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Intelligent Email Processing

LumberFlow’s AI automatically processes supplier emails, extracts structured data, and maintains professional communication - but you always have the final say.

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Automatic Quote Extraction

24/7 Processing: AI monitors supplier email responses continuously Smart Recognition: Identifies quote emails vs. general correspondence
Data Extraction: Pulls pricing, terms, and specifications automatically Structured Storage: Converts unstructured email data into organized quote records
Lumber Industry Intelligence:
  • Recognizes standard lumber terminology and abbreviations
  • Understands various pricing formats (per piece, per MBF, per pack)
  • Identifies delivery terms and payment conditions
  • Extracts contact information updates
Multiple Format Support:
  • PDF attachments with pricing tables
  • Excel spreadsheets embedded in emails
  • Plain text price lists
  • Formatted HTML email content

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Human-in-the-Loop Validation

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AI Extraction

System processes supplier email and extracts structured data
2

Validation Interface

Two-panel interface shows original document vs. extracted data
3

Human Review

You verify accuracy and make any necessary corrections
4

Approval & Integration

Approved data integrates into your procurement pipeline

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Validation Best Practices

Product Specifications: Always verify that AI correctly identified dimensions, species, and grades
Pricing Accuracy: Confirm unit prices and total calculations match the original quote
Delivery Terms: Review extracted lead times and delivery conditions carefully

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AI-Generated Communications

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RFQ Email Generation

Professional Tone

Industry-appropriate language and formatting

Complete Specifications

All product requirements and quantities included

Clear Terms

Payment and delivery requirements specified

Consistent Branding

Your company information and preferences

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Counter-Offer Drafting

Previous Conversation Awareness: References prior communications appropriately Supplier Relationship Consideration: Adapts tone based on supplier history Negotiation Strategy: Incorporates your specific instructions and constraints Professional Diplomacy: Maintains positive supplier relationships
Template Selection: Choose from pre-written negotiation templates Custom Instructions: Add specific requirements or constraints Tone Adjustment: Professional, friendly, or direct communication styles Review & Edit: Full editing capability before sending

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Smart Communication Templates

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Quick Templates for Common Scenarios

Initial Counter-Offer

First-time price negotiations

Follow-Up Negotiation

Ongoing discussion rounds

Volume Discounts

Quantity-based pricing requests

Delivery Terms

Shipping and timeline negotiations

Payment Terms

Extended payment discussions

Final Acceptance

Agreement confirmation

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Email Thread Intelligence

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Maintaining Conversation Continuity

Email Chain Awareness: Maintains reference to original RFQ Reply Context: Proper threading with previous communications Subject Line Consistency: Professional email subject management Attachment Handling: Manages quote documents and specifications
Bulk Operations: Send counter-offers to multiple suppliers simultaneously Individual Context: Each supplier conversation maintains separate context Thread Grouping: Organize communications by supplier relationship Response Tracking: Monitor response rates and timing across suppliers

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AI Learning and Adaptation

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System Intelligence Improvement

Validation Feedback: System learns from your corrections during quote validation Communication Preferences: Adapts to your preferred email tone and style Supplier Patterns: Recognizes individual supplier communication formats Industry Evolution: Updates understanding of lumber industry terminology
Success Rate Tracking: Monitors extraction accuracy over time Error Pattern Recognition: Identifies and corrects common mistakes Format Adaptation: Learns new supplier document formats Performance Metrics: Continuous improvement based on user feedback

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Quality Assurance

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AI Accuracy Standards

95%+ Accuracy

Pricing and specification extraction accuracy

100% Validation

All AI-extracted data requires human approval

Error Correction

Continuous learning from validation feedback

Data Security

All communications processed with enterprise security

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Troubleshooting AI Features

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Common Issues and Solutions

Problem: AI misreads pricing or specifications Solution:
  • Use validation interface to correct errors
  • Provide feedback to improve future accuracy
  • Contact suppliers about unclear formatting
Problem: Supplier emails not processed quickly Solution:
  • Check supplier email addresses are correct
  • Verify emails aren’t going to spam folders
  • Contact support for processing status
Problem: Generated emails need significant editing Solution:
  • Update your communication preferences
  • Use custom instruction fields for specific requirements
  • Build template library for common scenarios

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Best Practices

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Maximizing AI Effectiveness

Consistent Supplier Formats: Encourage suppliers to use consistent quote formats for better AI accuracy
Clear Communication: Provide specific instructions when using AI-generated counter-offers
Regular Validation: Always review AI-extracted data before approval, especially for high-value quotes
Never Skip Validation: While AI is highly accurate, always verify critical pricing and specification data

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Next Steps

Advanced Workflows

Learn quote validation and approval processes

Best Practices

Optimize your AI-assisted procurement workflow

Troubleshooting

Resolve common AI processing issues

Dashboard Overview

See how AI insights appear on your Kanban board
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