Corporate project · Industrial manufacturer · In use

Automatic Quotes and Cost Calculation from CRM to SAP

The salesperson enters the project in the CRM; SAP opens the quote, calculates and writes overhead, export, installation, freight and commission itself, and produces the cost summary PDF. The cost team's manual step is gone.

SAP / ERP
Integration
Automation

5cost items written automatically
Excel → SAPoverhead matrix, versioned
37 objectslegacy objects checked before/after every transport
3 systemsdev → test → production, each step approved

1CRMSalesperson submits the project
2SAP quoteService opens the quote
3Cost5 items calculated
4PDFCost summary
5CRMAmount and PDF come back

Built for an industrial company. For confidentiality, the company name, logo, product/part codes and internal data are not shared; images are cropped accordingly. The flow diagram is illustrative.

The need

After a quote was opened in SAP, the cost team typed overhead and other conditions by hand, and the rates lived in a separate spreadsheet. That step was the bottleneck of the whole quoting flow.

The solution

The CRM calls a new SAP service; the quote is opened and all cost conditions are written in one step.
Overhead comes from a product-type × module matrix uploaded from Excel and versioned.
Manually entered values are never overwritten.
Revision rule: each revision gets a new number and the previous quote's items are closed.
Processing runs in the background; the CRM fetches the result and the PDF separately.
Cost summary PDF per module and per animal. Internal rates never appear on customer-facing output.
The legacy quote screen was not touched; the new system uses separate objects.
CRM side: salespeople submit their own projects from the screen; submission runs in the background and a poller tracks the result.
CRM side: every call is logged, with live and test sources kept separate.
CRM side: duplicate-send guards: a repeat window, an app lock and an "unknown result" lock.
CRM side: the quote amount is read back from SAP and the result is announced by e-mail.
CRM side (working prototype): quotes converted to orders in SAP are read hourly; the CRM only reads, and SAP stays the source of truth.
Rollout went test → QA → production; the CRM side was first tested on a safe copy against a mock SAP server.

Delivered

SAP services (ABAP RFC)
Matrix upload and report screens
Cost summary form
Technical documentation
Calculation rules document

Technologies

SAP ABAP
RFC / BAPI
Adobe Forms
Batch input
SOAP
C# / .NET 8 (CRM side)
Exchange EWS
SQL Server
Python (test tools)
Excel

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