How to create and send quotes with AI Actions

This guide shows you how to create a quote (also called a proposal or offer) in PSOhub, fill it with contract lines, a team and a budget, and publish it as a web page, by asking your AI assistant, Claude or ChatGPT.

New to AI Actions? Start with AI Actions: create and update PSOhub data with your AI assistant. It explains how the preview and your approval work.

Before you start

Your AI assistant, Claude or ChatGPT, is connected to PSOhub. See Connecting your AI assistant to PSOhub.
Your account has access to AI Actions, a paid feature.
You are an administrator, a controller or a sales rep, or the sales rep of the quote. See Who can do what below.
To send a quote: it has a contact, a sales rep, and the sales rep has a saved signature in PSOhub.

Big jobs in one request

These requests replace building a quote screen by screen.

You say	What happens
"Here are my notes from the call with Acme. Make a quote: discovery workshop fixed fee €4,500, implementation 120 hours T&M, and a monthly support fee of €800."	One plan with the draft quote, its three contract lines, and the new customer or contact if they don't exist yet. You approve the whole plan once.
"Make a quote for PSV based on the Website relaunch project, with the same lines, team and budget."	A new draft quote, filled with the lines, team and budget hours of that project.
"Add Eva as Designer and Mark as Developer to the Acme quote, with 40 and 120 budget hours, and show the team and rates as an appendix."	The team and budget on the quote, plus the team-and-rates appendix.
"Publish the Acme quote and give me the link."	The quote is published as a web page and you get the link to send to the customer. The assistant asks a separate yes first.

Quick everyday changes

You say	What happens
"Create a quote 'Website relaunch' for PSV, valid for 60 days."	A draft quote with your defaults and an expiry date 60 days from today.
"Change the intro text of the Acme quote to: …"	The text above the lines is replaced.
"Hide the amounts on the Acme quote."	The amounts are hidden on the quote document.
"Set the quote language to Dutch."	The quote document is in Dutch.
"Add PO number 4500123 to the Acme quote."	The purchase order number is filled in.

How to create and send a quote

Tell your assistant the customer and what you offer. Share notes, an email or an earlier proposal if you have them.
Answer its questions. For example when the customer name matches more than one company.
Check the preview. You see the quote settings, the lines with the total, the team and budget, and any new customer or contact.
Approve. Say yes, or click the approve button if your assistant shows one. The quote is saved as a draft.
Publish when it's ready. Ask the assistant to publish the quote. It asks a separate yes, then gives you the link to send.

What you can set

Setting	Details
Name and customer	Required. A new customer or contact is created only when nothing similar exists.
Contact	The person the quote is for. Needed to send it.
Sales rep	The sender. Default: you.
Currency, business unit, type	Default: base currency and your business unit. The currency can't change later.
Quote date and validity	Default: today, valid for your organisation's standard number of days. Or give an expiry date.
Estimated start and end date	For the project that follows.
Language	English, Dutch or German.
Texts	The intro above the lines and the terms in the footer. They replace your standard texts.
PO number, internal description	Optional.
Display options	Hide amounts; add the team and rates, task board, Gantt chart, budget hours or files as appendices.

The quote number is always created automatically.

What goes on the quote

Contract lines, the team and the budget of a quote work the same as on a project:

How to add and change contract lines with AI Actions
How to manage the project team with AI Actions
How to fill and change a project budget with AI Actions

Lines on a quote are always active. All of it can be part of the same request, with one yes for the whole plan.

Changing and sending

Changes are possible while the quote is a draft. To change a published quote, revoke it in PSOhub first. A signed quote doesn't change anymore.
Publishing turns the quote into a web page and gives you the link. PSOhub doesn't email the customer; you send the link yourself.

Note: publishing always asks for a separate yes, because the customer can see the quote from then on.

Verify it worked

After saving, the assistant confirms the quote, its customer and total, with a link to the quote in PSOhub.
After publishing, you get the link to the web page. Open it to see what the customer sees.
The quote's status changes from Draft to Submitted once it is published.

Who can do what

Role	Quotes
Administrator, controller	All quotes
Sales rep and other roles	Quotes where you are the sales rep, or that have no sales rep yet. Only administrators, controllers and sales reps can choose another sales rep.
Project manager (project manager connection)	Not available

What is not possible

These are done in PSOhub itself:

Signing, declining or revoking a quote.
Publishing as PDF.
Converting a signed quote into a project.
Emailing the quote to the customer. You send the link yourself.
Changing a published or signed quote.
Choosing the quote number. It is always automatic.

Common issues

The quote can't be published. It has no contact, no sales rep, or the sales rep has no saved signature. Add the missing part in PSOhub or ask the assistant to set the contact.
The quote can't be changed. It is published or signed. Revoke a published quote in PSOhub first.
You can't pick another sales rep. Only administrators, controllers and sales reps can choose someone else.
More than one customer matches. Pick the right one from the list the assistant shows.

Frequently asked questions

Does the assistant send the quote to my customer?

No. It publishes the quote as a web page and gives you the link. You send it yourself.

Can I turn a signed quote into a project through AI?

No. Converting a signed quote is done in PSOhub.

Can I use a quote's lines for a new project later?

Yes. Ask the assistant to create a project with the same lines; see How to create, update and staff projects with AI Actions.