Quotations Tool
Quotations Tool
Quotations Tool
Built a tool that cut quotation turnaround from hours to under one, achieving 90% team adoption with minimal training. Agents praised it as “10x easier”.
Services
User Research
UX Design
UI Design
Client
Silkhaus Internal Tool
Year
2025
Project Overview
The Quotation Tool is an internal Silkhaus tool designed to optimize and standardize how quotations process.
Before its introduction, agents relied on spreadsheets, email, and manual calculations, leading to slow response times, errors, and inconsistent proposals. The new tool automates pricing logic, standardizes workflows, and generates professional quotation pages that can be quickly shared with customers.
The project’s goal was to boost efficiency, accuracy, and speed in handling customer inquiries. By equipping agents with an intuitive, structured workflow, the Quotation Tool enables faster, more reliable quotations, reduces manual errors, and ensures a consistent, professional experience for every customer—ultimately improving conversion potential and team productivity.
Project Overview
The Quotation Tool is an internal Silkhaus tool designed to optimize and standardize how quotations process.
Before its introduction, agents relied on spreadsheets, email, and manual calculations, leading to slow response times, errors, and inconsistent proposals. The new tool automates pricing logic, standardizes workflows, and generates professional quotation pages that can be quickly shared with customers.
The project’s goal was to boost efficiency, accuracy, and speed in handling customer inquiries. By equipping agents with an intuitive, structured workflow, the Quotation Tool enables faster, more reliable quotations, reduces manual errors, and ensures a consistent, professional experience for every customer—ultimately improving conversion potential and team productivity.
Project Overview
The Quotation Tool is an internal Silkhaus tool designed to optimize and standardize how quotations process.
Before its introduction, agents relied on spreadsheets, email, and manual calculations, leading to slow response times, errors, and inconsistent proposals. The new tool automates pricing logic, standardizes workflows, and generates professional quotation pages that can be quickly shared with customers.
The project’s goal was to boost efficiency, accuracy, and speed in handling customer inquiries. By equipping agents with an intuitive, structured workflow, the Quotation Tool enables faster, more reliable quotations, reduces manual errors, and ensures a consistent, professional experience for every customer—ultimately improving conversion potential and team productivity.
The Problem
Agents relied heavily on manual processes and disconnected communication channels to share pricing information. This not only slowed the sales cycle but also introduced human error and hindered tracking capabilities.
The Problem
Agents relied heavily on manual processes and disconnected communication channels to share pricing information. This not only slowed the sales cycle but also introduced human error and hindered tracking capabilities.
The Problem
Agents relied heavily on manual processes and disconnected communication channels to share pricing information. This not only slowed the sales cycle but also introduced human error and hindered tracking capabilities.
Understanding
During the discovery phase, I conducted three interviews with reservation agents to understand their pain points and daily challenges.
Understanding
During the discovery phase, I conducted three interviews with reservation agents to understand their pain points and daily challenges.
Understanding
During the discovery phase, I conducted three interviews with reservation agents to understand their pain points and daily challenges.
These conversations revealed critical bottlenecks. These findings shaped the foundation of the Quotation Tool’s goals and design direction.
Insights from agent interviews confirmed that the existing manual workflow caused significant delays, confusion, and inconsistent pricing communication with customers.
These conversations revealed critical bottlenecks. These findings shaped the foundation of the Quotation Tool’s goals and design direction.
Insights from agent interviews confirmed that the existing manual workflow caused significant delays, confusion, and inconsistent pricing communication with customers.
These conversations revealed critical bottlenecks. These findings shaped the foundation of the Quotation Tool’s goals and design direction.
Insights from agent interviews confirmed that the existing manual workflow caused significant delays, confusion, and inconsistent pricing communication with customers.
Key Challenges
Key Challenges
Key Challenges
Time-consuming manual quotation preparation.
Inability to track quotations or follow up systematically.
Lack of editability — quotations were static messages sent via WhatsApp.
No control over pricing accuracy or versioning.
Reliance on agents to manually generate payment links for each deal.
High lead drop-off due to delayed responses and lack of transparency.
Only 5% of daily leads (out of ~50) converted to confirmed bookings.
