Quotation management | Software | Suppliers

AI-supported offer management software

for promotional product & private label suppliers

ALDI, Lidl, Kaufland and Co. expect structured offers, in their format, by their deadline. prodot combines in-depth process understanding from everyday tendering with AI and automation expertise - your entire offer process on one platform, from invitation to award.

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ALDI SOUTH: Customer of prodot ThyssenKrupp Elevator: Customer of prodot Rossmann: Customer of prodot Siemens Energy: Customer of prodot Bayer04 Leverkusen: Customer of prodot Borussia Mönchengladbach: Customer of prodot 3M: Customer of prodot thyssenkrupp: Customer of prodot Caparol: Customer of prodot HAVI: Customer of prodot

Mastering the entire tendering process

Promotional product and private label suppliers process over 100 tenders in parallel every month - received via various retailer portals or by email. Calculations are made in Excel files without a version history, deadlines are managed in Outlook, documents are stored in the DMS or on network drives, master data comes from the ERP. In the end, only the person who last opened the file knows who calculated what was renegotiated and which variant was finalized. With every new tender and every round of renegotiation, the data collection marathon starts all over again.

prodot brings this process onto one platform. AI takes over the filling of dealer portals or tender forms, monitors deadlines and simulates margins in renegotiation rounds in real time. The result: no Excel chaos, no missed deadlines, clearly documented decisions.

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This is what our quotation management software offers:

Bidding & system integration

Every retailer expects quotation data in their own format and once the order has been accepted, the orders must be processed internally. The system structures the bid data according to the target format and automatically pre-fills retailer portals - e.g. SAP Ariba. It transfers relevant order data to your ERP system without media discontinuity after the contract is awarded. Your team checks and submits - no more searching, no more copying, no more manual transfer.

Deadline & pipeline management

Anyone who manages a number of tenders in parallel needs more than just Outlook calendars and email reminders. All tenders with deadlines, responsible parties and status on one board - real-time alerts before critical deadlines. No more missed deadlines, no parallel tracking in Outlook, no more time-consuming team coordination.

Calculation without Excel chaos

Calculating, comparing and approving variants - in Excel without a version history, this ends in chaos. The system offers variant costing with versioning, dual control approval and a complete history. Cost components (production, QA, logistics, customs, margin) are modular and audit-proof - who calculated what and when is traceable at all times, even after personnel changes.

Negotiate confidently in real time

Renegotiation is the standard, not the exception. The system simulates the margin effects of alternative prices, quantities and conditions in seconds. Negotiators can immediately see where there is room for maneuver and where the limit is - without interruption, without further inquiry.
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Our scope of services for quotation management software

A perfect fit for your process

Your calculation logic, your retailer portals, your ERP landscape - prodot customizes the solution where it counts. No compromise between standard software and your requirements.

Data aggregation & single source of truth

AI aggregation from email, DMS, ERP, Excel and Ariba or other dealer portals. Cleansing and normalization of heterogeneous tender data - all relevant information at a glance, per tender.

Hit rate analytics with a learning effect

AI-supported analysis at item, retailer and category level with hit rate and margin. Migration of legacy data ensures reliable evaluations from day 1. Recommendations for product range and pricing strategy based on historical patterns.

Adaptability & further development

Trader requirements, portal formats and regulatory requirements - from ESG obligations to country-specific requirements - are constantly changing. Thanks to AI, the system adapts flexibly to new requirements without the need for major adjustments.

Added value of tender management software

Quotation management software must fit your calculation logic, your key accounts, your dealer portals and your ERP. prodot combines a sound understanding of processes from everyday B2B tendering with in-depth AI and automation expertise - modular, AI-supported and with short implementation cycles up to productive use.
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Up to 80 % less processing time

The submission time in special customer setups has been reduced from 30-60 minutes to around 10 minutes per quote - including country-specific mandatory fields.

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Calculation time reduced by up to 50

Faster calculation, more variants without additional effort - more time for evaluation and decision-making.

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More tenders, same capacity

Process more tenders and calculate more variants - without a proportional increase in personnel.

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Higher hit rate, more turnover

Versioned calculations and a confident response in renegotiation rounds lead to more convincing offers - and more tenders won.

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Lower costs per tender

Less processing time per tender means directly lower costs - with a simultaneous increase in order volume.

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Strategically manage your product portfolio

Based on historical data, see which tenders are worthwhile and where the strengths of the product range lie - and build on them in a targeted manner.

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Katja Kammilla - Contact person prodot

Your contact person

Katja Kammilla
0203 3965080
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Questions & Answers

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Who we are

Digital Passion. Driving innovation. We inspire people with the right solutions for their business. As a pioneer and trailblazer into the digital future, we are committed to making our customers even more successful through AI.

Passionate, interdisciplinary and agile. These are our ingredients for successful collaboration with our clients' teams. Together, we integrate innovations into the existing IT infrastructure. With a short time-to-market, seamlessly and efficiently, we help our customers to achieve their business goals in a more digital, secure and smarter way.

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