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Gmail-Based Quoting Tool Integrated with Google Sheets

Inafana > Custom Software > Gmail-Based Quoting Tool Integrated with Google Sheets

Gmail-Based Quoting Tool Integrated with Google Sheets

To build a Gmail-integrated quoting system allowing employees to select parts from a live Google Sheets database and generate accurate, formatted quotes directly within their Gmail inbox, streamlining the quoting process without switching tabs or copying data manually.

  • Client: Steven Williams
  • Country: United States
  • Project Name: Gmail + Google Sheets Quoting Automation Tool
  • Industry: Automotive/Parts Quoting (assumed)
  • Platform: Google Workspace (Sheets, Gmail, Apps Script)
  • Status: Offline (Completed)

Technologies Used:

  • icon Google Apps Script (JavaScript-based)
  • icon Google Sheets API
  • icon Gmail API
  • icon Google Workspace Add-ons SDK
  • icon HTML/CSS (for sidebar UI in Gmail)

The Challenge:

Employees had to manually pull part data from spreadsheets and draft quotes in Gmail, leading to inefficiencies, errors, and inconsistencies. The goal was to automate this process and embed quoting capabilities directly into Gmail’s interface, referencing live data from the parts list in Google Sheets.

Our Solution:

  • Custom Gmail Add-on
    • Built a Google Workspace Add-on visible as a sidebar in Gmail
    • Accessible while composing or replying to emails
    • No need to open Google Sheets separately
  • Live Sheets Integration
    • Integrated a Google Sheets parts list (real-time sync)
    • Users can search parts, view price, availability, and other specs
  • Quote Generator Features
    • Users select desired parts from a dropdown or search field
    • Auto-formatted quote is injected directly into the Gmail body with:
      • Part name
      • Quantity
      • Price per unit
      • Total cost (auto-calculated)
      • Timestamp and optional terms or disclaimers
    • Template selection allows different email layouts for new quotes, follow-ups, etc.
  • Automation Enhancements
    • Dynamic pricing calculations using formulas or Sheets data
    • Optional fields for taxes, shipping, or discount codes
    • Pre-filled message templates with sender and recipient info auto-detected
  • User-Friendly Interface
    • Clean and minimal design using Gmail’s sidebar UI framework
    • Minimal clicks required to generate a quote
    • Built-in error handling for missing data or invalid selections
  • Deployment and Training
    • Packaged as a Google Workspace Add-on for team-wide installation
    • Provided documentation:
      • Step-by-step usage guide
      • Short video walkthrough (optional)
      • FAQ for quoting errors or formatting
  • Maintenance & Updates
    • Easily maintainable Apps Script backend
    • Modular design so the parts list can expand or change format without code rewrites
    • Client can update pricing or parts info in Sheets directly, without breaking functionality

Impact:

  • Cut quoting time by 60-70%
  • Reduced manual errors and misquotes
  • Improved internal efficiency for the quoting process
  • Delivered a seamless experience for non-technical users with minimal training required

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