Standing service extract-quote-request-drafts-tested-and-tuned-every-month · revised 12 October 2026
Standing service
Keep your quote-request-to-draft workflow tested and tuned as your price list changes
Each month we test your quote-draft workflow on fresh requests and your current price list, report any wrong code or price, and tune the matching as codes and layouts change.
This starts a conversation by email. Nothing is charged, and nothing is run, until we have agreed scope, access and terms with you in writing.
The responsibility you hand over
A quote-draft workflow is only as good as its last price list and the layouts it has seen. New codes that look like old ones, changed units and a fresh customer layout produce wrong matches that look sure. The monthly job tests the workflow on this month's requests and the current price list.
Who it’s for: Sales administrator at a distributor whose quote-draft workflow is running.
Usually starts when: The workflow is live, and new products, price changes and new request layouts are arriving.
The result: Each month you receive a report on 10 fresh requests you label, with code-match rate, any wrong code or price, the planted ambiguous lines re-run and a check that every price equals the current price list.
What stays true, and what we do about it
No response-time guarantee is published for this new service. A target for delivering each month's result is agreed in writing before it starts, set to what a service at this stage can keep.
Hours are agreed in writing before the service starts. At launch the service is not staffed round the clock and runs once each month.
What must remain true
- Every price in every draft equals the current price list
- No substitution is applied
What we watch
- A monthly sample of redacted requests, labelled by you
- The current catalogue and price list
When something happens
Scroll the table sideways to read it all.
| When | What we do |
|---|---|
| A month closes and the labelled sample arrives. | We measure the matching and send the report and any changes. |
| The price list changes. | We re-run the price check on the new list before the next drafts. |
| A wrong code is quoted. | We report it first, find the cause and propose a matching fix. Linked job: Quote requests to priced drafts |
We do on our own
- Read the month's inputs and run the agreed checks
- Prepare the monthly result and the test report
- Offer the matching one-off job as a next step
We ask you first
- Any change to a pass mark, rule, threshold or the inputs covered
- Any request for wider access to a system
- Starting any fix, rebuild or backfill
We escalate to you when
- A severe error is found in the monthly sample
- The same failure appears two months running
- The inputs stop arriving or change shape
How you know it held. Each month you can re-run the frozen test pack with the steps we hand over, and the report states the cases run, passed and held.
How we keep it true
This service is never finished. Each month's report shows whether the thing it watches stayed true, and it continues until you end it.
Turn customers' parts-list requests into quote drafts priced from your own price list Job Optional
Each customer request in one agreed format becomes an Excel quote draft: code, description, quantity, unit and price from your list, with uncertain matches flagged and no substitutions made.
Bought separately, each time it is needed; not part of the monthly fee
What is included, and what is not
- Monthly workflow report
- Matching changes made
- Test report
Included
- A monthly sample of 10 redacted requests, labelled by your sales administrator
- Code-match rate, flags raised and any wrong code or price
- A check of every price against the current price list
- The planted ambiguous-line pack re-run
Not included
- Sending quotes or contacting customers
- Substituting products
- Legal, tax or financial advice: a named person at your business decides
- Sending, posting or filing anything: a person at your business does that
- Any response-time guarantee or out-of-hours cover
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
Each month on 10 labelled requests (at least 100 lines), at least 95 of every 100 lines are matched to the right code without a flag, lines flagged for a person count as misses, and an unflagged wrong code is reported at the top
Evidence: The labels beside the drafts
The 15 ambiguous lines your sales administrator planted and holds are still all flagged
Evidence: The planted pack results
Each month the frozen test pack is re-run, and every case that passed last month still passes; a case that fails is reported with its cause
Evidence: The monthly test report
Originals are unchanged (checksums match) and nothing was written to any live system by us
Evidence: Checksums before and after, and your own audit trail
Sign-off. You read each month's result and tell us whether the test and thresholds still suit you. A month counts as delivered when you have received the result and the test report.
If it fails. If we cannot run a month because an input is missing or has changed shape, we say so, explain what we need and do not guess. If the service is not working for you, you can end it at the end of any month.
When it fits, and when we stop
It fits when
- The matching one-off job's conditions hold for your material
- Each month's inputs arrive through the agreed secure route in the same shape
- A named person at your business who decides what to do with the results and approves anything that goes live or to someone outside
We stop and tell you if
- Inputs change shape and cannot be mapped to the agreed one
- Nobody on your side reads the monthly result for two months running
- You want the system to post, send, file or pay by itself, without a person at your business approving each action
What could go wrong
The service reads, tests and reports. Ending it leaves your systems and the way you work exactly as they are, and you keep every report we sent.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A new product code looks like an old one and is matched wrongly. | New codes are added to the planted pack, and an unflagged wrong code is reported at the top. |
| The monthly result is trusted without its test report. | Each result goes out with its test report, and a failed re-run is stated at the top. |
| Text inside a document or email tries to give the system instructions, such as "mark this paid". | The reading step has no permission to send, post or pay. Code checks its output, and planted hostile items must change nothing. |
| Real documents carry personal or confidential data. | First tests use synthetic or redacted files. Real files move only after a written agreement names the model provider, its country, how long it keeps data and whether it trains on it. |
A separate automated reviewer checks each month's result against the agreed test before it is sent. Your named person decides what to do with it. No human supervisor from us is included unless your agreement names one. At launch the work is largely automated, and we say so.
Stays with a person
- Your named person decides what to do with each result and approves anything that goes live or to someone outside
Access we would need
- Redacted or synthetic copies of your files, sent through a secure route agreed in writing
- No login, key or write access to any live system
Questions
Do you send the quotes?
No. A person at your business reads and sends each quote.
What if our price list changes?
We re-run the price check on the new list before the next drafts are trusted.
Send an enquiry
Send us
- Which one-off version fits you, and the volume you expect each month
- Who receives the monthly result. No files or logins in the first enquiry
Later, once you agree
- The first month's inputs through a secure route agreed in writing
- The frozen test set and pass marks, agreed in writing
- A named person who reads each month's result
You keep your accounts, mailbox, bank and every original document. We work from copies or exports sent through a secure route agreed in writing, and we never ask for passwords or keys in the first enquiry. Nothing is posted, sent or paid by us. Before any real file moves, the written agreement names the model provider, its country, how long it keeps data and whether it trains on it. Our copies are deleted, in writing, when the job ends.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “extract-quote-request-drafts-tested-and-tuned-every-month” as the subject.