EngageLayer Export · Product overview
The AI assistant for export managers
Run every deal — from first inquiry to repeat order
EngageLayer Export automates the operational side of every export deal: it processes inbound inquiries, prepares quotations, keeps track of documents, logistics and payments — and every morning delivers a prioritised list across all deals. Your ERP, CRM and email stay unchanged. Our team handles the setup.
Every email, document and agreement is linked to its deal — nothing gets lost in correspondence.
The system cross-checks the invoice, packing list and deal terms before shipment — reducing the risk of delays, penalties and demurrage.
The system tracks each customer's order cycle and signals the right moment for follow-up in advance.
EngageLayer Export is an AI assistant for export managers. It reads email and documents, keeps every deal's terms in one card, drafts quotations and replies, cross-checks export documents before shipment, and tracks payments and reorder cycles — on top of the ERP, CRM and email the company already uses.
Selling is 20% of an export manager's job. The other 80% is operations.
Once an order is confirmed, the most labour-intensive part begins: production, documents, logistics, customs, payments. A large share of this work is still done manually — across email, Excel and phone calls.
Typical operational tasks of an export manager
Individually these are routine tasks; together they are the main drain on the team's working time. Each one missed has a measurable cost: a delayed shipment, demurrage, penalties, a broken commitment to a customer or a lost repeat order.
What changes with EngageLayer Export
- Agreements are spread across dozens of emails — current terms are reconstructed manually
- Documents are checked manually, line by line — 30–60 minutes per shipment
- The company learns about a shipment delay from the customer
- Preparing a quotation takes hours — data is pulled from price lists and old files
- Reorder timing is tracked from memory — often too late
- All deal terms — in one card, with full change history
- Documents are cross-checked automatically — discrepancies are visible before shipment
- Deviations are flagged first — with a ready-to-send customer message
- A draft quotation — in minutes, from the company's current price lists and terms
- The system signals in advance when the reorder window opens
A workspace on top of the systems your company already uses
EngageLayer Export does not replace your ERP, CRM, accounting or warehouse systems — and does not require replacing them. It connects the data that is fragmented today: email, documents, statuses, deadlines and agreements.
Your existing systems keep doing their job: the ERP handles accounting, the CRM stores customers, email delivers messages. EngageLayer Export builds an up-to-date picture of every deal from their data and determines the next actions. Records stay in your systems of record — day-to-day work happens in one workspace.
Decisions stay with your team
AI detects, prepares and recommends — but nothing significant is sent or confirmed without approval by a responsible employee:
- Emails and quotations are sent by the manager — after reviewing the draft
- Critical documents are approved by a responsible employee
- Every value shows its source, date and the system's confidence level
- A complete history of actions and decisions is available for control and audit
The working day starts with one question answered: “What needs attention today?”
Instead of summary tables and deal lists — a prioritised view across the whole portfolio: critical issues, risks and scheduled actions. Each item comes with a concrete next step.
- CriticalABC Trading · Order EXP-147Packing List quantity does not match the Invoice.→ Review documents before shipment
- AttentionNordic Distribution · Shipment EXP-138ETA moved by 3 days.→ Notify the customer — draft ready
- Follow-upDelta Panels BV · Quote #428No reply for 6 days.→ Send a follow-up
- OpportunityEuroBuild GmbH · AccountTypical reorder window reached.→ Contact the customer
One click up: every deal, every manager
The same workspace switches from a personal day view to the whole portfolio — deals by stage and by manager, with risks and sums visible at a glance.
You have 7 active export deals. 2 require immediate attention · 1 shipment is delayed · 1 document mismatch detected · 2 customers await follow-up · 1 customer has entered the reorder window.
