Can AI really understand quote emails and attachments?

With clear emails, PDFs and tables, AI can usually pull out items, quantities and delivery dates; scans, handwriting and messy attachments are more likely to be misread. Before launch we test with your real quote emails, and every uncertain field goes to the review list and is saved only after a person confirms it.

Does it work with both Gmail and Outlook?

Yes. n8n has built-in Gmail and Microsoft Outlook nodes that can read new email. We set it to process only your quotes inbox or a specific label, so other email stays out of the workflow.

Will the AI reply to customers on its own?

No. The AI only drafts replies, and a rep reviews and approves each one before it is sent, with every email logged. Pricing is also the rep's decision; the AI does not quote prices.

Every customer names items differently. How is that handled?

You provide your item list or item number map, and AI uses it to match each customer's wording to your item numbers. Items that don't match are flagged for a rep to confirm, and confirmed wordings can be added to the map so they match next time.

Will our emails be used to train AI models?

AI providers' training terms differ by provider and by plan. Before choosing a model we review the terms with you, and we send AI only what is needed to process the request.

Can the data go straight into our ERP?

We can look at it. A common approach is to save to a spreadsheet or CRM first, then pass the request to the ERP after a rep confirms it. Digiwin, SAP Business One and Odoo each connect differently, so we confirm the method during the consultation.

Integration

Let AI sort your quote request emails into items, quantities and dates

AI quote request extraction means AI reads the quote request emails and attachments arriving in Gmail or Outlook, pulls out the company, contact, items, quantities and delivery dates, and saves them as one request in a spreadsheet or CRM. TriloAI uses n8n to collect the emails and pass them to AI; anything the AI is unsure about or that is missing details goes to a review list and is saved only after a person confirms it. A single workflow usually launches in 1–2 weeks; adding a CRM or ERP usually takes 3–6 weeks.

Book a free 30-minute consultation Workflow automation and integration

Systems involved

Gmail or Microsoft Outlook
AI model (OpenAI, Claude or Gemini)
Google Sheets
CRM such as HubSpot or Pipedrive
n8n integration tool (cloud or self-hosted)

Time to launch

A single workflow that reads one inbox and writes to a spreadsheet usually launches in 1–2 weeks. Adding a CRM or ERP, or matching a large item catalog, counts as cross-system integration and usually takes 3–6 weeks. Actual timing depends on how messy the emails are and how many test rounds are needed.

What runs automatically once connected

Turn each quote request into one record

Starts when: A matching email arrives, such as one sent to your quotes inbox or given a quote label

1n8n checks the inbox on a schedule and picks out quote requests
2AI reads the email and attachments and pulls out company, contact, items, quantities and delivery dates
3Match the customer's wording to your item numbers using your item list
4Save to the spreadsheet or CRM with the sender and time received

Result: Reps open one sheet to see today's requests instead of reading and copying each email.

Send unclear items to a review list

Starts when: AI can't read something clearly, or required details such as quantity or delivery date are missing

1Flag which field is uncertain and why
2Put it on the review list and alert the rep in charge
3Save it to live records only after the rep completes or corrects it

Result: Misread data doesn't go straight into your systems, and people only check the few records with problems.

Draft replies that wait for approval

Starts when: A quote request has been processed

1AI drafts a request-received reply from your template
2The rep reviews, edits and approves it
3The send time is logged once it goes out

Result: Every reply a customer receives has been checked by a rep.

Route repeat customers to their usual rep

Starts when: The sender is already a customer in your CRM

1Find the customer by email address or company domain
2Log the request under that customer
3Alert the rep who already handles the account

Result: Requests from existing customers go straight back to the rep who knows them.

What to prepare

The inbox to read (Gmail or Outlook) and authorization, ideally a dedicated quotes inbox or a fixed label
The fields to extract, such as company, contact, items, quantities, delivery date and delivery location
Your item list or item number map so AI can match customer wording to your item numbers
A few real quote emails and attachments as test samples, with sensitive details masked if needed
Where to save the data, Google Sheets or a CRM, with the matching edit or admin access
Which AI provider to use and an account with that provider

Good to know first

AI can misread, especially scans, handwriting, photos and messy tables; anything uncertain goes to the review list, and only person-confirmed data counts as final.
Encrypted or password-protected attachments can't be read by AI and are flagged for a person to handle.
AI only organizes data and drafts replies; it doesn't price quotes or send email on its own, and sending needs a rep's approval.
n8n checks the inbox on a schedule rather than the moment an email arrives; the interval can be set.
Emails and attachments are sent to AI to read. AI providers' training terms differ by provider and by plan, so we review them with you before choosing one, and we send only what is needed to process the request.

Frequently asked questions

Can AI really understand quote emails and attachments?: With clear emails, PDFs and tables, AI can usually pull out items, quantities and delivery dates; scans, handwriting and messy attachments are more likely to be misread. Before launch we test with your real quote emails, and every uncertain field goes to the review list and is saved only after a person confirms it.
Does it work with both Gmail and Outlook?: Yes. n8n has built-in Gmail and Microsoft Outlook nodes that can read new email. We set it to process only your quotes inbox or a specific label, so other email stays out of the workflow.
Will the AI reply to customers on its own?: No. The AI only drafts replies, and a rep reviews and approves each one before it is sent, with every email logged. Pricing is also the rep's decision; the AI does not quote prices.
Every customer names items differently. How is that handled?: You provide your item list or item number map, and AI uses it to match each customer's wording to your item numbers. Items that don't match are flagged for a rep to confirm, and confirmed wordings can be added to the map so they match next time.
Will our emails be used to train AI models?: AI providers' training terms differ by provider and by plan. Before choosing a model we review the terms with you, and we send AI only what is needed to process the request.
Can the data go straight into our ERP?: We can look at it. A common approach is to save to a spreadsheet or CRM first, then pass the request to the ERP after a rep confirms it. Digiwin, SAP Business One and Odoo each connect differently, so we confirm the method during the consultation.

Other common integrations

Digiwin ERP × n8n

Sync Digiwin ERP data and get operating reports without copy and paste

SAP Business One × n8n

Keep SAP Business One orders, customers and inventory in sync without retyping

Odoo × n8n

Connect Odoo to LINE, forms and spreadsheets and enter data only once

Google Forms × CRM

Send Google Forms leads straight to your CRM without exporting files

Check how your systems connect first

Bring the systems you use and how you work today. In a free 30-minute call we check whether they can connect and which part to start with. Pricing is scoped to your needs.

Book a free 30-minute consultation