How Pippin Drafts a Quote

Summary

Overview: When a customer has given enough detail, Pippin drafts a priced quote from your knowledge and puts it in the Review Queue. Nothing reaches the customer until someone on your team approves it. This guide explains how Pippin builds the quote and how you review it.

Prerequisites:

• Your business type is Travel Agency or B2B - Closing Deals. B2B - Appointment Setting workspaces have no quotes.
• Your knowledge includes your prices (a catalog, rate sheet or price list). See How to Add a File to Pippin's Knowledge.
• Your workspace quotes from its catalog. If it uses costed quoting, see How Pippin Drafts a Costed Quote.

How Pippin Decides

1. When to propose a quote. As the conversation goes on, Pippin decides whether to propose a quote or a booking. Your routing preference nudges it: Prefer quotes, Prefer meetings or Let AI decide.
2. Enough detail first. Pippin proposes a quote only when it can price it. For a trip it needs the destination or package and the number of travellers. If the customer hasn't said how many are travelling, Pippin asks only for that. If the customer hasn't said what they want quoted, Pippin asks for the destination, package or product, and the dates.
3. What the drafter reads. It reads the customer side of the conversation (including a call transcript, if any; in a very long conversation, the first message and the most recent ones), recent photos the customer sent, and the prices it finds in your knowledge. It also follows your Quote and intro instructions, your guidance rules, your voice settings, your quote validity and your terms.
4. Prices come only from your knowledge. Pippin never invents a price. It quotes in the currency your catalog uses, and uses your default currency only when the catalog names none. It never converts between currencies.
5. Travel quotes. Pippin picks the rate that matches the number of travellers (for example solo, twin sharing or group) and the travel month when rates change by season. It multiplies the per-person rate by the number of travellers. When your catalog offers several hotels for the same package, it shows up to three options. It lays out a day-by-day itinerary only from activities your catalog names. Airfare is never priced.
6. Other quotes. Pippin matches the plan or service to what the customer asked for, and uses the billing period the customer asked for (for example annual instead of monthly).
7. Totals are checked. Pippify recalculates every line and the total itself. If the quote cannot be priced because a detail is missing, no quote is created, and Pippin asks the customer for that detail.
8. No price in your catalog: your team takes over the quote. When the request is clear but your knowledge has no price for it, Pippin doesn't guess. It tells the customer your team is preparing their quote personally and will send it, and it doesn't ask again for details the customer already gave. The lead moves to Quote Requested if it hadn't reached the quote stage yet, and your team gets the notification "Pippin couldn't price <name>'s request from your catalog — draft the quote" so a Sales Manager or Admin can prepare it. In a Travel Agency workspace that quotes from its catalog, the notification adds "(or switch to Costed in AI Studio → Quotes)"; only the Admin can make that switch.
9. One hand-over at a time. While your team is preparing that quote, Pippin doesn't draft again for the lead and no second notification is sent. Creating a quote for the lead ends the hand-over.
10. A promise is kept. If Pippin's reply mentions a quote but no quote was drafted in that turn, Pippify checks whether the reply promised one and drafts it. It does this after Pippin sends a reply on any channel, including web chat, and at the end of an AI voice call (judged on the whole call). If the catalog has no price for it, the quote goes to your team as in step 8.
11. One at a time. If the lead already has a quote waiting for review, Pippin does not draft a second one.
12. What happens next. The quote is saved, the lead moves to Quote Drafted, a Quote card marked Catalog quote appears in the Review Queue, and your team gets the notification "Pippin drafted a catalog quote for … — review it". Pippin tells the customer the quote is being prepared. It never says it is waiting for approval.

