QuoteClerk AI for Merchanter users

Timber and trade merchants on Merchanter

Merchanter presents itself as cloud based ERP for builders, timber and trade merchants, covering sales, purchasing, stock and operations. Timber is where quoting by hand hurts most. A joiner or a roofer writes "47 x 150 C24, 10 at 4.8" on the back of a drawing, and your yard staff have to work out the section, the grade, the treatment and the length before they can find a code and a price.

QuoteClerk AI does that first pass and leaves the decisions to your staff. Merchanter stays where the order, the stock and the invoice live.

How a list becomes a quote

1. Export your catalogue, customers and prices from Merchanter as CSV, XLSX or TSV. Headings that are not recognised automatically are set up once during onboarding.
2. A customer's list arrives as a spreadsheet, a PDF of up to 10 pages, an email, or a phone photo.
3. Each line is matched to your own product codes and priced from your own price data.
4. Every line that is not clear is flagged with the reason.
5. Your colleague approves, and you get an A4 PDF quote with your logo plus a CSV of the approved lines.

A roofing list, line by line

A roofer sends a photo of a handwritten list for a garage roof:

• "47 x 150 C24 x 10 @ 4.8". Section, grade, count and length are all there, so the line is matched to the 4.8 m length in your catalogue. If your catalogue prices that timber per metre rather than per length, the unit is shown so your colleague can confirm the quantity.
• "OSB 18 x 12". Thickness and count are clear. If your range has 2 sheet sizes in 18 mm, both are shown and the line waits.
• "Batten 25 x 50, 20 lengths". No length and no treatment are given. The line is flagged as unpriced with the question that needs answering.
• "Felt, 2 rolls". Several roofing underlays could fit, so the options are listed for a decision.

Handwriting is the hard case. Uncertain lines are flagged for a person to check, with the original line shown next to each suggestion.

Prices that respect your accounts

Trade accounts at a timber merchant rarely pay list price. QuoteClerk AI applies a customer's own price first, then their customer group price, then the list price, with quantity breaks and valid from and until dates. A category discount applies to list prices only, and a surcharge, for example for cutting, can be its own field. A tie or a missing price stops the line. It is never guessed.

The CSV and Merchanter

QuoteClerk AI does not write into Merchanter, because there is no native connection. The approved quote is exported as a PDF and a UTF-8 CSV. Whether Merchanter can take that CSV depends on whether your set-up has a CSV import for quotes or orders. That is checked for your system during the pilot. If it cannot, your colleague keys the approved lines in from the draft, with the codes and prices already worked out.

Pricing

A single yard often starts on Team at £790 a month for 3 users and up to 200 requests, or on Starter at £390 a month for up to 20 requests, both without a setup fee. The full rollout is £1,290 or £3,900 a month plus £5,950 onboarding, and it starts with the £1,490 paid pilot, credited in full against the onboarding. How the paid pilot works ↗

Frequently asked questions