- “All deals waiting for documents” — an immediate answer
- “Overdue payments and how long overdue” — a ready list
- “A summary on ABC Trading for the half-year” — in a single query
- The team lead sees the full picture without requesting updates from managers
One system supports the deal across all ten stages
From first inquiry to repeat order. At every stage, EngageLayer Export takes on a specific share of the work.
| № | Deal stage | What EngageLayer Export does |
|---|---|---|
| 1 | Inbound inquiry | Parses the email, filters spam, builds the lead card, drafts a reply |
| 2 | Needs discovery | Extracts requirements from emails and attachments, spots gaps, prepares questions |
| 3 | Quotation | Builds a draft quotation from your price lists and terms — in minutes |
| 4 | Negotiation | Remembers every agreement, tracks term changes, reminds about follow-ups |
| 5 | Order execution | Builds the order checklist, tracks deadlines, suggests next steps |
| 6 | Export documents | Knows the required set, cross-checks documents against each other and the deal terms |
| 7 | Logistics | Prepares the freight request, compares carrier offers |
| 8 | Delivery | Tracks the shipment, catches delays, drafts customer messages |
| 9 | Deal closing | Controls POD, payments and receivables, compiles the deal summary |
| 10 | Repeat order | Calculates the customer's order cycle and flags it on time |
Fast responses to inquiries and quick quotations — no lost leads or negotiations.
Order, documents, logistics and delivery under control — with no manual reconciliation.
Closing payments and reaching the repeat order on time.
Every inquiry qualified, structured and ready to answer
Inquiries arrive from the website, email and trade fairs — usually in free form. The system structures them into lead cards with no manager involvement.
From an unstructured inquiry to a lead card
“Hello, we are interested in your products for our distribution business in UAE. Please send catalogue and prices.”
- Company
- ABC Trading LLC
- Country
- UAE
- Customer type
- Distributor
- Product interest
- Product Group A
- Source
- Website
- Missing
- Annual volume / application
- Recommendation
- Ask 3 qualifying questions — draft ready
- Filters out spam and irrelevant requests before they reach the manager
- Detects language, country, customer type and product interest
- Builds a company profile in one click — no manual research
- Flags what information is missing for a calculation
- Drafts the first reply in the customer's language
- No manual re-typing from emails — the structure is built automatically
- Missing parameters are visible before the calculation, not after
- Mismatches with the product range or certification are highlighted
- Clarifying questions to the customer — as a ready email draft
Attachment processing: Excel, PDF, specifications, drawings
SKU lists, specifications, drawings, photos, previous invoices — the system processes attachments and builds a requirement profile from them:
- Product
- Birch plywood, 18 mm
- Format / grade
- 2440 × 1220 · BB/BB
- Volume
- 2 containers / month
- Destination / Incoterm
- Rotterdam · CIF
- Certification
- FSC
- Check
- ⚠ Moisture requirement missing — clarify
Quotations in minutes. A single history of agreements.
The system runs on the company's own data — products, price lists, terms of sale — and records every agreement with the customer, regardless of the volume of correspondence.
Quotations built from the company's materials
Price lists, catalogues, terms of sale and quotation templates are provided once — the system builds the company knowledge base from them and uses it in every quotation:
- Customer
- ABC Trading
- Product / volume
- Product X · 24 pallets
- Price
- €X / unit · price list of 02 Aug
- Incoterm / lead time
- FCA Amsterdam · 3 weeks
- Payment
- 30% advance / 70% before shipment
- The price is taken from the company's current price list — with the source date
- The system warns: “the price list was updated 43 days ago — verification required”
- The volume is checked against the latest availability file
- The quotation is translated into the customer's language with adapted wording
Deal memory: term control in negotiations
Discount requests, Incoterm changes, deferred payment — the system records every change of terms and always shows the latest agreed version:
- Incoterm
- FCA Amsterdam → CIF Jebel Ali requested
- Agreed
- CIF Jebel Ali
- Payment
- 100% advance → 60 days requested
- Agreed
- 30% advance / 70% before shipment
- A long correspondence summarised in a few paragraphs
- Unanswered customer questions are highlighted
- Mismatches between the quotation and the correspondence are flagged
- Stalled negotiations trigger a follow-up reminder
Order execution: statuses, deadlines and next steps
Production, advance payment, packing, documents, transport — for every order EngageLayer Export maintains a live checklist and determines the next step. The full picture of the order in one card.
The order card — the full picture on one screen
- Order confirmed
- Advance received
- Production started
- Production completion pending
- Transport not booked
- Export package incomplete
- 1Confirm production completion
- 2Request the packing list
- 3Arrange transport
- 4Assemble the export package
- 5Confirm the shipment date with the customer
Documents are recognised and filed automatically
When a PO, invoice or production report is uploaded, the system identifies the document type and the order it belongs to:
- Deadline control: early reminders to the manager and adjacent departments
- The PO is automatically checked against the quotation
- A management summary of the order is generated in one click
- Accounting stays in the ERP — the order card does not duplicate bookkeeping
The export package assembled and verified — before shipment
The system determines the required document set for each specific shipment — by product, destination country, Incoterm and transport mode — and cross-checks the documents line by line.
