Create models in seconds
Upload a quotation and watch as Affinda instantly predicts the data fields you want to extract, helping you automate quotation data extraction in just a few clicks.
Quotation extraction
Production-grade document AI for quotations. Describe your workflow. Affinda handles the rest.
How to automate quotation processing with Affinda's AI
- 1
Upload your quotations, your way
Email, drag and drop or connect via API.
- 2
Watch as it extracts your quotation data
Affinda's AI reads your quotations with impressive contextual understanding. It splits and classifies documents, extracts and validates data, then transforms the output to match your business needs.
- 3
Automatically route the data to your systems
No manual data entry required. Affinda integrates seamlessly into your existing tech stack.
Extract any information from any document, fast
Affinda's AI reads, understands and extracts data from any quotation or document
Cleanse and transform data
Affinda automatically converts extracted quotation data into the format your business system recognizes, ensuring it's ready for downstream processing. Need something custom? Use natural language to describe how you want the data to appear.
Apply business logic
Write validation rules in natural language and apply your business logic to quotation data. This ensures every output meets your organization's standards and enables straight-through processing across your sales workflows.
Combine the best of artificial and human intelligence
1B+ documents processed
10+ years of IP combined with the latest AI innovations
800+ customers
95% reduction in manual processing achieved
No need to talk to sales. Get started now
With a free trial, discover how easy it is to extract any information from any document, fast.
Sign up for free
No sales calls, no credit cards and no hidden features. Get all the power in your hands from day one.
Upload documents
Drag and drop, email or upload via API. Affinda can handle any document, any file type and any layout with ease.
See the magic
Watch as the platform predicts the information you want to extract, letting you build models in minutes, not months.
Nathaniel Barrs, CTO, PSC Insurance
95%
reduction in manual work
10×
more invoices processed with no added staff
Enhanced auditability and tracking of invoice approvals
Jorg Both, Head of Business Systems, Northline
120,000
proof of delivery documents processed annually
82%
of documents straight-through processed in the first weeks
Automatic validation of documents against ERP system
Michael Zhao, AI Product Manager, SEEK
High accuracy parsing across multiple languages
Improved customer experience thanks to better structured data
Stronger compliance with international data security and software standards
Nick Tran, Business Analyst, StateCover Mutual
300,000
documents processed annually
80
different document types
60%
Enhanced auditability and tracking of invoice approvals
Steve O’Keeffe, CTO, Felix
76%
reduction in manual data input
30%
reduction in compliance data errors
85,000
compliance documents processed annually
Frequently asked questions
What is quotation processing?
Quotation processing is the workflow businesses use to receive, capture, extract and validate pricing and product data from sales quotes. Our AI quotation processing software automates this entire process to speed up sales cycles, reduce manual entry errors and improve customer response times. It ensures that quote data is accurate, complete and recorded correctly in your CRM, ERP and sales systems.
What is quotation data extraction?
Quotation data extraction is the process of reading a quote and capturing key data points such as quote numbers, dates, customer details, line items, pricing, terms and validity periods. Our AI platform automates quotation data extraction, handling both digital and scanned formats to turn unstructured quotes into structured data ready for your CRM, ERP and sales systems.
What is quotation extraction?
Quotation extraction is the automatic capture of key data from sales quotes using AI. Our quotation extraction software combines reading order models, OCR, LLMs, RAG and more to convert this information with high accuracy and faster processing times for your sales and procurement workflows.
What is a quotation parser?
A quotation parser is a software tool that automatically reads and extracts data from sales quotes. It converts quotations into structured, machine-readable formats for your business systems. Our AI quotation parser adapts to different layouts, formats and pricing structures with continuous learning – transforming quote data into exactly the format your CRM, ERP and sales systems need.
What is quotation line extraction?
Quotation line extraction captures product items, prices, quantities and terms from the tables within your quotes, converting them into structured data while preserving the relationships between each line. Our AI handles everything from simple item lists to complex multi-page tables with grouped products, ensuring your pricing and product data flows accurately into your systems.
What data fields can Affinda's AI quotation processing software extract?
Affinda's AI quotation processing platform can capture data from any field on a quote. Standard data fields include:
Quote Details
- Quote Number / Reference: Unique identifier for the quotation in your system.
- Quote Date / Issue Date: Date the quotation was created or issued to the customer.
- Valid Until / Expiry Date: Date by which the quoted pricing and terms remain valid.
- Customer Name / Company: Name of the customer or organization receiving the quote.
- Customer Contact / Email / Phone: Contact details for the customer or their representative.
- Billing Address / Shipping Address: Customer addresses for invoicing and delivery purposes.
- Vendor / Supplier Details: Name, address and contact information of the quoting party.
- Sales Representative / Account Manager: Person responsible for the quote on the vendor side.
- Currency: Currency in which all pricing is quoted.
Line Items
- Item Code / SKU / Part Number: Product or service identifier in your catalog.
- Description: Detailed text describing each product or service being quoted.
- Quantity: Number of units being offered.
- Unit Price: Price per individual unit before discounts.