Limits

• Quotes always wait for approval, at every automation level, including Full auto.
• B2B - Appointment Setting workspaces never get quotes.
• On the free trial, once your trial reaches its outcome cap, Pippin stops drafting quotes. Settings › Billing shows your cap.
• An SMS lead with no email address still gets a quote drafted. Pippin asks for an email address so the quote can be sent. See How Pippin Saves a Customer's Email Address.
• On Messenger, WhatsApp and web chat, an approved quote is sent in the chat. A web chat quote is also emailed when the visitor gave an email address.
• Once a quote is sent, it is locked: it can't be edited, deleted or sent again. To change the offer, use Regenerate with AI on the quote page, which makes a new quote.
• Pippin never prices a request your knowledge has no price for. It hands that quote to your team instead.

Step-by-Step Instructions

Step 1: Find the drafted quote

1. Open Review Queue in the left menu, or click the "Pippin drafted a catalog quote for … — review it" notification.
2. Find the card marked Quote and Catalog quote. To show only quotes, click the Quotes chip above the list. You can also open Quotes in the left menu.

Step 2: Check the quote

1. On the card, click Open quote.
2. Check the prices, the number of travellers or units, the currency, the validity and the terms.
3. Make any changes. See How to Edit a Quote.

Step 3: Approve or reject

1. Back in the Review Queue, click Approve & Send to send the quote. You see "Item approved and sent".
2. Or click Reject to discard it. You see "Item rejected".

Step 4: Prepare a quote Pippin handed to your team

1. Click the "Pippin couldn't price … from your catalog — draft the quote" notification. It opens the lead's page.
2. A Sales Manager or Admin creates the quote from the lead's page. See How to Create a Quote Yourself. A Sales Rep asks a Sales Manager or Admin to create it.
3. To let Pippin price requests like this next time, add the missing prices to your knowledge.

Step 5 (Admin): Change how quotes are drafted

1. Go to Settings › AI Studio and open the Quotes tab.
2. Update Quote and intro instructions, your default currency, validity and terms. Changes save automatically. See How to Set Quote Instructions and Default Currency and How to Set Quote Validity and Terms.
3. Check the line under How Pippin quotes, for example "Pippin prices from your Knowledge (N documents, N price lists)." If it warns "No Knowledge yet", add your price lists first.
4. On the Guidance tab, under Routing preferences, choose Prefer quotes, Prefer meetings or Let AI decide.

Verify It Worked

Success criteria:

• A Quote card appears in the Review Queue and the lead shows Quote Drafted.
• After you click Approve & Send, the customer receives the quote and the lead moves to Quote Sent.

Troubleshooting

Common errors

• Pippin asks the customer how many people are travelling: the quote could not be priced without the headcount. Fix: none needed; Pippin drafts the quote once the customer answers.
• Pippin asks what the customer wants quoted: the customer hasn't named a destination, package or product, or dates. Fix: none needed; Pippin drafts the quote once the customer answers.
• No quote appears, and the lead shows Quote Requested: your knowledge has no price for the request, so Pippin handed it to your team. Fix: a Sales Manager or Admin creates the quote, and you add the missing prices to your knowledge.
• No quote appears: the lead may already have a quote waiting, or the trial outcome cap was reached. Fix: check the Review Queue, or check Settings › Billing.
• The quote uses the wrong currency: the catalog states a different currency from the one you expected. Fix: correct the catalog, or set the default currency for catalogs that name none.

Limitations & considerations

• Pippin drafts the quote document from your knowledge, so a price missing from your knowledge cannot appear in the quote.
• To create a quote yourself instead, see How to Create a Quote Yourself (Sales Manager or Admin).

Next Steps & Related Resources

• Next steps:
  • How to Review and Send a Quote Pippin Drafted
  • How to Approve or Reject Items in the Review Queue
• Related articles:
  • What Is a Quote in Pippify?
  • How Pippin Drafts a Costed Quote
  • How to Set Quote Instructions and Default Currency
  • How to Choose Quotes or Meetings and the Automation Level
  • How to Create a Quote Yourself
  • How Notifications Work
  • Why Didn't Pippin Send a Quote?
  • Why Some Replies and Follow-Ups Wait for Approval

Need more help? For more information and assistance, please send an email to support@pippify.ai.

Last Updated: 10/19/2026