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Sales orders your AI assistant prepares and you approve

Connect your website's assistant to QuoteCloud through MCP: it can be set up to read the request, find the account and prepare the quote or sales order at the agreed pricing, as a draft your team checks and sends.

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QuoteCloud's MCP service, on Essentials and up, lets an AI assistant work with QuoteCloud. For a wholesaler it can be set up to recognise the trade account, create a draft from the right template and add catalogue lines at the agreed discounts. Drafts wait for a person; your approval rules still apply.

Last reviewed by the QuoteCloud team

A drawing of what a fictional wholesaler's order assistant can be set up to use: a small rack of three trays (trade accounts, the catalogue, the order templates) beside a desk with the draft on it, and the buyer's phone in front, joined by the request's route. Callouts: 1 the request from the website, 2 the account on Partner pricing, 3 the catalogue, 4 the sales order template, 5 the draft waiting for Owen. In front, the card: Sofia Marchetti of Pinecrest Café Group asks for last month's order with 120 cartons of cups and double the lids; the account is found on Partner pricing; four catalogue lines are added at the agreed discounts (120 cartons of cups less 15%, $6,936.00; 40 of lids less 12%, $1,478.40; 25 of boxes less 13%, $1,174.50; 12 of bags less 15%, $397.80) plus 4 pallets of freight, $307.00, for $11,323.07 inc tax. The status: Draft, not sent: over $8,000, so Owen checks it first.

One assistant, three routes to a signed order

Three trade buyers ask on the same website. The assistant prepares each order the same way; what happens next is set by your rules, not by the assistant.

Tanbark's order assistant, connected through QuoteCloud's MCP service

  1. A draft for a personThe default

    WhenAnything your rules don't cover: here, a new customer at list price.

    Tomasz Wren, Bellmount BakeryWe're opening a second bakery in Northgate. Can I get a price on cups, lids, medium boxes and bags for the first month?

    Volume quote TT-Q-450260 cartons · 1 pallet · List price · $3,338.50 inc tax
    1. Draft from “Volume quote: new customer”MCP
    2. Priti checks it and sends itPerson
    3. Tomasz signs and pays in fullBuyer

    Signed and paid $3,338.50

  2. In Review firstBusiness

    WhenThe discount is over your limit: Halyard's 22% project pricing against Tanbark's 20%.

    Amara Osei, Halyard HotelsOpening order for the new Lakeview hotel: cups, lids, boxes and bags for the café and room service, at the project pricing Owen quoted.

    Project quote TT-Q-4519330 cartons · 6 pallets · Project pricing · $15,805.24 inc tax
    1. Draft from “Project quote: opening order”MCP
    2. In Review: it can't be sent yetBusiness
    3. Rhea approves, Owen sendsPerson

    Two signers, 30% deposit on signing

  3. Straight to eSignatureOnly if you set it up

    WhenA rule you chose for your own low-risk orders: a repeat account, agreed pricing, under $8,000.

    Sofia Marchetti, Pinecrest Café GroupSame as last month for Pinecrest please, plus 10 more cartons of the 12 oz cups. Delivery to the Riverside kitchen.

    Sales order TT-SO-447197 cartons · 2 pallets · Partner pricing · $5,273.95 inc tax
    1. Draft from “Sales order: repeat account”MCP
    2. Sent by your rule (the Send Document action)Rule
    3. Sofia signs on account termsBuyer

    Signed at 8:17 am, on 30-day terms

Illustrative: one example setup with a fictional business, drawn by us. QuoteCloud's own article on e-commerce and MCP says a repeat order on agreed pricing could go straight to a sales order for eSignature where appropriate; nothing works that way until you build that rule. Without it, every order is a draft for a person. Approval workflow: Business plan.

What the assistant did, step by step

Every order the assistant prepares can be traced back: the request, the account it found, the template it started from, the lines it added at the agreed discounts. QuoteCloud's MCP service is what lets it work with your account, catalogue and templates, reading only what you allow.

In this illustrative chain, a Zapier step then writes the carton counts into the order's Freight tab, and the sheet sets the freight line. Pinecrest's order went straight to Sofia only because Tanbark chose that rule for repeat orders under $8,000.