A document checklist for the specific shipment
- Commercial Invoice
- Packing List
- Certificate of Origin
- Quality Certificate
- Bill of Lading· pending
- Insurance Certificate· pending
- Identifies the type of every uploaded document
- Shows missing documents in advance — not on shipment day
- Extracts key fields and cross-checks documents against each other
- Checks the package against the agreed deal terms
- Controls versions — the current one goes into the shipment
Automatic discrepancy control
Logistics: from freight request to delivery control
The system builds the freight request from deal data and helps compare carrier offers; after shipment it tracks the cargo and reports deviations in advance.
A freight request built from deal data
- Route
- Amsterdam → Jebel Ali
- Cargo
- 24 pallets · 19,400 kg
- Ready date
- 21 August
- Incoterm
- CIF
- Special requirements
- None
Comparing carrier offers
| Carrier | Price | Transit |
|---|---|---|
| Carrier A | €1,850 | 26 days |
| Carrier B | €1,620 | 31 days |
| Carrier C | €2,050 | 24 days |
System comment: “Carrier B is €230 cheaper but adds five days to the transit time.” The carrier decision is made by the manager.
Delivery control: managing deviations
No manual tracking is required — the system notifies on deviations:
- The system assesses the delay's impact on commitments to the customer
- The customer message is prepared as a draft, in their language
- Critical issues are escalated immediately
- The full shipment history is stored in the deal card
Full deal closure and repeat order management
Delivery does not close the deal: POD, final invoice, outstanding balance, claims. After closure comes the work on the repeat order — the main source of profit in export.
Closure control: payments, documents, claims
- Delivered · POD received
- Invoice issued
- €18,400 outstanding — reminder ready
- Documents closed
- Customer feedback pending
The order moves to “closed” only after payments and documents are settled.
- Matches issued invoices against incoming payments
- Generates receivable reminders — for the manager and, at the company's discretion, the customer
- Identifies unclosed documents and claims
- Compiles the deal summary: timelines, delays, detected issues
Repeat order cycle management
The system calculates each customer's order cycle and flags deviations: a customer with a 52-day cycle who has not ordered for 76 days is grounds for manager action:
- Average order
- €78,000
- Reorder cycle
- ≈ 52 days
- Last shipment
- 47 days ago
- Trend / payments
- Growing · pays on time
- Signal
- Order window ≈ 5 days — propose follow-up
- A reorder signal — before the customer is lost
- A draft personalised offer based on purchase history
- Declining customer activity is flagged automatically
- The team lead sees the health of the entire customer base
Launch without an implementation project — our team handles the setup
No ERP replacement, no lengthy team training, no IT involvement required. Email and the company's working files are enough to start — the EngageLayer team does the rest.
How the launch works
- 1Demo · 45 minutes
A walkthrough of the system on examples close to the company's deals. Agreeing the pilot format and scope.
- 2Materials handover
Price lists, catalogues, terms of sale, quotation templates — in any format: Excel, PDF, ERP exports. The company knowledge base is built from them.
- 3Connecting email and channels
Inbound inquiries start turning into lead and deal cards. No IT department involvement is required.
- 4Pilot on real deals
Managers run several live deals in the system. The EngageLayer team supports the pilot and tunes the system to the company's processes.
- 5Full operation
The team works in the system daily. Drive / SharePoint, ERP exports and carrier integrations are added as needed.
Security and data protection
Data is stored and processed in the European Union, in compliance with GDPR.
Single-tenant: each company gets its own database and its own users — data is isolated from other clients.
Role-based access, a full history of actions and decisions. AI operates on a “propose — human approves” basis, in line with the EU AI Act.
Measurable results — at every stage of the deal
EngageLayer Export cuts working-time costs, prevents costly document errors and supports repeat sales.
Frequently asked questions
Getting started
Do we need to replace our ERP, CRM or email?
No. EngageLayer Export works on top of existing systems. Email and files — price lists, catalogues, terms of sale — are enough to start. Accounting, stock and customer records stay in the systems that hold them today.
How long does the launch take?
