Poly9 AI · for exporters and manufacturers

From WhatsApp PDF to certified quote.

Forward the photos and PDF pages a buyer sent on WhatsApp into Poly9 AI. It reads them into a product record, you confirm the match in your catalog, and your pricing rules price each line or return price on request. You paste the quote link back into the thread, with every line traced to its rule.

Buyer inquiry via WhatsApp
Hi, I need a quote for these pieces
Today 10:23 AM
Mango-wood serveware in a natural oiled finish with a brass rim detail, rendered
✦ Generated with AI Design Studio
Textured brass and antique-nickel tabletop décor in mixed finishes, rendered
✦ Generated with AI Design Studio
📄 catalog_specs.pdf
Today 10:24 AM
Quote link sent back
Mango-wood serving bowl
Natural oiled finish · Brass rim detail
Base productPrice on request
Natural oiled · Brass rimPrice on request
MOQ 50 piecesFOB Mundra
Brass tabletop décor set
Antique nickel finish · Mixed textures
Base productPrice on request
Antique nickel finishPrice on request
MOQ 100 piecesFOB Mundra

Illustration: a forwarded WhatsApp packet and the quote it produced, price on request where rules are missing.

The cost of delay

The catalog dump becomes a quote race.

A buyer sends a WhatsApp message with product photos, a PDF page screenshot, and a quantity. By the time you sort it out, they have two other quotes.

The WhatsApp scramble

Hunt and rebuild

  1. Buyer sends mixed photos and PDF pages
  2. You save each image, try to identify the product
  3. Hunt for that item in your catalog or old sheets
  4. Guess at the finish from the photo quality
  5. Check MOQ rules by hand
  6. Reply days later with questions
  7. Buyer already talking to someone faster

Result: the buyer moved on

The intake path

Read and quote

  1. You forward the WhatsApp packet to Poly9 AI
  2. Poly9 AI reads the packet into a product record
  3. You confirm the item, finish and size from your catalog
  4. Pricing rules apply for the quantity
  5. Missing rule returns price on request
  6. Quote sent same day with rule breakdown
  7. Buyer approves from the link

Result: the buyer got the quote

How it works

WhatsApp packet in, certified quote out.

You forward the photos and PDF fragments a buyer sent over WhatsApp. Poly9 AI reads them, suggests the matching product from your catalog, configures the options they described, and prices from your rules. Every line on the quote carries the rule that produced it.

Step 1

Buyer sends the packet

Three photos from your booth, a cropped PDF page, and a message with the specs: walnut finish, 200 pieces, FOB Nhava Sheva. You forward the packet into your Poly9 AI chat.

Step 2

AI reads and matches

Poly9 AI reads the photos and PDF fragment and suggests the matching product from your catalog, with the walnut finish and size the buyer described. You confirm the match, and the configured product goes to the pricing engine with the quantity and port.

Step 3

Rules engine prices it

Your pricing rules apply: base product cost recipe, wood grade upcharge for walnut, MOQ band for 200 pieces, FOB port costs. If a rule is missing for the requested finish or port, the engine returns price on request for that line.

Step 4

Quote shows every rule

The buyer gets a quote link with each line traced to its rule: base product, walnut upcharge from your grade matrix, quantity break, FOB Nhava Sheva from your port rules. You paste the link into the WhatsApp thread. They open it on their phone, see the breakdown, and approve.

Trust mechanism

Certified or price on request. Never a guess.

Intake reads the catalog dump into a real product record. Rules apply once. Missing rules trigger price on request instead of guessed numbers.

01

Intake from WhatsApp

Forward the product photos, PDF pages and text a buyer sent on WhatsApp, and they become a structured product record you confirm. No manual re-keying.

02

Certified pricing rules

Cost recipes, grade matrices, MOQ bands, and FOB port rules written once and applied the same way on every quote. The buyer sees which rule produced each line.

03

Price on request when needed

A missing rule for the finish, port, or quantity triggers price on request, not a guess. You add the rule once; the next buyer who asks gets a certified quote.

Who this fits

Exporters and manufacturers quoting from WhatsApp.

Choose Poly9 AI if
  • Buyers send product photos and PDFs over WhatsApp
  • You quote finish, size, quantity the same day
  • Fair booth inquiries come through messaging apps
  • Rules are in your head or scattered sheets
  • You lose quotes to faster competitors
  • Your team needs one source of pricing truth
Not for you if
  • Your products have fixed prices, no custom options
  • Buyers never use WhatsApp for product inquiries
  • Quotes already happen in real time from intake
  • Fair booth follow-up does not happen over messaging apps

Questions about WhatsApp quoting

How does Poly9 AI read a WhatsApp message?
You forward the photos, PDF pages and text the buyer sent into your Poly9 AI chat. It reads them, suggests the matching product from your catalog, and picks out the finish, size and quantity described. You confirm what it read, and the configured product goes to the pricing engine.
What if the photo is blurry or cropped?
The AI drafts the product record and you review it before any quote goes out. When a photo is blurry or a PDF fragment shows no scale, that field becomes a question you send back to the buyer instead of a guessed spec.
What if we are missing a pricing rule?
Poly9 AI returns price on request for that line rather than guessing. The buyer sees the configuration and knows a real number is coming. You add the rule once, and the next buyer who asks for that option gets a certified quote.
How is this different from rebuilding quotes manually?
Manual quoting forces you to save each WhatsApp image, identify the product, hunt for the right spreadsheet, and rebuild the math every time. Poly9 AI stores your catalog and rules once, reads the packet, matches the product, and applies your rules each time a buyer sends a message.
Can buyers approve quotes from WhatsApp?
Yes. The quote lives at its own link, which you paste back into the WhatsApp thread. The buyer opens it on their phone, sees the line-by-line breakdown with rule sources, and approves in one tap. You get the approval notification, and the approved quote is in your dashboard.
How does pricing work, credits or seats?
From the pricing page: one credit per sales action, $100 buys 1,000 credits, and 250 are free to start. Your whole team is included, and you pay for quotes sent, not logins.

Related: Stop rebuilding quotes in Excel · Quote while the buyer is on the call · What is a certified quote? · Compare: spreadsheet quoting · For exporters

Start free. Quote from WhatsApp.

Create your account, load your catalog and pricing rules, and send your first certified quote from a WhatsApp product packet. 250 sales actions free, no card required.

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