  • Account, template and catalogue lines: what an MCP setup can do
  • Discounts from the account's agreed terms, in the Discount column
  • Freight from your Spreadsheet block, through Zapier

MCP, Spreadsheet block, price tables and Zapier: Essentials and up

Repeat orders on account pricing
Tanbark Trade SupplySales order TT-SO-4471 Sample · fictional business

How Pinecrest's order was prepared

  1. Sofia asks on tanbark.example.com“Same as last month, plus 10 more cartons of the 12 oz cups.”Buyer
  2. Account found: Pinecrest Café GroupPartner pricing · on account, 30 days · last order TT-SO-4398MCP
  3. Draft created from the template“Sales order: repeat account”, with Tanbark's wording and termsMCP
  4. 4 catalogue lines at the agreed discountsDiscount column 15 / 12 / 13 / 15%, last month's cartons plus 10 of cupsMCP
  5. Cartons written into the Freight tab97 cartons → 2 pallets → the freight line's description and unit priceZapier
  6. Straight to eSignature, by Tanbark's own ruleRepeat account, agreed pricing, under $8,000 (the Send Document action)Rule
  7. Signed by Sofia at 8:17 amOn account: no payment on signingBuyer

Illustrative: one example setup, drawn by us. An assistant connected through QuoteCloud's MCP service can be set up to do the MCP steps; the Zapier step writes the cartons into the Spreadsheet block. Sending straight to eSignature is an option Tanbark chose for repeat orders; without that rule, this is a draft for a person.

The order it prepared

12 oz double-wall hot cup, kraftTT-CUP12 · 500 per carton 40 ctn List $68.00 Discount −15% $2,312.00
90 mm sip lid, blackTT-LID90 · 1,000 per carton 20 ctn List $42.00 Discount −12% $739.20
Kraft takeaway box, mediumTT-BOXM · 200 per carton 25 ctn List $54.00 Discount −13% $1,174.50
Kraft SOS bag, size 12TT-BAG12 · 500 per carton 12 ctn List $39.00 Discount −15% $397.80
Delivery: 2 pallets to Riverside (Zone B)97 cartons on 2 pallets From the Freight tab 1 $171.00
Subtotal
$4,794.50
Tax (10%)
$479.45
Total
$5,273.95
Payment
On account, 30 days

Write down what it may do before you switch it on

The useful conversation in an implementation isn't about the model; it's about boundaries. Which accounts and prices may the assistant read? Which templates may it start from? What always goes to a person?

These are Tanbark's example answers. Yours will differ, and they live in how your assistant and its connection are set up, not in a QuoteCloud settings screen.

  • It reads only what it's allowed to
  • It never invents prices: they come from your catalogue and agreed terms
  • It never approves its own discount
How an implementation is run

Example boundaries for Tanbark's order assistant

Can be set up to

  • Find the trade account and its agreed discounts
  • Read the catalogue: SKUs, pack sizes, list prices
  • Create a draft from an approved template
  • Add catalogue lines with the account's discount
  • Trigger the Zapier step that fills the Freight tab

Hands to a person

  • Every new customer
  • A discount the account hasn't agreed
  • Orders of $8,000 or more
  • A change to delivery or payment terms

Never

  • Invent a price or a product
  • Approve its own discount
  • Edit locked terms
  • Promise stock or a delivery date

Illustrative: your implementation decides what the assistant can read and do. This isn't a QuoteCloud settings screen.

Six things to settle in the first week

What a wholesaler decides before an assistant prepares its first real order.

  • Where agreed pricing lives

    Each account's discounts, kept where the assistant may read them, so every line carries the right figure in the Discount column.

  • Which templates it starts from

    A repeat sales order, a volume quote, a project quote: your wording, terms and branding, already approved. See templates.

  • How cartons are counted

    Full cartons from your pack sizes, so “about 4,800 cups” becomes 10 cartons. See volume quotes.

  • Who reviews drafts

    A named person for new customers, big orders and anything unusual. By default, everything waits for them.

  • Your discount limit

    On Business, a limit on discount % or total value puts a document In Review, whoever prepared it.

  • Whether anything goes straight out

    Optional. If you allow it, keep it narrow: repeat accounts, agreed prices, a value cap you're comfortable with.

Big discounts still wait for a director

Halyard's opening order carries 22% project pricing. The assistant prepared it from the account's agreed terms; it didn't decide them. Because 22% is over Tanbark's 20% limit, the approval workflow puts the quote In Review, and it can't be sent until Rhea approves it.

