FBS Fahnen GmbH · Germany
AI Quotation, Order &
Follow-Up ERP Suite
A 3-engine autonomous AI automation suite built for FBS Fahnen GmbH — transforming incoming German B2B sales inquiries and complex PDF purchase orders into validated Easybill ERP quotes, order confirmations, delivery notes, and automated follow-ups 24/7.
OpenAI GPT-4o
Google Gemini
Easybill ERP API
IMAP / SMTP Automation
Python & Docker
The Challenge
High-volume German B2B inquiries & enterprise purchase orders
As a leading German manufacturer of custom promotional flags, beachflags, and flagpoles serving major enterprises like TÜV NORD, BabyOne, Lidl, and Dehner, FBS Fahnen receives dozens of complex email inquiries and multi-page PDF purchase orders daily. Each required manually searching customer history in Easybill, calculating tiered volume pricing (Staffelpreise) and freight matrices, creating formal ERP documents, and manually tracking open quotes for follow-up.
System Architecture
Three autonomous engines working in concert
Deployed as three isolated, self-healing Docker microservices on a dedicated cloud server, the suite automates the entire B2B sales lifecycle from first inquiry to closed order.
Engine 1 — Autonomous AI Quotation Engine (Angebotserstellung)
Monitors the sales inbox 24/7 via IMAP, extracts technical flag specifications (dimensions, materials, finishing/Konfektion, quantities) from German emails and PDF attachments using Multimodal AI, matches or auto-creates the customer in Easybill, calculates historical or tiered pricing plus automated shipping tiers, verifies every line item through a secondary AI Quality Gate (DraftAuditor), and saves a ready-to-send Easybill Quote Draft.
Engine 2 — Order Confirmation & Delivery Note Engine (Auftragsbestätigung & Lieferschein)
Detects incoming B2B purchase orders and parses complex PDF order tables. Includes dedicated enterprise rules — such as a 19-SKU catalog engine for TÜV NORD and automatic differing shipping address (Abweichende Lieferadresse) formatting for multi-branch buyers like BabyOne. Generates both the priced Order Confirmation (for 1-click invoice conversion) and the Delivery Note directly in Easybill.
Engine 3 — Smart Quote Follow-Up Engine (Angebots-Follow-Up)
Tracks finalized quotes in Easybill after 5 days, automatically verifies that no subsequent order or invoice was created, determines personalized German salutations (Herr / Frau) and product categories (Werbefahnen, Fahnenmasten, Fahnenzubehör), downloads the official Easybill Quote PDF, sends a personalized reminder email with the PDF attached, CCs the sales team, and syncs the sent message to the IMAP Sent folder.
Intelligent Pricing & Order Routing
How the AI handles quotes vs. enterprise orders
Every incoming document is classified and routed to the dedicated pipeline with strict deterministic guardrails.
4-tier pricing & quality verification
PDF purchase orders & automated conversion
CHARGE_CONFIRM (Auftragsbestätigung) and DELIVERY (Lieferschein) drafts in seconds.
Features
Engineered for zero-touch B2B reliability
Built to handle real-world German manufacturing nuances without human intervention.
Multimodal German B2B Extraction
Extracts complex flag dimensions, materials, pole types, and custom finishing instructions from free-text German emails and PDFs.
4-Tier Pricing & Staffelpreise
Combines customer-specific historical pricing, catalog volume tiers, and automated shipping calculation with cent-level precision.
Enterprise PO Rules
Custom handling for major accounts like TÜV NORD and BabyOne, including multi-branch shipping addresses and preserved catalog prices.
AI Quality Gate (DraftAuditor)
Independent verification layer inspects every draft against the original email and auto-corrects discrepancies before saving.
PDF-Attached Quote Follow-Ups
Automatically pulls the official Quote PDF from Easybill, personalizes German salutations, and sends follow-ups via SMTP + IMAP sync.
24/7 Docker Microservices
Three isolated containers with persistent SQLite state tracking, automatic retry backoff, and instant HTML email notifications.
Results
Impact for FBS Fahnen GmbH
From incoming email or PO to ready Easybill draft
Autonomous engines running 24/7 in production
Automated PDF attachment & Sent-folder sync on follow-ups
Review & send workflow for the sales team in Easybill
Tech Stack
Built on modern AI & ERP APIs
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