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Automated proposal generation for an IT company
Commercial proposal builder
Improving sales managers’ efficiency.
Goal
The client is a large European IT integrator with over 500 employees. It specializes in SAP solutions, ERP hosting, cloud technologies, business process automation, RPA solutions, and big data analytics.
The company offers a portfolio of 80 products and services, each with its own parameters, characteristics, calculation methods, and pricing. Commercial proposals are assembled as a set of these products and services in a single document with calculations tailored to a specific client.
Information for each product is stored in separate DOCX files, while calculations are performed in Excel spreadsheets. This setup leads to data inconsistencies and errors. As a result, the approval and preparation process for client offers takes sales managers several days.
The company offers a portfolio of 80 products and services, each with its own parameters, characteristics, calculation methods, and pricing. Commercial proposals are assembled as a set of these products and services in a single document with calculations tailored to a specific client.
Information for each product is stored in separate DOCX files, while calculations are performed in Excel spreadsheets. This setup leads to data inconsistencies and errors. As a result, the approval and preparation process for client offers takes sales managers several days.
Client tasks
1
Create a single repository for the entire product portfolio with complete descriptions.
2
Prepare document templates and standards.
3
Reduce the likelihood of manager errors.
4
Automate price calculation for products and services for clients.
5
Enable document export to modern formats: DOCX, PDF, XLS.
Our solution
The project was implemented in two phases: first, we built the product catalog, then we developed the commercial proposal builder.
Product catalog design. The source product information was stored in MS Word DOCX files, so we implemented an import algorithm that automatically reads these documents and generates a structured product catalog in the system. The catalog is organized by solution type (for example, analytical or hybrid), followed by product groups (such as SAP Basis Operation) that contain options with capabilities, prices, and responsible owners.
Commercial proposal calculation. Since every proposal must include product and service pricing, we added a calculation module that incorporates the economic metrics needed to assess deal profitability, including risk factors and operating profit.
Templates and contracts section. We implemented a section for templates (preconfigured data sets for quick sending) and contracts (approved proposals with signed agreements). This reduces the time needed to prepare reports, provides visibility into manager performance, and allows tracking of deal stages.
Reports section. In the Reports area, we embedded a visual editor and document export features. Managers can assemble reports by combining blocks from different documents and then generate them in the required format, typically for tailored product demos. Export to PDF and DOCX is performed in a single click.
Product catalog design. The source product information was stored in MS Word DOCX files, so we implemented an import algorithm that automatically reads these documents and generates a structured product catalog in the system. The catalog is organized by solution type (for example, analytical or hybrid), followed by product groups (such as SAP Basis Operation) that contain options with capabilities, prices, and responsible owners.
Commercial proposal calculation. Since every proposal must include product and service pricing, we added a calculation module that incorporates the economic metrics needed to assess deal profitability, including risk factors and operating profit.
Templates and contracts section. We implemented a section for templates (preconfigured data sets for quick sending) and contracts (approved proposals with signed agreements). This reduces the time needed to prepare reports, provides visibility into manager performance, and allows tracking of deal stages.
Reports section. In the Reports area, we embedded a visual editor and document export features. Managers can assemble reports by combining blocks from different documents and then generate them in the required format, typically for tailored product demos. Export to PDF and DOCX is performed in a single click.
- Proposal preparation time was reduced by 50%.
- The client now uses a centralized product management system where all product data is stored in one place and can be easily edited.
- The head of sales can track profitability and team performance using built‑in reports.
Results
Timelines and Team
A team of 4 people
4 months
Technology stack
SAP
Hibernate
Java Persistence API
Java
Spring
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