That's how a QuoteCloud implementation is set up: what the assistant prepares are ordinary QuoteCloud documents, so the rules you set for your team apply to them in the same way.

  • Triggers: discount percentage or total value
  • Approve or decline before anything is sent
  • Then two signers and a 30% deposit on signing

Approval workflow: Business plan

Quantity breaks, bundles & discount approvals
Tanbark Trade SupplyProject quote TT-Q-4519 Sample · fictional business

Document workflow

In Review

Triggered when Discount percentage greater than 20

  • Rhea CastellanDirectorWaiting

Must be approved before Owen can send it

  1. Prepared by the order assistant · 22% project pricing
  2. Workflow started: discount over 20%
  3. Waiting for Rhea Castellan

Approval workflow · Business plan

Opening order

12 oz double-wall hot cup, kraftTT-CUP12 · 500 per carton 120 ctn List $68.00 Discount −22% $6,364.80
90 mm sip lid, blackTT-LID90 · 1,000 per carton 60 ctn List $42.00 Discount −22% $1,965.60
Kraft takeaway box, mediumTT-BOXM · 200 per carton 80 ctn List $54.00 Discount −22% $3,369.60
Kraft SOS bag, size 12TT-BAG12 · 500 per carton 70 ctn List $39.00 Discount −22% $2,129.40
Delivery: 6 pallets to Lakeview (Zone C)330 cartons on 6 pallets From the Freight tab 1 $539.00
Subtotal
$14,368.40
Tax (10%)
$1,436.84
Total
$15,805.24
Deposit on signing (30%)
$4,741.57

Plan your assistant around your own orders

Free for 14 days, no credit card required. Send us your order template and one real request, and we'll convert the template during your trial.

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From brochure to order desk

The website captures intent. QuoteCloud turns it into the commercial document.

Buyers arrive knowing what they need. Your assistant gathers it; your catalogue, pricing and approvals decide it; a person or your own narrow rule sends it.

Connect an order assistant in five steps

How a wholesaler sets up QuoteCloud's MCP service for quotes and sales orders.

  1. Load the catalogue

    Import SKUs, pack notes, prices and hidden costs into the product catalogue.

  2. Approve your templates

    Sales order, volume quote and project quote, each with its Freight tab.

  3. Connect and set boundaries

    Connect your assistant through QuoteCloud's MCP service and decide what it may read and do.

  4. Set the route

    Drafts for a person by default, approval limits on Business, and any narrow send rule you choose.

  5. Test with real requests

    Run last month's orders through it as drafts and compare them line by line before going live.

Questions about AI and MCP orders

What is QuoteCloud's MCP service?

It's a service that lets an AI assistant work with QuoteCloud. QuoteCloud's articles describe what an implementation can be set up to do: find a client, locate products in the catalogue, create a document from a template, add catalogue lines and find documents by status. It's on Essentials and up.

Does the assistant send orders to customers by itself?

Not by default. Documents it prepares are drafts for a person to review and send. If you choose, you can set up a narrow rule for your own low-risk cases, such as a repeat account on agreed pricing under a set value, using the Send Document action. Everything else waits for a person.

Can the assistant change prices or approve discounts?

It shouldn't, and it doesn't need to. Prices come from your catalogue and each line's discount from the account's agreed terms. Documents it prepares are ordinary QuoteCloud documents, so on the Business plan your approval workflow puts them In Review when a discount or total passes your limit.

Does QuoteCloud check stock or book freight?

No. QuoteCloud isn't a store, stock or warehouse system: it shows no stock levels and reserves nothing. Freight on the order comes from your own rates in a Spreadsheet block, and a signed order can be passed to your order system through Zapier, Make or the API.

Which plan do we need?

MCP, price tables, the product catalogue, the Spreadsheet block, Zapier and payments on signing are on Essentials and up. The approval workflow, product discounts and product bundling are on the Business plan. eSignatures are on every plan.

Which AI assistants work with it?

QuoteCloud's MCP service is a standard way for an AI assistant to work with QuoteCloud, rather than a single named assistant. Your implementation decides which assistant you connect, what it may read and which templates it may use. Ask us about your setup during the trial.

More questions from wholesalers

More of QuoteCloud for wholesale and B2B

Each page shows one part of the job in a Tanbark document.

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