A queue of RFQs on the estimator's desk
Monday's enquiries: a buyer wants prices for a regular slotted container in three quantities, internal dimensions only, "double wall" with no grade. A food brand sends a photo of a competitor's folding carton and asks for something similar. A long standing customer emails a PDF of a drawing with a new window patch. A distributor forwards a spreadsheet of twelve box sizes for a tender.
The estimator reads each one, emails back to ask about board grade, print colours, whether it goes on a pallet and how it is used, and waits. When the answers come, the job is priced in the MIS from scratch. Some quotes take days. The busiest estimator is also the only one who knows how to price certain styles.
Enquiries arrive incomplete
Pricing a box or carton needs a precise specification: style, internal dimensions, board or substrate and grade, flute, print process and colours, finishing, quantities and delivery. Buyers rarely provide all of it, because they do not know which details matter. The estimator's time goes on finding out the specification rather than pricing it.
| Detail the estimate needs | How it usually arrives |
|---|---|
| Style and FEFCO or ECMA code | "A normal box" or a photo |
| Internal dimensions | External or product dimensions |
| Board grade and flute | "Strong" or "double wall" |
| "Our logo on it" | |
| Quantities and call off pattern | One number, often round |
| Palletisation and delivery | Not mentioned |
What slow quotes cost
Buyers send the same enquiry to several converters and often order from whoever responds first with a sensible price. Slow quotes lose work you were well placed to win. The back and forth clarifying specifications uses the estimator's day on low value emails. Quotes are priced inconsistently when similar jobs are rebuilt differently. And when the senior estimator is away, the queue stops.
The quoting flow we build
- An enquiry form for your website and for sales reps, which asks for the details the estimate needs in plain language, with pictures of common box and carton styles and a note on how to measure.
- Enquiries that arrive by email, including drawings and spreadsheets, are read by an extraction step that fills the same specification fields, and highlights what is missing.
- Missing details are requested from the buyer in one clear email rather than several rounds.
- Similar past jobs are found by style, size, board and print, and their costings are shown to the estimator as a starting point.
- A draft estimate is created in your MIS, whether that is Kiwiplan, Tharstern or another system with an import or API, for the estimator to check and adjust.
- Every open quote is tracked with its age and status, and follow up reminders go to sales once a quote has been sent.
The estimator still makes every pricing decision. What changes is that they start from a complete specification and a relevant precedent rather than a vague email.
Quoting after the change
Enquiries arrive complete or are completed in one exchange. The estimator spends time on judgement, such as machine routing and waste allowances, rather than chasing. Similar jobs are priced consistently. Quotes go out sooner and are followed up, and the quote log shows which types of work you win and lose.
Does your estimating desk look like this?
- Most enquiries need several emails before they can be priced.
- Quotes regularly take days to go out.
- Only one or two people can price certain box styles.
- Similar jobs have been priced quite differently.
- Nobody follows up quotes systematically after they are sent.