Case Study - Multilingual quotation system that saved 10+ hours per request

Overview

An international English academy with students from over 40 countries faced a massive operational bottleneck: quotation requests came in from all over the world, in dozens of different languages. Every request required someone to:

1. Translate the email (often using Google Translate back and forth)

2. Understand the course requirements (intensive, part-time, business English, etc.)

3. Calculate pricing based on location, course duration, and student type

4. Generate a professional quote with their branding

5. Add e-signature fields and send for management approval

This process took 10+ hours per quotation request. For a growing academy getting 15-20 requests per week, it was unsustainable. Potential students waited days for responses, and the team was buried in admin work instead of focusing on teaching. We built an automation that handles the entire workflow. Now when a quotation email arrives—in any language—the system translates it, calculates the correct pricing, generates a branded quote with e-signatures, and routes it for approval. What took 10+ hours now happens in minutes.

What we did