Operations

AI Agent that Fills Incomplete Quote Requests

Built for Travel and Services Teams
‍
Are travel quote requests slowing down because they arrive incomplete or unclear? Do vague notes and missing details leave your team guessing instead of booking?

This automation monitors your Cotizations sheet for new entries, checks for missing information, and uses AI to generate a clear trip summary so you can keep quotes moving without chasing clients or filling gaps by hand.

Try this AI Agent now
Graphic featuring a smiling woman at a laptop, a 3D invoice icon with coins, text saying “Handles missing info fast!” and “$1,000+ savings per month.

What to Expect

A fully automated quote review that flags incomplete entries and drafts AI trip summaries in seconds.

It checks every new cotization for missing details, fills in what it can, and keeps your team moving.

Dark-themed workflow editor view with connected nodes for Google Sheets Trigger, conditional check, OpenAI message model, Google Sheets update, and Gmail send message.

When a new quote request lands in your Cotizations Google Sheet, this automation takes over. It uses field validation to check for essentials like destination, travel dates, and budget. If all’s in place, the AI writes a trip summary using Chat Completion, updates the status, and notifies your team via Gmail or Slack. If something’s missing, it flags the entry, adds a label, and sends a follow-up prompt so nothing falls through the cracks.

You get clean, review-ready quotes without the email back-and-forth or missed opportunities.

The old way?
Done manually.

Here’s what the old process looked like:
Check the Cotizations sheet for new entries by hand
Scan for missing fields like destination, travel dates, or budget
Rewrite unclear notes into something usable
Try to remember who needs follow-up and who’s already replied
Copy and paste updates across tools to keep things moving
You spent more time chasing clarity than actually quoting trips and it showed in lost leads and slow responses.

The new way?
Fully automated.

With this automation, the entire process gets handled for you:
Watch for new entries with a Google Sheets Trigger
Use IF nodes and field validation to check for missing info
Write a clear AI Trip Summary with OpenAI if fields are complete
Flag incomplete quotes for follow-up with status updates and Gmail or Slack alerts
Append clean, review-ready rows to your Cotization Logs
You don’t miss leads, you don’t waste time, and your sheet stays organized with no guesswork required.

Work Less, Achieve More

Book your free 30-minute audit and find out how to automate your way to productivity.
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How the Automation Comes Together

Behind the scenes, four tools quietly keep every cotization request moving without delay.

n8n handles the automation and takes care of the workflow logic, while Google Sheets picks up new entries and monitors the quote status.

OpenAI turns full client requests into clear, easy-to-read trip descriptions, and Gmail sends out alerts when quotes are ready or need a follow-up.
Illustrated workflow diagram showing a person with a telescope, Google Sheets, n8n, OpenAI, writing notes, Gmail, and an envelope icon connected in a process flow.
AI Agent toolkit

Tools used to build this AI agent

n8n

Runs the full automation including triggers, checks, summaries, and notifications.

Gmail

Notifies your team instantly when action is needed or a quote is ready.

OpenRAI

Writes clear, friendly trip summaries when quotes are complete.

Google Sheets

Stores quote requests and tracks their status as they move forward.

What You'll Gain

Cuts Quote Review Time Down

The AI agent sorts incoming requests so your team can focus on real leads.

Flags What Needs Attention

Each entry is tagged as complete or incomplete directly in Google Sheets.

Handles Missing Info Fast

Quotes with gaps are flagged, labeled, and followed up on automatically.

Sends Clear, Friendly Emails

Trip summaries are short, helpful, and written in plain, natural language.

Runs Without Constant Upkeep

Set it up once and let the automation handle the rest.

What We Actually Tell the AI

This is the exact prompt we send to GPT-4o. It takes the raw form inputs and turns them into clear, natural messages your team would be comfortable sending.

Visual showing a prompt structure for generating a friendly trip summary, labeled with sections for instruction prompting, variable injection, and style/tone guidance.
Trip Summary Generator Prompt

Instruction Prompting → Sets the assistant’s task: summarize a travel quote request using key trip details.

‍Variable Injection → Injects user-provided inputs such as Destination, Travel Dates, Number of Travelers, and Budget into the summary.

‍Style/Tone Guidance → Sets writing tone rules to keep it warm, brief, and limited to 1–2 sentences with no greetings or sign-offs.

