AI Quote & Inventory Matching Assistant

A B2B distributor carrying thousands of SKUs was drowning in inbound quote requests.

Customers emailed in technical, jargon-heavy part descriptions (thread types, materials, dimensions) that took skilled staff real time to decode, cross-reference against inventory, and respond to.

With only a handful of customer service reps handling the volume, routine requests ate hours that should have gone to relationship-building and complex orders, and the occasional large multi-line request could tie up the whole team for days.

Symplytics built an AI agent that sits inside the existing quote workflow: Reading inbound requests (email or chat, including uploaded PDFs, spreadsheets, and CSVs), interpreting technical part descriptions the way an experienced rep would, and checking live inventory before a human ever opens the message.

For everyday requests, it identifies the closest matching parts, checks stock, and hands the rep a ready-to-review summary, flagging only what actually needs judgment. For large batch requests (hundreds of line items at once), it uses retrieval-augmented search across the full inventory index to match every line in one pass, then routes a structured summary to the sales team and a confirmation to the customer. The agent never finalizes pricing or replaces the rep's judgment: it removes the lookup grind so the team's time goes to the parts of the job that actually need a human.

Before this agent, a routine parts request took a customer service rep about 10 minutes to work through (decoding the technical description, checking stock, and writing back). With four reps handling dozens of these every day, that added up fast. Now the agent does that lookup in seconds, handing the rep a ready-to-check summary instead of a blank page. And when a big request comes in sometimes 200 line items at once, what used to tie up the whole team for a day or two now gets matched in one pass, with a person just reviewing the results. Across a year, that's roughly 2,250 hours given back to the team, time they're now spending on the calls and orders that actually need a human.