How Suprak Technologies Managed Custom Quotation Approvals with Refrens

Summary

Suprak Technologies needed a faster and more reliable way to approve quotations for customized machinery, robotics, IT tools, and installation projects.

Their sales team had to move quickly during site visits, but every quote also needed technical validation and margin approval before it could be shared with the client.

For Suprak Technologies, Refrens created a two-level quotation approval workflow that helped them verify technical feasibility, control pricing, and lock final documents after approval. 

The result was a lean approval system that protected pricing accuracy, improved internal accountability, and kept the IT and machinery sales cycle moving fast.

About Suprak Technologies

Suprak Technologies is a machinery, robotics, and IT tools manufacturing company that provides customized automation, servicing, and installation solutions.

Since most of their projects are built around specific client requirements, each quotation involves technical scope, effort estimation, pricing, installation needs, and margin checks.

This made quotation approval a critical part of their sales process.

The Challenge: Custom Solutions Needed Custom Pricing Control

Without a structured approval workflow, Suprak Technologies had limited control over custom quotations. Since every project involved different technical requirements, pricing and feasibility needed proper review before client sharing.

This created risks such as:

• Inconsistent pricing across customised complex projects
• Quotes being shared before technical feasibility was confirmed
• Sales estimates not matching actual execution effort
• Underpriced technical work leading to margin leakage
• Delays due to back-and-forth between sales, technical, and leadership teams
• Lack of clarity on when a quotation was final
• Final approved documents being changed later without proper control

Suprak Technologies needed a verification system that could bring technical and commercial control to quotations without slowing down its fast-moving sales cycle.

The Refrens Solution: A Two-Level Hierarchy Workflow

Refrens helped Suprak Technologies implement a simple approval process for quotation control. The workflow is designed around two approval gates:

Level 1: Technical Lead Review

After the sales executive visits the site to gather data and understand project requirements, a quotation is created, which is first sent to the technical lead.

The technical lead then reviews if the proposed system architecture, technical feasibility, installation effort, and estimated hours are realistic.

This ensures the quote matches actual project feasibility before moving ahead.

Level 2: Department Head Approval

After technical verification, the quote moves to the department head, who reviews pricing, margins, and commercial viability before sharing it with the client.

This ensures the company doesn’t compromise on profitability while trying to close deals quickly.

Final Document Lock

After final approval, the quotation is locked to prevent any unauthorised or accidental changes.

This ensures that only the approved and verified version is shared with the client and used for execution.

Implementation

The workflow followed Suprak Technologies’ actual sales process:

1. The sales executive visits the client site, gathers requirements and creates a quotation.
2. The quotation is sent to the technical lead for feasibility review.
3. After technical approval, it moves to the department head for margin approval.
4. The technical and department heads can approve or reject the quotation through a single click in an email, without being present physically in the office or client site.
5. Once approved, the quotation is locked and shared with the client.

Business Impact 

With Refrens, Suprak Technologies brought speed and control into its quotation process.

1. Field sales became faster

Sales executives could continue creating quotations from the field without waiting for long manual approval chains.

2. Approvals became accessible from anywhere

On-field sales executives could request quotation approvals from the client site. Technical leads and department heads review and approve the request through email, even when they are not in the office. This keeps approvals moving without depending on calls, messages, or physical availability.

3. Technical review became mandatory

Every quote passes through the technical lead before reaching the client, reducing the risk of underestimating system architecture, implementation effort, or installation complexity.

4. Margin approval became controlled

Department Heads check commercial viability before final approval. This reduces the chances of underquoting customised projects, thereby protecting margins on customised machinery and IT tool projects.

5. Teams worked with clear ownership

Each approval stage has a defined owner. Sales owns requirement gathering and quotation creation. Technical leads own feasibility checks. Department heads own pricing and margin approval.

6. Pricing inconsistencies across complex custom projects were eliminated 

Instead of informal checks, custom quotations follow a structured review process, which helps avoid random pricing decisions across custom projects.

7. Document changes became restricted

Approved quotations are locked to prevent changes after final review, ensuring that only verified quotations are treated as official client-facing documents.

8. Client-facing quotes became more reliable

Only technically verified and approved quotations are shared with clients, improving integrity, professionalism, legal consistency and reducing pricing or scope mismatches.

Conclusion

Refrens helped Suprak Technologies solve a key challenge in customized machinery and robotics sales: creating quotes quickly without losing control over technical feasibility, pricing, and margins.

With Refrens, the team set up a two-level quotation approval workflow, which brought speed, accuracy, and accountability to the quotation process while ensuring only verified quotes reached the client.

Suprak Technologies moved quotation approval from informal back-and-forth to a structured, accountable, and execution-ready workflow with the help of Refrens.

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