Case Study: Entersoft ERP Sales Upgrade with AI – Cutting Quoting Time by 68%

Q: What problem did the Entersoft ERP sales team face?

Preparing a sales quote took up to 45 minutes due to manual searches, ambiguous product names, and a high zero-result search rate.

Q: How did AI improve the quoting process?

AI enabled hybrid search, OCR, and voice input, eliminating zero-result searches and significantly reducing quoting time.

Q: Was Entersoft ERP replaced?

No. The AI platform augmented existing ERP workflows without modifying or replacing Entersoft ERP.

Q: What measurable results were achieved?

Quote preparation time was reduced by 68%, product code errors dropped below 1%, and average order value increased by 14%.

Case Studies AI Sales Quoting Software Data Processing with Google Cloud Process Automation & AI Agents Data and Business Intelligence

INTRO

A B2B industrial wholesale distributor manages a catalog of 20,000+ SKUs using Entersoft ERP for inventory and order management.

The sales team spent up to 45 minutes preparing a single quote. Manual ERP searches, ambiguous product names, and a 15% zero-result search rate caused slow response times and frequent errors.

OPTI designed an AI-powered quoting platform that integrates with Entersoft ERP without modifying the ERP itself, enabling faster, more accurate sales workflows.

After deployment, quote preparation time was reduced by 68%, product selection errors dropped below 1%, and average order value increased by 14%.

CHALLENGES

The sales team faced a quoting process that was slow, error-prone, and lacked the intelligence needed to support upselling. The following goals were set:

1. Excessive Quote Preparation Time

Sales agents needed up to 45 minutes per quote due to slow ERP navigation and manual product lookups.

2. High Risk of Product Selection Errors

Similar product names and multiple price tiers caused frequent SKU mistakes, impacting trust and increasing returns.

3. Limited Upselling Capabilities

Sales reps lacked system-driven recommendations for complementary products, limiting cross-sell and upsell opportunities.

“Building a smart middleware with a single business function is an attractive challenge. We use Google Cloud tools mostly via API to search transactional data extracted from the original ERP.”

Daniel Curculescu, Software Engineer

SOLUTION

FROM AUDIT TO RESULTS

OPTI delivered the AI Sales quoting platform fully integrated with Entersoft ERP holding the 20.000+ items, enabling faster offers, higher accuracy, and intelligent recommendations.

Web-Based Quoting App with ERP Sync
- A responsive, JavaScript frontend application with user authentication, connected to Entersoft ERP via API with automatic stock and price refresh every 15 minutes.
Smart Quoting Interface
- Fast SKU search, visibility of four price types (minimum per specific client, average per specific client, general minimum, general average), manual discounts, and user x client specific permissions, with the ability to save drafts.
AI Features Powered by Google Gemini
- OCR for PDFs and handwritten notes, Romanian speech-to-text, and hybrid semantic + lexical search.
- Embedded RAG-enabled Gemini chatbot for assisted search and guided quoting.
Security & Data Quality
- Security is achieved via 2FA and Role-Based Permissions (ISO 27001 standard). Data cleaning was in-house.

ARCHITECTURE - FROM ERP TO AI

AI Sales Quoting Software orchestrates Google Cloud Tech on three pillars: User Input, Main Data (ERP, but also CRM or website) and Optimization, all three originating on the client business side.

Ai Sales Architecture en

RESULTS

AFTER 2 MONTHS

-68% Quote Time

Reduced average quote preparation from 23 minutes (with peaks of 45 minutes) to 7 minutes.

< 1% Errors

Product selection accuracy improved to over 99%.

+14% Increase in Average Order Value

Thanks to AI-driven recommendations for complementary items like fittings and gaskets

Field Mobility Unlocked

Transformed a desktop-only ERP workflow into a mobile-first experience, allowing agents to note deals on-site.

Permission Integration

Salespeople only see the clients they are attributed in Entersoft ERP

15 Minute Sync Interval

Prices, stocks and other product details sync automatically at max. 15 minutes.

Want to see it in action?

See the AI Sales Quoting Platform in action. Schedule a free demo on the dedicated product page — Let’s talk.

AI Sales platform – past offers and invoices — **Intuitive tabs allow sales teams to instantly switch between past offers and invoices.**

AI Sales platform – automatic product matching — **The system provides automatic product matches with details like catalog price, minimum and maximum prices, code, stock, pic, website link, full details**

AI Sales platform – past orders — **Quick access to past orders and offers for faster, more informed quoting.**

AI Sales platform – handwriting and speech recognition — **AI finds products for you, even recognizes handwriting with Google Vision and speech from any microphone with Google Speech to Text.**

AI Sales platform – Gemini-powered chatbot architecture — **The platform includes a Gemini-powered search assistant which speaks any language. Custom chatbot flows adapted to the business logic of the client can also be implemented, such as for support desks.**

*All screenshots presented in this case study come from the demo platform. Please contact us for access details and a tailored walkthrough.*

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TECH AND METHODOLOGY

Services: AI Sales Enablement, Software Development.
Google Cloud Tech: Google Cloud, Google Gemini, Document AI, Speech to Text, Vision, BigQuery, Vertex AI Search, Vertex AI Recommendations, Dialogflow CX, Cloud Logging, ERP systems.
Methodologies: OCR, Speech-to-text, Semantical search, Lexical search, Upsell rules, Model Training, A/B tests, Audit & Compliance, Integration via API, SQL, CSV, RPA.
Standards: ISO 9001 (quality), ISO 27001 (information security).

Quick Questions

What problem did the Entersoft ERP sales team face?

Preparing a sales quote took up to 45 minutes due to manual searches, ambiguous product names, and a high zero-result search rate.

How did AI improve the quoting process?

AI enabled hybrid search, OCR, and voice input, eliminating zero-result searches and significantly reducing quoting time.

Was Entersoft ERP replaced?

No. The AI platform augmented existing ERP workflows without modifying or replacing Entersoft ERP.

What measurable results were achieved?

Quote preparation time was reduced by 68%, product code errors dropped below 1%, and average order value increased by 14%.

What is the TLDR (conclusion)?

This case study shows that AI delivers measurable impact when applied to concrete operational bottlenecks. By augmenting existing ERP workflows with intelligent search, multimodal input, and optimization logic, sales efficiency and accuracy improved without replacing core systems.

What technologies and methodologies are involved?

Technologies: Entersoft ERP, Google Cloud, Google Gemini, Document AI, Speech to Text, Vision API, BigQuery, Vertex AI Search, Vertex AI Recommendations, Dialogflow CX, Cloud Logging
Methodologies: AI sales enablement, ERP integration via API, OCR, speech-to-text, hybrid semantic and lexical search, upsell rules, model training, A/B testing, audit and compliance, role-based access control, ISO 27001

How can I find out more?

Article written by

Daniel Curculescu

Data Engineer (Google Cloud Certified Professional). CRM Automation, AI, mobile.

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Upgrading Entersoft ERP Sales Work with AI: Cutting Quoting Time by 68% for an Industrial Distributor

December 2025

INTRO

CHALLENGES

SOLUTION

ARCHITECTURE - FROM ERP TO AI