Automated processing of specifications with AI
by Robin Hartmann
Searching through pages of PDF documents, picking out relevant items, transferring quantities, assigning products – for many companies in the construction and construction supplier industry, editing service specifications is part of everyday life. But this process costs time, binds valuable skilled workers and slows down the preparation of offers.
With modern AI technology, large parts of this work can now be automated, so that you can react much faster to tenders and win more contracts.
In this article, we show why there is so much potential for process optimization in specifications in particular, how AI-supported solutions are changing the workflow and why this technology is not only worthwhile for large companies.
The bottleneck in the preparation of quotations: why specifications take so much time
The processing of service specifications requires experience and expertise, because each item must be understood, evaluated and classified in the context of the offer. Many companies invest several hours per request for this – and often for documents of which only a fraction are really relevant. The result: late offers, unused opportunities and an unnecessary burden on the internal sales force.
How AI is changing the workflow
Today, AI-powered LV processing can complete multiple steps in a fraction of the time.
The software automatically recognizes relevant items, extracts quantity and product information and directly suggests suitable items or alternatives from a stored product database. Even if competitor products are named in the tender, the AI recognizes possible substitutions.
At the same time, important project data such as deadlines, construction location or tendering company are read out and transferred to your CRM or ERP. This eliminates the need for manual copying and makes the entire quotation process noticeably leaner.
Would you like to know how companies in the construction industry can process their specifications faster and more precisely with AI? Here is a current podcast.
Practical benefits: More speed, fewer errors
The biggest advantage is speed: companies report time savings of up to 80% when viewing and processing specifications of quantities. This means your team can handle more requests in parallel—without sacrificing quality.
In addition, the error rate is significantly reduced, as the AI reads data consistently and automatically compares it with your master data. Where typos or overlooked positions used to cause rework, today work is done directly clean and complete.
Seamless integration into your systems
AI is particularly effective when it is seamlessly integrated into your existing system landscape. With itmX CRM – fully connected to SAP ERP or S/4HANA – the LV data obtained flows directly into the lead-to-order process. The connection to Microsoft 365 also ensures a continuous flow of information between sales, marketing and service.
This creates an end-to-end process in which no information is lost and you keep track of everything at all times.
Advantages of AI software for reading bills of quantities
Would you like to have quotation processes without wasting time?
Discover how your company can process specifications faster, error-free and without media disruptions thanks to artificial intelligence – for more orders and less stress.
Let’s find out together what your ideal inquiry and quotation process can look like. Direct, practical and at eye level.
Discover how your company can process specifications faster, error-free and without media disruptions thanks to artificial intelligence – for more orders and less stress.
Let’s find out together what your ideal inquiry and quotation process can look like. Direct, practical and at eye level.
When is the use of AI worthwhile when editing service specifications?
The competitive edge
In the construction and construction supply industry, the reaction time often decides on the award. Those who can deliver a precise quotation within hours instead of days gain a decisive competitive advantage.
With AI-powered LV processing and integration with your CRM, you not only increase efficiency, but also your chances of successful order completion.
👉 Did you know? About itmX GmbH
We have been a CRM specialist for SAP customers for many years. But the digital world of work has changed – and we have changed with it. In recent years, we have systematically expanded our portfolio and set up our own Modern Work Unit. This supports companies in digitizing and automating processes with the Microsoft Power Platform toolset.
The result: solutions that intelligently connect SAP and Microsoft, accelerating workflows, minimizing manual tasks, and creating entirely new opportunities for collaboration.
So if you are wondering whether itmX can also digitize and automate your individual processes, the answer is clear: Yes. Talk to us with your specific request – together we are sure to find an efficient solution.
We have been the CRM specialist for SAP customers for many years. But the digital world of work has changed – and we have changed with it. In recent years, we have systematically expanded our portfolio and set up our own Modern Work Unit. This supports companies in digitizing and automating processes with the Microsoft Power Platform toolset.
The result: solutions that intelligently connect SAP and Microsoft, accelerate workflows, minimize manual tasks, and create entirely new opportunities for collaboration.
So if you’re wondering whether itmX can also digitize and automate your individual processes, the answer is a resounding yes. Talk to us with your specific request – together we are guaranteed to find an efficient solution.
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