How to use OrbitQuote the right way — and the mistakes that cost you time and tokens

OrbitQuote does the heavy lifting of reading a quote and organizing it item by item — but you're the one who decides what goes into the order, and it only pays off when you feed it something that makes sense. The path is always the same: upload → review → mark → adjust → compare → export. Below, the right way to run each step and the mistakes that waste your time (and burn tokens). The thread that ties it all together: compare apples to apples.

1. Start with a coherent quote

2. Check what the AI read

3. Mark what you're going to buy — the golden rule

4. Bulk adjustments: state the criterion

5. Talk to the chat the way it understands

6. Compare suppliers — apples to apples (part 2)

7. Export in the right format

8. Spend tokens deliberately

Frequently asked questions

I marked the item but it didn't come out in the order. Why?

Only items with "Buy" checked and a quantity greater than zero go into the order.

Can I ask the chat to lower prices so the order fits a budget?

No. The price is the supplier's real value. Ask it to adjust the quantities instead, or to select items up to that ceiling (which keeps the quantities).

Can I compare quotes for completely different things?

It runs, but it makes no sense: with no items in common, almost everything lands in "not available".

Does fixing the comparison's grouping cost tokens?

Through "Organize groups" (Merge/Separate), no. Through AI re-analysis or deduplication, yes.

Does generating an Excel charge tokens?

Only when the flow has an original supplier spreadsheet. From a PDF, image, or text, it's built from scratch, without AI. WhatsApp and PDF never charge.

I asked for a page extraction and the items didn't show up right away.

It runs in the background; track it in the Task Center.