05 · AI integration · Events & catering · Automation
Automated quote generation
An event and catering business created quotes manually from close to 50 templates — based on incomplete form submissions. Time-consuming, error-prone, not scalable.
- Custom development
- OpenAI API
- PHP
- JavaScript
- MariaDB
- PDF generation
- CRM/ERP integration
- 120 min → 3 min
- quote generation from inquiry to PDF delivery
- 100%
- complete initial inquiries — no follow-up
- 50 templates
- covered automatically, CRM data filled in directly
01 · Problem
Customers sent inquiries through a simple contact form — often without the necessary details on guest count, location, menu preferences or time frame. The team had to follow up on every inquiry manually to qualify it, then pick the right one from close to 50 quote templates, fill it in individually, export it as a PDF and send it by email. Per quote: 120 minutes or more. Peak periods in summer and during trade show season led to waiting times of several days.
02 · Solution
vona built a custom solution that replaces the inquiry form entirely: a tailor-made AI chatbot — built in PHP and JavaScript, connected to the OpenAI API — guides prospects through a structured conversation. It asks specifically about event type, date, guest count, scope of catering and other details relevant to the quote, and keeps asking until all the information is complete. Only then does it ask for the customer's email address. All captured conversation and inquiry data is stored in a MariaDB database. A purpose-built PHP middleware reads this data, selects the matching cost estimate template, automatically generates a customized PDF from it and emails it to the customer in real time. In parallel, all data flows directly into the ERP/CRM system.
03 · Result
Quote generation now takes just under 3 minutes from the first chatbot message to PDF delivery — instead of up to 45 minutes of manual work before. 100% of incoming inquiries are complete from the start: no follow-up, no clarifying questions. The team sees every inquiry already structured in the CRM and can focus on personal consultation for complex events. The pipeline runs around the clock — including outside business hours.
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