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Autoquote

Going one step further than Smart Quote, Rotabull’s Autoquote can send quotes without any manual action from users. Autoquote is an easy way to speed up the early stages of a sale, and spend more time with prospects that engage and are interested in purchasing!

You can set limits around what types of parts should be Autoquoted through Rotabull.

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Admin-only feature

This rule can only be created by an admin.

The parts that Rotabull will autoquote and the prices it will use are determined by Price Lines. There are a few methods you can use to add Price Lines to Rotabull but the easiest is to have Rotabull automatically sync this data from your ERP, if you have one connected. See our price lines guide for more info.

Create Autoquote Rule

To get started with Autoquote, you'll need to first create an Autoquote rule in Rotabull's Automation settings. Only two autoquote rules can be set per Rotabull account- one for parts sales and one for repairs.

Quick Start Guide

An Autoquote rule in Rotabull has a number of settings (documented below) and can be highly customized. If you'd like to try out Autoquote quickly, here's a simple set up that will allow you get to started in a couple of minutes:

  • After creating your autoquote rule (parts sales or repairs), leave everything on the default settings.
  • Click the link at the top of the rule to edit your Price lines. Here you can add a part or capability that you'd like Rotabull to automatically quote for you. Click the "Add Part" button and then fill out the row with a part number, condition code and price:
  • After you've added a part to your Price Lines, be sure to click Save in the bottom right of the page.
  • Switch back to the autoquote rule, refresh the page, and scroll down to the bottom of the "Review Rule" section. Here you can confirm that the autoquote rule will apply to the part you just added:
  • Finally, scroll to the very bottom of the rule and click the green Save button. Once you click Save, the autoquote rule is live and Rotabull will automatically quote any RFQs you receive for the parts in your price lines.

Autoquote Rule Settings

There are several settings that can be configured in an Autoquote rule, all are documented below. The key settings that control Autoquote's behavior are "Quote Quantity", "Condition Code Options", "Autoquote Match Level". If you'd like to get started quickly, we recommend adjusting those three settings to your preference and the rest can be left on default until you choose to further customize Autoquote.


Configure Rule

  • Quote Quantity: This is a key setting that determines how Autoquote will handle requested quantities. The default option "Requested, if in-stock quantity is sufficient" will cause Rotabull to send an autoquote only when you have the requested quantity in-stock. If you don't have enough quantity in-stock to satisfy the RFQ, Autoquote will not send a quote and instead the RFQ will go to your Deals inbox where it can be quoted manually or ignored. There are other options here, such as "Requested" which is the opposite- it will cause Rotabull to send an autoquote on every eligible request, ignoring the quantity you have in-stock.
  • Quote Type Preference: This setting will determine what types of requests the Autoquote rule responds to. You can select Outright Sale, Exchange, or various combinations of both.
  • Condition Code Options: This is a key setting that determines how Autoquote will handle requested conditions. The default option "Exact Match" makes it so Rotabull will only send an autoquote when you have the exact requested condition for a part in your price lines. There are other options here, such as "Any, Best Condition Prioritized" which would cause Rotabull to send out autoquotes with the best condition you have in your price lines for a part, irregardless of which condition was requested.
  • Stock Line Options: This setting is helpful when you have multiple price lines for the same part, distinguished by stock line number or expiration date. This setting will determine which of those lines to use when sending out autoquotes. You can choose to use the line that expires latest, expires soonest, or have Rotabull quote all of your available stocklines.
  • Empty lead time display value: Set a display value that will be shown when the lead time for a part from your price line data is empty. This can be a default lead time or a message, etc.
  • Autofill advanced fields: If available on your price line, Rotabull will populate the advanced fields on the autoquote (in addition to the standard fields). This includes serial number, tag date, notes etc.
  • Days before past quote price lines expire: This setting affect price lines that were saved from a manual quote in Rotabull. You can enter a number here (days) to set how long this price line will be valid for Autoquote. The maximum is 365 days.

Email Settings

  • Set Autoquote User: Here you can select a user from your Rotabull account to associate with the rule. The quotes that Rotabull sends automatically will appear as if they were sent by the selected user. By default, any replies to the quote will be sent to this user's email address as well.
  • Set different reply-to email: Set a different email address for replies to your autoquotes. This is the address that will be populated in your buyer's email client when they click "reply". This can be any email address.
  • Set an Autoquote note: This (optional) note will be included at the top of all auto quotes that are sent.

(Settings continued)

Partial Autoquote

  • Autoquote Match Level: This is a key setting that determines how many lines in the RFQ need to be matched against your price lines in Rotabull in order for Autoquote to send a quote. The default option is "All", meaning Rotabull would only send an autoquote if it can quote every line on the request based on your price lines. There is also a "Most" and "Any" option. When using the "Most" or "Any" option, you must set Unmatched Line Item Action below.
  • Unmatched Line Item Action: If you have Autoquote Match Level set to something other than All, then this setting will determine what Rotabull does with the lines on an RFQ that can't be quoted. You can set the lines that cannot be quoted to a No Quote, a Make Offer, or you can Remove these lines from the quote entirely.

Price Settings

  • Do not Autoquote $0: When enabled, only past data with prices other than $0 will be used to send an autoquote. This setting just ensures that if your account did have a price line with a price of $0, it will be ignored in the auto quoting process.
  • Maximum Total Order Value: Enter a USD amount to define the the upper limit on total order value that will be eligible for autoquote. This refers to the total value of every line item on a request. Rotabull will not autoquote any RFQ that has a total value greater than the number you enter here. When left blank, there is no upper limit.
  • Maximum Unit Price: Similar to Maximum Order Value, but this field allows you to set an upper limit on individual units. An RFQ will not be autoquoted if it includes a unit that costs more than the number you enter here.
  • Minimum Order Value: Enter a USD amount to define a minimum limit on total order value that will be eligible for autoquote. Any RFQ with a total value that is less than the number you enter here will not be autoquoted.

Review Rule

In this panel (at the bottom of the rule settings page), Rotabull shows the past quote and/or price line data that will be used for Autoquotes based on the current settings for your Autoquote rule. Any changes to the settings above will be reflected in the data here. You can look through this data and search for part numbers to confirm that your rule is working as expected. You can also exclude a part or repair service by clicking “Exclude”, which will automatically add it to the exclusion list.

NOTE: There are some RFQs Rotabull won't automatically quote. Those include:

  • SkySelect RFQs
  • RFQs where one or more items can't be Autoquoted (e.g,. a line item is not in your Price Lines, or doesn't have a matching condition code); only RFQs where every line item can be Autoquoted will be answered.

Rotabull will sync the quote to your ERP as long as there is a company match

Set a rule and let Rotabull do the work for you!