Cost Comparison with AI Agents

Here’s a quick overview to help assess monthly costs and workload volume for ongoing operations.
vs
AI Agent for Quote Handling
Ranges from ~$50 to $120 per month. Covers OpenAI, n8n, Gmail, and Sheets, everything it needs.
Instant updates as soon as a quote is complete. Never forgets or misses one.
Manual Quote Handling
Ranges from $500 to $1,500 plus per month in time spent reviewing, writing, emailing, and updating.
Delayed and spotty. Someone has to manually check and follow up, if they remember.
We automate, you accelerate

We'll handle the tech so you don't have to.

You don’t need to set up or learn how automation works.
Our AI agents are built to run fully hands-off, like a clone that handles the repetitive tasks for you.

Need something custom? We’ll handle it all including:

Prompt writing and optimization
Automation flow design and testing
Tool integrations
Delivery setup
Manage you maintenance and updates

What is prompt writing and optimization?

It is the process of crafting and refining instructions for AI so it understands the task, delivers accurate results, and formats the output exactly how you need it.
What we do exactly?
Understand your context and use case
Help optimize and rewrite your prompts
Test and refine outputs until it’s working perfectly

What is automation flow design and testing?

This is where we map out how your AI agent behaves: when it runs, what it checks, how it reacts, and what to do if something fails. We don’t just build it. We test it end to end.
What we do exactly?
Design the full logic and decision tree
Add fallback steps for edge cases
Run multiple rounds of testing before launch

What are tool integrations?

We connect your AI agent to the tools you already use. Email, spreadsheets, CRMs, databases, APIs, and more. Everything stays in sync without you needing to copy and paste a thing.
What we do exactly?
Identify which tools your agent needs to talk to
Set up reliable two-way connections
Ensure smooth data flow across systems

What is delivery setup?

Delivery setup means we make sure your AI’s output gets exactly where you need it. Whether that's your inbox, a Google Sheet, your Slack channel, or a CRM.
What we do exactly?
Configure where and how outputs get delivered
Format results so they’re ready to use
Schedule timing or triggers for delivery

What is ongoing maintenance and updates?

AI agents aren't set and forget. We handle updates to prompts, workflows, and integrations so your system keeps working as your needs change.
What we do exactly?
Monitor performance and catch issues early
Update logic, prompts, or tools as needed
Keep everything running behind the scenes

Let us handle it for you.

Just send us an email and tell us the task that is wasting your time and we’ll design the agent and run it in the background.

Or, enter your email and we'll send you how to get started.

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Frequently asked questions

We’ve covered the usual questions. Got a unique one? Send us an email

What happens if a quote is missing key info?

It gets tagged as “Incomplete,” and an email lands in your inbox with the details. No guesswork.

Can I tweak the wording or status labels?

Totally. Everything lives in n8n or Google Sheets. You can rename columns, change prompts, or reword emails however you like.

Can I use this for things outside travel quotes?

Yep. This same logic works for any form-driven intake projects, proposals, job leads. Just rename the sheet and prompt. It’ll still run.

Built to be Cloned

This n8n automation plugs into your own Cotizations Google Sheet and starts working right away. Whether you handle complex trips or quick getaways, it scales to fit your workflow.

If you’re spending too much time chasing down missing details or cleaning up vague requests, this clears the clutter and keeps things moving.

The agent is built, tested, and ready to run. You can copy it, tweak the prompts or triggers, and put it to work in minutes.

Need help getting it live? Just ask. Fill the form or Send us an email

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{ "automation_name": "AI Agent for Completing Quote Requests", "type": "AI-Powered Quote Review and Enrichment Workflow", "tech_stack": ["n8n", "OpenAI GPT-4", "Gmail", "Google Sheets"], "data_sources": ["Inbound quote request emails", "Form submissions", "Email attachments"], "output_format": ["Completed quote records", "Follow-up email drafts", "Google Sheets logs"], "prompt_style": "Completion-focused prompt with form field inference and polite reply generation", "use_cases": [ "Automatically review and complete partial quote requests", "Draft follow-up messages asking for missing details", "Fill out quote records with AI-generated estimates or summaries", "Log final results into a shared spreadsheet for sales teams" ], "deployment": "Self-hosted in n8n using email triggers, GPT enrichment logic, and Google Sheets integration", "tags": ["quote automation", "AI agent", "sales operations", "incomplete form handling", "GPT-4", "n8n", "email follow-up", "travel and services automation"] }