ModAE Win-Track is an AI-powered proposal automation system built for Mode AE. Phase 1 automates quotation workflows from email intake to dispatch. Phase 2 adds project proposal generation with scope analysis and multi-currency support.
Mode AE operates in a competitive spare parts and services business where speed and accuracy of quotation directly impact win rates.
Manual email reading and data extraction is time-consuming and prone to omission errors.
Lookup across a large Spare Parts Price List (PDF) and Service Rate Sheet is slow and error-prone.
No automated tracking of RFQ status, values, or dispatch — relying on manual Excel updates.
High salesperson effort per quotation reduces bandwidth for higher-value activities like deal closing.
Volume growth directly increases headcount requirements. The current process cannot scale.
Customer data, quotation amounts, and pipeline status are scattered across emails and spreadsheets.
End-to-end quotation automation with embedded CRM — a cloud-native AI solution integrated via automated workflows, AI services, and secure cloud storage.
Continuously monitors the designated email inbox for new quotation enquiry emails. Uses AI-powered NLP to parse and extract customer name, company, contact details, enquiry date, part numbers, descriptions, quantities, and service requirements.
Presents the parsed enquiry to the designated salesperson via email or WhatsApp notification. Salesperson confirms KYC status: Verified / Not Verified / Pending. Only upon KYC confirmation does the automated workflow proceed.
Accesses the Spare Parts Price List (PDF) and Service Rate Sheet using an AI-powered document search and extraction engine. Matches enquiry line items to catalogue entries using fuzzy matching and semantic similarity.
Auto-populates the RFQ tracker (database) with customer details, enquiry date, enquiry type, and line items. Generates a unique proposal number following Mode AE's existing numbering convention (e.g. MDA-2026-XXXX).
Populates Mode AE's standard quotation template with customer details, proposal/RFQ number and date, line items with part descriptions, quantities, unit prices, line totals, applicable service rates, grand total, and standard terms.
Routes the generated quotation to the designated reviewer via email or WhatsApp notification with a preview link. Reviewer can Approve, Reject, or Request Edits via the web dashboard.
Upon approval, sends the quotation to the customer via the designated email account with the quotation document attached. Updates the RFQ tracker: records quotation value, sets status to Sent, logs dispatch timestamp.
Built-in CRM layer to log and track customer name, company, contact details, quotation amount, assigned salesperson, enquiry source, and deal status. Provides a centralised sales pipeline view with filters by salesperson, status, and date range.
Extends the platform with intelligent scope analysis, HW/SW/services breakdown, multi-currency conversion, and full terms generation.
Parses client RFP/SOW documents for requirements extraction.
Structured BOM from parsed scope with intelligent categorisation.
INR/USD/AED with configurable hedge rates.
Auto-populated from clause library.
Multi-page PDF from structured data.
Tally / Zoho Books via API (single system).
Total Effort: 50 Working Days from kick-off
Detailed requirements workshop with Mode AE team. Access provisioning to email, document storage, and existing infrastructure.
Deploy email intake and NLP parsing engine. Configure knowledge base lookup against Spare Parts Price List and Service Rate Sheet.
Deploy quotation document generator with Mode AE template. Configure review and approval workflow with automated dispatch.
End-to-end integration testing using live and sample data. Bug fixes and optimisation.
User acceptance testing with Mode AE team. User training sessions. Go-live deployment with 2-week hypercare support.
Where Mode AE has existing Microsoft 365 infrastructure, the M365 alternative can be adopted instead.
Email: IMAP / Gmail API
Email monitoring and dispatch
Alt: Microsoft Outlook / Graph API
Supabase Storage / S3
Price lists, templates, generated files
Alt: SharePoint / OneDrive
PostgreSQL / Supabase
RFQ tracker, CRM data, pipeline
Alt: Excel / SharePoint Lists
n8n / Custom Workflows
Workflow orchestration & automation
Alt: Power Automate
OpenAI API / Claude API
NLP parsing, KB search, extraction
Alt: Azure AI / Cognitive Services
Next.js / Node.js
Application server & API layer
Alt: Azure Functions
WhatsApp / Email
Reviewer notifications & approvals
Alt: Microsoft Teams
Supabase Auth / NextAuth
Authentication & access control
Alt: Microsoft 365 / Azure AD
ModAE Win-Track is designed for rapid deployment with minimal disruption to existing operations. Phase 1 delivery in 8 weeks.
Access the DashboardProposal Reference: BTR-2026-MODAE-02