
Managing Director, nextGYM GmbH
“With Timo and Robin, you're not only on the safe side technically - you also get the best human support! Whether it's quick help in everyday life or complex IT solutions: the guys from WZ-IT think along with you, act quickly and speak a language you understand. The collaboration is uncomplicated, reliable and always on an equal footing. That makes IT fun - and above all: it works! Big thank you to the team! (translated)”
Sonja Aßer
Data Manager, ARGE
ARGE Neue Medien - master data & digital standards for plumbing and building technology.
“Counting on WZ-IT team was crucial, their expertise and solutions gave us the pace to deploy in production our services, even suggesting and performing improvements over our configuration and setup. We expect to keep counting on them for continuous maintenance of our services and implementation of new solutions.”
Gabriel Sanz Señor
Managing Director, Odiseo Solutions
Odiseo Solutions - software engineering for the space industry.
“We have had very good experiences with Mr. Wevelsiep and WZ-IT. The consultation was professional, clearly understandable, and at fair prices. The team not only implemented our requirements but also thought along and proactively. Instead of just processing individual tasks, they provided us with well-founded explanations that strengthened our own understanding. WZ-IT took a lot of pressure off us with their structured approach - that was exactly what we needed and is the reason why we keep coming back. (translated)”
Matthias Zimmermann
Managing Director, Annota GmbH
Annota - healthtech startup with an AI documentation assistant.
“I got to know Timo and Robin as dedicated and professional partners who make a lot of things possible for their clients that initially seem impossible. I felt very well advised. The services offered have thoroughly convinced me. (translated)”
Andrea Pawlowski
Communications Manager, Golem.de
Golem.de - leading German IT news outlet.
“Professional, honest and technically thoroughly sound: WZ-IT set up our Proxmox and backup infrastructure securely and future-proof. The consulting from Timo and Robin was objective and needs-driven, the implementation smooth and the final documentation exemplary. You can tell immediately that business-critical infrastructure is thought through holistically from the outset here and implemented with clear ownership.”
Pascal Block
Project Manager, Stadtwerke Brühl GmbH
Stadtwerke Brühl - municipal energy and infrastructure utility.
“Communication with WZ-IT was open, friendly and professional from the very beginning. Mr. Wevelsiep and Mr. Zins responded to every one of our questions patiently, promptly and respectfully, and contributed their own suggestions and good ideas on how to modernize our server infrastructure and adapt it even better to our needs. Throughout, WZ-IT consistently kept our need for data sovereignty and GDPR compliance in mind. Even short-notice adjustments and change requests from our side were implemented quickly and patiently and integrated consistently into the overall concept. From planning to the final handover, every step was documented transparently and comprehensively - so if a provider change should ever become necessary, the documentation would let us onboard a successor into our infrastructure very quickly. We are extremely satisfied with WZ-IT and hope to continue working together for a long time.”
Christoph Mußmann
Project Officer, DGHO e.V.
DGHO - German Society for Hematology and Medical Oncology.
“While looking for a partner to integrate a local AI solution, we came across Timo and Robin - and could not have made a better decision. They quickly understood our requirements and solved technical challenges competently and pragmatically. We were particularly impressed by the straightforward collaboration, their high level of expertise and the speed of implementation. We are delighted to have Timo and Robin at our side as reliable business partners and look forward to our next projects together. (translated)”
Henrik Jeche
Head of IT Administration
ml&s - full-service provider for the electronics industry.
“I recently worked with Timo and the WZ-IT team, and honestly, it turned out to be one of the best tech decisions I have made for my business. Right from the start, Timo took the time to walk me through every step in a simple and calm way. No matter how many questions I had, he never rushed me. The results speak for themselves. With WZ-IT, we reduced our monthly expenses from $1,300 down to $250. This was a huge win for us.”
Aleksandr Shuliko
CTO, EVA Real Estate
EVA Real Estate - leading real-estate agency in Dubai.
“WZ-IT manages our Proxmox cluster reliably and professionally. The team handles continuous monitoring and regular updates for us and responds very quickly to any issues or inquiries. They also configure new nodes, systems, and applications that we need to add to our cluster. With WZ-IT's proactive support, our cluster and the business-critical applications running on it remain stable, and high availability is consistently ensured. We value the professional collaboration and the noticeable relief it brings to our daily operations.”
Pascal Hakkers
Aphy AG
Aphy AG - AI platform for hotel back-office.
“WZ-IT provided very competent support in implementing our server and virtualization infrastructure. As part of the project, a Proxmox-based virtualization environment was set up along with a virtual machine for our application systems. Additionally, a structured backup concept was implemented. A particular focus was on security: the setup of a VPN tunnel and the clean implementation of encryption and access concepts were professionally executed. The structured consulting as well as the reliable and swift implementation deserve special mention. We are very satisfied with the services provided and are happy to recommend WZ-IT.”
John Hellmerichs
Managing Director, AInergy GmbH
AInergy - consultancy for energy and facility management.
“Timo and Robin from WZ-IT set up a RocketChat server for us - and I couldn't be more satisfied! From the initial consultation to the final implementation, everything was absolutely professional, efficient, and to my complete satisfaction. I particularly appreciate the clear communication, transparent pricing, and the comprehensive expertise that both bring to the table. Even after the setup, they take care of the maintenance, which frees up my time enormously and allows me to focus on other important areas of my business - with the good feeling that our IT is in the best hands. I can recommend WZ-IT without reservation and look forward to continuing our collaboration! (translated)”
Sebastian Maier
Managing Director, Yonju GmbH
Yonju - business coaching and AI products.
Let's Talk About Your Idea
Whether a specific IT challenge or just an idea - we look forward to the exchange. In a brief conversation, we'll evaluate together if and how your project fits with WZ-IT.
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Companies worldwide trust WZ-IT