Time-consuming manual quotation preparation.
Inability to track quotations or follow up systematically.
Lack of editability — quotations were static messages sent via WhatsApp.
No control over pricing accuracy or versioning.
Reliance on agents to manually generate payment links for each deal.
High lead drop-off due to delayed responses and lack of transparency.
Only 5% of daily leads (out of ~50) converted to confirmed bookings.
Time-consuming manual quotation preparation.
Inability to track quotations or follow up systematically.
Lack of editability — quotations were static messages sent via WhatsApp.
No control over pricing accuracy or versioning.
Reliance on agents to manually generate payment links for each deal.
High lead drop-off due to delayed responses and lack of transparency.
Only 5% of daily leads (out of ~50) converted to confirmed bookings.
The Solution
To address these challenges, the UX process focused on standardizing the workflow, simplifying data entry, and automating price calculation through Silkhaus’ proprietary logic. The solution created a seamless path from input to quotation generation, ensuring every team member could produce accurate, on-brand proposals efficiently.
The Solution
To address these challenges, the UX process focused on standardizing the workflow, simplifying data entry, and automating price calculation through Silkhaus’ proprietary logic. The solution created a seamless path from input to quotation generation, ensuring every team member could produce accurate, on-brand proposals efficiently.
The Solution
To address these challenges, the UX process focused on standardizing the workflow, simplifying data entry, and automating price calculation through Silkhaus’ proprietary logic. The solution created a seamless path from input to quotation generation, ensuring every team member could produce accurate, on-brand proposals efficiently.
Key UX Solutions
Centralized form to capture essential property and customer requirements.
Automated apartment recommendations filtered by city, neighborhood, and tower (v1) and a plan to include occupancy rate in the next version.
Editable pricing parameters with discount logic managed by the reservation managers.
Option to select up to three listings to include in a single quotation to minimize cognitive load.
Dynamic quotation pages allowing customers to explore listings directly without visiting the main website to avoid breaking the flow.
Unified dashboard to manage, track, and follow up on all quotations.
Built-in expiration logic (7-day validity) to create urgency and lock in pricing.
Key UX Solutions
Centralized form to capture essential property and customer requirements.
Automated apartment recommendations filtered by city, neighborhood, and tower (v1) and a plan to include occupancy rate in the next version.
Editable pricing parameters with discount logic managed by the reservation managers.
Option to select up to three listings to include in a single quotation to minimize cognitive load.
Dynamic quotation pages allowing customers to explore listings directly without visiting the main website to avoid breaking the flow.
Unified dashboard to manage, track, and follow up on all quotations.
Built-in expiration logic (7-day validity) to create urgency and lock in pricing.
Key UX Solutions
Centralized form to capture essential property and customer requirements.
Automated apartment recommendations filtered by city, neighborhood, and tower (v1) and a plan to include occupancy rate in the next version.
Editable pricing parameters with discount logic managed by the reservation managers.
Option to select up to three listings to include in a single quotation to minimize cognitive load.
Dynamic quotation pages allowing customers to explore listings directly without visiting the main website to avoid breaking the flow.
Unified dashboard to manage, track, and follow up on all quotations.
Built-in expiration logic (7-day validity) to create urgency and lock in pricing.
Information Architecture
Centralized form to capture essential property and customer requirements.
Automated apartment recommendations filtered by city, neighborhood, and tower (v1) and a plan to include occupancy rate in the next version.
Editable pricing parameters with discount logic managed by the reservation managers.
Option to select up to three listings to include in a single quotation to minimize cognitive load.
Dynamic quotation pages allowing customers to explore listings directly without visiting the main website to avoid breaking the flow.
Unified dashboard to manage, track, and follow up on all quotations.
Built-in expiration logic (7-day validity) to create urgency and lock in pricing.
Information Architecture
Centralized form to capture essential property and customer requirements.
Automated apartment recommendations filtered by city, neighborhood, and tower (v1) and a plan to include occupancy rate in the next version.
Editable pricing parameters with discount logic managed by the reservation managers.
Option to select up to three listings to include in a single quotation to minimize cognitive load.
Dynamic quotation pages allowing customers to explore listings directly without visiting the main website to avoid breaking the flow.