The first inquiries and quotations are processed within days of the materials handover. The pilot on real deals takes a few weeks, with EngageLayer support included. There is no implementation project on the company's side.
What do we need to provide to start?
One to two hours to hand over materials — price lists, catalogues, terms of sale and quotation templates, in any format — plus access to the working mailbox. Setup, training the system on your products and pilot support are done by the EngageLayer team.
Do we need to involve our IT department?
No. Connecting email and handing over files requires no development work on your side. Integrations with ERP exports, Drive / SharePoint and carriers are added later, as needed — built by our team, not yours.
What does the pilot include?
Managers run several live deals in the system while the EngageLayer team supports the pilot and tunes it to the company's processes. Nothing changes in your existing systems, and there is no commitment beyond the pilot.
Control and approvals
Can the system send anything to a customer without approval?
No. The system prepares drafts and flags issues; emails are sent by the manager, and critical documents are approved by a responsible employee. Every action is logged.
What happens if the AI gets something wrong?
Every value shows its source, its date and the system's confidence level, so a mistake is visible before it matters. Nothing significant is sent without review, and your team's corrections are applied to the configuration during the pilot and in ongoing support.
Which decisions always stay with people?
Prices and discounts, carrier selection, HS codes and customs documents, bank details — and anything else that commits the company to a customer. The system prepares the work; a responsible employee makes the commitment.
Can we see why the system suggested something?
Yes. Each recommendation carries the data it was built from — the source document, its date and a confidence level — and the full history of actions and decisions is available for control and audit.
How it works
Does someone have to enter deals into the system manually?
No. The system builds lead and deal cards from emails, attachments and uploaded documents on its own and files them to the right deals. That is the point: no extra workload for managers.
Which document formats does it understand?
Excel, PDF, Word, scans and photos of documents, and ERP exports. SKU lists, specifications, drawings and previous invoices are processed into structured requirement and deal data.
Will it handle the specifics of our products and deals?
The system is configured on the company's own materials and deals: products, terms, document sets and routes. That is why the launch starts with a pilot on real deals rather than a generic demo.
What languages does it work in?
The system reads inquiries and prepares drafts in the customer's language and works with your team in yours. Quotations and customer messages are translated with wording adapted to the market — not word for word.
How does it know our prices and terms?
Price lists, catalogues, terms of sale and templates are handed over once and become the company knowledge base. Every quotation shows which price list and date a number came from, and the system warns when a source looks stale.
What if our ERP has no API?
Not a problem for the start: email and files are enough. ERP exports, Drive / SharePoint and carrier integrations are added as needed — the workspace does not depend on a live ERP connection to be useful.
Team and reporting
What does a head of export sales see?
The whole portfolio in one view: every deal by stage and by manager, with risks, sums and days-in-stage visible — plus on-demand answers like “all deals waiting for documents”, without requesting updates from managers.
Does it work for a single manager or for a team?
Both. Each manager gets their own prioritised day view; the team view shows all deals across managers. Role-based access controls who sees and approves what.
Does it replace export managers?
No. It removes the operational load — reconstructing agreements, reconciling documents, chasing statuses — so managers spend their time on customers and negotiations. Decisions and relationships stay with people.
Security and compliance
How is data security ensured?
EU hosting and GDPR compliance, a dedicated single-tenant environment — each company gets its own database and its own users — role-based access, and a full audit trail of actions and decisions.
Who can access our data?
Only your users, under the roles you assign. Each company runs in its own isolated environment; data is never shared between clients.
Is our data used to train AI models?
No. Your documents, deals and correspondence are used only to operate your company's workspace. They are not used to train foundation models.
How does this sit with the EU AI Act?
The system follows a propose-and-approve pattern: AI detects, prepares and recommends; people approve. AI involvement is disclosed where required, and the full action history supports accountability.
Commercial
How much does it cost?
Pricing for EngageLayer Export is agreed per company after the demo — it depends on team size, deal volume and the integrations in scope. The pilot comes first, so the decision is made on your own deals, not on a slide.
How do we evaluate it?
A 30–45 minute demo on examples close to your deals, then a pilot on real export deals — with no changes to existing systems and no commitment. Write to hello@engagelayer.io.
Evaluate it on your own deals
A 30–45 minute demo and a pilot on the company's real export deals — with no changes to existing systems and no commitments.