GulfMed Medical Supplies AI Quote Bot
A Dubai B2B medical supplier handles 720 daily quote requests with an AI agent wired to live inventory and tiered pricing.
Impact
What changed.
Response speed
Average quote response time fell from four hours to under three minutes. Evening and weekend requests now receive quotes immediately.
Quote conversion
Quote-to-order conversion rose from 41% to 67% — customers stopped sourcing elsewhere while waiting. Daily order volume rose 38% within the first quarter.
Sales-team focus
Inside-sales reps now spend their time on strategic accounts and relationship work. Two reps moved into account management roles that were previously unfillable.
The challenge
Before
GulfMed is a Dubai-headquartered B2B medical supplies distributor serving clinics and hospital networks across the UAE, Saudi Arabia, Qatar, and Oman. Their inside-sales team of 14 was handling roughly 720 quote requests a day across email, WhatsApp, and the customer portal. Quote turnaround was averaging four hours during business hours and stretching into the next day for evening requests — long enough that customers were sourcing critical items elsewhere. Inside-sales reps were also frequently quoting from stale inventory data and being forced to retract or amend after the fact.
- 720 daily quote requests across email, WhatsApp, and customer portal
- Quote turnaround averaging four hours during business hours
- Evening requests stretching into next-day response
- Stale inventory data producing quotes that had to be retracted later
- Tiered customer pricing applied inconsistently across reps
- Substitute-product suggestions limited by individual rep product knowledge
- Bulk-order discount math computed by hand under time pressure
- Repeat customers receiving inconsistent pricing across reps
The solution
What we built
We deployed a quote agent that operates across email, WhatsApp, and the customer portal. The agent parses inbound requests in English and Arabic, identifies products from inconsistent naming, checks live inventory across the firm's three warehouses, applies the correct customer-tier pricing, suggests appropriate substitutes when items are short, calculates bulk-order discounts against the customer's contract terms, and produces a quote with availability, lead times, and total landed cost. The agent operates within boundaries — anything outside contract terms, sensitive regulatory items, or beyond an authorized value escalates to a human rep with full context. Customers receive quotes in minutes instead of hours. Inside-sales reps now handle exception cases, relationship work, and strategic accounts rather than transactional quote bashing.
Core workflow connections
How the system flows.
- Quote Request (email / WhatsApp / portal)Language Detection
- Product IdentificationLive Inventory CheckSubstitute Suggestion
- Customer Tier PricingContract TermsBulk Discount Calculation
- Lead Time EstimationWarehouse SelectionLanded Cost
- Quote GeneratedCustomer ChannelReply Sent
- Boundary ExceptionSensitive Item or ValueHuman Rep Escalation
- Customer ConfirmationOrder CreatedPicking Queue
- Pricing ConsistencySame Customer Same Item Same Tier
- Multilingual quote drafting in English and Arabic
- Live inventory across three warehouses with confirmed availability
Process
How we built it.
Quote Request (email / WhatsApp / portal) → Language Detection
Product Identification → Live Inventory Check → Substitute Suggestion
Customer Tier Pricing → Contract Terms → Bulk Discount Calculation
Lead Time Estimation → Warehouse Selection → Landed Cost
Quote Generated → Customer Channel → Reply Sent
Boundary Exception → Sensitive Item or Value → Human Rep Escalation
Customer Confirmation → Order Created → Picking Queue
Pricing Consistency → Same Customer Same Item Same Tier
Multilingual quote drafting in English and Arabic
Live inventory across three warehouses with confirmed availability
Start a project
Losing B2B orders because quotes take four hours?
We build quote agents that respect customer-tier pricing, regulatory boundaries, and your reps' judgment on exception cases.
No retainer lock-in · Month-to-month · Full transparency
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