Unified dashboard to manage, track, and follow up on all quotations.
Built-in expiration logic (7-day validity) to create urgency and lock in pricing.
Information Architecture
Centralized form to capture essential property and customer requirements.
Automated apartment recommendations filtered by city, neighborhood, and tower (v1) and a plan to include occupancy rate in the next version.
Editable pricing parameters with discount logic managed by the reservation managers.
Option to select up to three listings to include in a single quotation to minimize cognitive load.
Dynamic quotation pages allowing customers to explore listings directly without visiting the main website to avoid breaking the flow.
Unified dashboard to manage, track, and follow up on all quotations.
Built-in expiration logic (7-day validity) to create urgency and lock in pricing.
Agent Journey
Dashboard: Overview of all quotations and their statuses (Pending, Booked, Expired).
Create New Quote: Begin a new request using the structured input form.
Form & Recommendations: Enter customer and unit requirements; view automated apartment suggestions.
Edit & Refine: Adjust pricing, apply discounts, and finalize selections.
Generate Quotation: Produce and share the customer-facing web link.
Follow-Up: Monitor activity and update statuses from the main dashboard.
Agent Journey
Dashboard: Overview of all quotations and their statuses (Pending, Booked, Expired).
Create New Quote: Begin a new request using the structured input form.
Form & Recommendations: Enter customer and unit requirements; view automated apartment suggestions.
Edit & Refine: Adjust pricing, apply discounts, and finalize selections.
Generate Quotation: Produce and share the customer-facing web link.
Follow-Up: Monitor activity and update statuses from the main dashboard.
Agent Journey
Dashboard: Overview of all quotations and their statuses (Pending, Booked, Expired).
Create New Quote: Begin a new request using the structured input form.
Form & Recommendations: Enter customer and unit requirements; view automated apartment suggestions.
Edit & Refine: Adjust pricing, apply discounts, and finalize selections.
Generate Quotation: Produce and share the customer-facing web link.
Follow-Up: Monitor activity and update statuses from the main dashboard.
Customer Journey
Open Quotation Link → Explore Options → Book and Pay
This simplified path ensures customers can make confident, frictionless decisions without being redirected through multiple touch-points.
Customer Journey
Open Quotation Link → Explore Options → Book and Pay
This simplified path ensures customers can make confident, frictionless decisions without being redirected through multiple touch-points.
Customer Journey
Open Quotation Link → Explore Options → Book and Pay
This simplified path ensures customers can make confident, frictionless decisions without being redirected through multiple touch-points.
Impact
Early results demonstrate strong adoption and immediate process improvement. Generating quotations now takes less than an hour from the first lead contact, an achievement that sets the foundation for higher conversion rates and increased supply acquisition efficiency.
Impact
Early results demonstrate strong adoption and immediate process improvement. Generating quotations now takes less than an hour from the first lead contact, an achievement that sets the foundation for higher conversion rates and increased supply acquisition efficiency.
Impact
Early results demonstrate strong adoption and immediate process improvement. Generating quotations now takes less than an hour from the first lead contact, an achievement that sets the foundation for higher conversion rates and increased supply acquisition efficiency.
Conclusion
The Quotation Tool represents a significant leap forward in how Silkhaus manages its property pricing workflow. By blending automation, UX clarity, and structured process design, the tool streamlined a previously manual system into a cohesive digital experience. Agents now operate more efficiently, customers receive clearer and more professional quotations, and the organization benefits from higher transparency and data consistency.
Conclusion
The Quotation Tool represents a significant leap forward in how Silkhaus manages its property pricing workflow. By blending automation, UX clarity, and structured process design, the tool streamlined a previously manual system into a cohesive digital experience. Agents now operate more efficiently, customers receive clearer and more professional quotations, and the organization benefits from higher transparency and data consistency.
Conclusion
The Quotation Tool represents a significant leap forward in how Silkhaus manages its property pricing workflow. By blending automation, UX clarity, and structured process design, the tool streamlined a previously manual system into a cohesive digital experience. Agents now operate more efficiently, customers receive clearer and more professional quotations, and the organization benefits from higher transparency and data consistency.