- Discount / Discount %: Applied discount amount or percentage per line.
- Line Total / Subtotal: Total value for each line item after discounts.
- Tax Rate / Tax Amount: Applicable tax percentage and calculated tax per line.
- Unit of Measure: Measurement unit such as pieces, hours, kilograms or meters.
Terms & Totals
- Subtotal / Net Amount: Total before taxes and additional charges.
- Total Tax / VAT / GST: Total tax amount across all line items.
- Grand Total / Amount Due: Final quoted amount including all charges.
- Payment Terms: Conditions such as net 30, payment on delivery or deposit requirements.
- Delivery Terms / Lead Time: Expected delivery timeframe or shipping conditions.
- Notes / Special Conditions: Additional terms, warranties or customizations.
- Purchase Order Number: Customer's PO reference if provided on the quote.
Need custom fields or a specific template? Simply define them in the UI or describe them in natural language and Affinda will extract and structure them automatically.
What file types does Affinda's AI quotation processing solution support?
Our AI agents can process any file type. Supported file types include PDF, JPG/JPEG, PNG, TIFF, DOC/DOCX (Word), XLSX (Excel), HTML and TXT/CSV.
How does Affinda process quotations and extract quotation data?
Affinda's AI agents read, extract and validate quotation data. Our platform is intuitive to set up and easily integrates into your systems. Simply:
- Upload your quotations via drag-and-drop, email or API.
- Configure business logic to match your organization's rules and workflows.
- Let Affinda check and validate extracted data against your business logic and CRM, ERP, sales and procurement systems to ensure accuracy.
- Access structured quotation data directly within your systems.
The result? Faster, more accurate quotation processing with minimal manual input.
Can Affinda extract data from scanned or image-based quotations?
Yes. Our AI quotation processing platform combines OCR with retrieval augmented generation (RAG), LLMs, agentic workflows, proprietary reading order algorithms and more, to automatically detect and process data from scanned or photographed invoices (PDF, JPG, PNG). Even low-quality images are automatically enhanced for reliable data capture and processing.
What language does Affinda's AI quotation automation platform support?
Our AI quotation processing platform can automatically detect and process quotations in 50+ languages, including multilingual quotations containing more than one language. Supported languages include: Afrikaans, Albanian, Amharic, Arabic (Standard, Egyptian, Sudanese, Algerian, Moroccan, Levantine), Bahasa Indonesian, Bengali, Bhojpuri, Bulgarian, Burmese, Chinese (Mandarin [PRC/Taiwan], Cantonese, Wu, Min Nan, Jinyu, Xiang, Hakka), Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Gujarati, Hebrew, Hindi, Hungarian, Italian, Japanese, Javanese, Kannada, Korean, Latvian, Lingala, Lithuanian, Macedonian, Malayalam, Marathi, Nepali, Norwegian, Odia, Persian (Farsi), Polish, Portuguese, Punjabi (Western and Eastern), Romanian, Russian, Slovak, Slovenian, Somali, Spanish, Swahili, Tagalog, Tamil, Telugu, Thai, Turkish, Ukrainian, Urdu, Vietnamese, Yoruba.
Does Affinda integrate with CRM, ERP and sales systems?
Yes. Affinda integrates with 400+ systems, including major CRM, ERP, sales and procurement platforms. You can build no-code integrations using our AI integrations agent, or create custom connections with our APIs – whatever suits your quotation processing workflow best.
What are some examples of AI quotation workflow automations?
AI quotation processing helps automate and streamline sales workflows across business teams such as:
- Sales Teams: Eliminate manual quote entry and accelerate response times by automatically extracting pricing, product details and terms from any format. Validation rules flag quotes with expired dates, missing customer details or incomplete line items – so your team can focus on closing deals, not data entry.
- Procurement Teams: Speed up vendor quote comparisons and supplier evaluations with instant data extraction from multiple quotations. AI that adapts to different supplier formats makes it easy to compare pricing, identify the best terms and maintain accurate vendor records in your procurement systems.
- Operations / Project Teams: Feed structured quotation data directly into project costing, job tracking and ERP systems to improve margin analysis, resource planning and project profitability – especially valuable in manufacturing, construction and professional services where accurate quote data drives project success.
What is a quotation OCR data extractor?
A quotation optical character recognition (OCR) data extractor scans and accurately captures information from sales quotes, regardless of format or language. Upload quotation documents in PDF, JPG or PNG formats. The OCR technology first converts the documents into a text layer, ensuring all text (even from scans, photos or handwriting) is captured. Affinda's AI models then identify and extract key fields such as quote numbers, dates, customer details, line items, pricing, terms and validity periods, transforming them into structured, usable data.
This automation eliminates manual data entry, reduces errors and speeds up sales cycles. Once the quotation data is captured and structured, our AI quotation processing pipeline can apply machine validation and post-processing to enable seamless integration with CRM, ERP, sales and procurement systems.
Businesses in sales, procurement, manufacturing, construction and professional services rely on Affinda's AI for their quote management, vendor comparisons and sales workflow processes, streamlining operations and improving overall efficiency.