Draft merchandise quotes and proposals with AI, for wholesalers

You spend hours digging through supplier sheets and writing pitch emails every time a client asks for event gear. AI reads the request, pulls the right items from your sheets, and writes the draft quote for you.

What to gather first

The client's original email or request list
Your current supplier pricing sheet
Three past proposals that won jobs
Your standard markup notes

Which app

For this one, a plain AI chat window is enough: ChatGPT, Claude, or Gemini. Open the chat, paste what you gathered, and type the message below. First time? Read how to talk to an AI.

How to do it

Paste the client request. Copy the buyer's email straight into the chat. Include their event date, budget notes, and any color requests. Tell AI to hold off until you share the inventory lists.
Add your pricing sheets. Upload your product catalog or paste the lines with your item costs and imprint fees. AI matches items to the buyer's theme and reads your quantity breaks. It pairs each item with the right blank cost.
Ask for the draft proposal. Tell AI to build the proposal using the layout from your past wins. It calculates the tier pricing using your markup rules and writes short item descriptions. It leaves room for shipping and setup charges.
Review and send. Read the draft and check the math on each tier. Swap in your final freight costs and fix any item codes. Copy the text into your template and email the buyer.

What to type first

Here is an email from a corporate client asking for branded event swag, along with my supplier price sheet and a past proposal I sent. Read the client's needs and build a draft proposal with three good item options and quantity tiers. Use my past proposal for the tone and structure. Do not send anything to the client, and do not make up products not in the sheet.

Change the words to match your business. AI follows what you say, so say what done looks like.

Before you trust it

Check that the piece counts match the client's requested quantity tiers.
Verify the unit costs and markup against your supplier sheets.
Look over the item descriptions to confirm decoration methods like embroidery or screen print are right.

Once this works, try having AI draft the follow-up note to check in on sent quotes.

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