From incoming enquiry to a reviewed quote
The agency supplies staff to trade fairs, events and hospitality businesses and needs to send accurate quotes quickly. Its agency software, PROAD, manages projects and invoices but has no interface for preparing quotes.
The web application fills this gap by retrieving master data, calculating line items and generating the PDF. PROAD remains the system of record; templates and calculations are maintained centrally instead of copied from example projects.
The starting point: polished quotes prepared manually under time pressure
High-quality documents are standard in the events industry. Producing them made each enquiry costly: research, calculation and layout were handled manually against a 24-hour deadline.
PROAD templates did not include line-item lists, so staff searched for example projects to copy. Layout and emphasis were sometimes lost during editing. Two companies shared a numbering sequence but used different letterheads.
The turning point: a dedicated quoting layer alongside PROAD
Researched data
A few customer and event details are enough. Research collects master data, contacts, logos and event information, including distance and travel time. The results remain editable.
Connected PROAD
Customers, contacts and the service catalogue come through a REST API and database access. New customers can be created from the tool.
Stored calculation rules
When setting up templates, we found that PROAD templates could not hold line-item lists. We therefore put sections and rules for each quote type, including trade fairs, hotels, promotions and event support, into the tool instead of copied past quotes.
Generated quotes
Rich text, image layout, page breaks, numbering and a comment for a second-person review are handled before generating a PDF on the appropriate letterhead.
The client is a Dresden-based agency that has supplied service staff for trade fairs, events and hospitality since 2001.
Together with a sister company, it has access to around 16,000 workers. PROAD manages projects and invoicing.
