For laser cutting estimators / CZ · SK
An inquiry starts in the inbox. Checks do not end there.
Connecting mail brings a customer message closer to quotation preparation. Missing material, ambiguous attachments and incomplete activation still need human attention. Receiving, calculating, sending and approving production are separate steps.
Quotation preparation. Not laser machine control.
01 / INPUTSDrawing, material, thickness, quantity.
02 / CONTEXTGeometry, layout and cost inputs.
03 / DECISIONCheck. Explain. Quote.
An email supplies evidence, not a finished specification
A customer message typically combines a commercial request with attachments of varying completeness. Quantity may be in the body, material in a filename and the valid revision in a later reply. Converting that message into an inquiry means assembling a specification, not merely saving a sender address. The estimator must distinguish what is confirmed, what is suggested and what is missing. Automatically recognised information is not equivalent to a clear customer instruction.
KOVOSYS provides company mail functionality connected with messages, attachments and inquiry preparation. Judge its value by whether the origin of a requirement remains traceable and exceptions are detected before a quotation is issued. The number of fetched messages does not demonstrate calculation accuracy. A connected mailbox is not presented as unattended manufacturing or a fully validated automatic sales operation. Intake, calculation, customer documents and production approval each involve different controls.
Before connecting anything, identify the mailbox receiving production inquiries and the person responsible for it. A mixed personal inbox can contain payroll information, private messages or unrelated contracts. Assess access scope against company rules and your authority to share customer drawings, not only against technical convenience. Use controlled messages without confidential attachments for the first evaluation. A successful connection is useful evidence of connectivity, not consent to process every message it can reach.
Google and Microsoft connections require separate consent
A company administrator can connect Google/Gmail or Microsoft 365/Outlook through OAuth in the Mail area. Google uses the Gmail API; Microsoft uses Graph. This is not ordinary password entry into legacy Exchange authentication. Consent concerns a particular mailbox and permission scope. Signing in to KOVOSYS with Google is a separate function: successful application login does not itself permit reading or sending company email.
Availability depends on provider-side application configuration and actual user or organisation consent. Google may require verification of requested permissions for public operation; test mode may allow only selected testers. Microsoft may require administrator consent under the organisation's policies. If access is refused, do not bypass company policy by sharing a password. Provide the mail administrator with the selected connection method and a sanitised error description, never tokens or authorisation codes.
After connection, verify both the address and the active company. Switching workspace does not mean the source of previously archived messages changes. Connections are separated between companies, so check a specific mailbox using a known test message. A technically configured integration is not verified customer operation until real consent has been completed and the intended account has successfully performed the expected operation.
IMAP receives; SMTP sends
IMAP for receiving and SMTP for sending provide an alternative connection route. You need provider details, the correct mailbox address, ports and security method. The current connection requires TLS and a public IPv4 server address. Supported IMAP ports are 993 or 143 with mandatory STARTTLS; SMTP uses 465 or 587. Private mail servers and IPv6-only servers are not supported through this route. It is not a general tunnel into a private company network.
The connection is checked before it is saved. A provider may require an application password or prohibit this access method entirely. Successful IMAP does not prove working SMTP because the two operations have different purposes and may face different policies. If receiving works but sending fails, do not change every setting simultaneously. Identify the rejected operation and give the administrator its time and a concise description. Credentials belong in secure configuration, not an email support request.
A new connection takes precedence over the original IMAP configuration. Returning to the old configuration after disconnecting is an explicit choice, not a hidden automatic fallback. Before changing sources, establish where subsequent messages should come from and which requests have already been processed. A connection change must not lead a colleague to handle the same customer requirement twice or treat messages from another mailbox as interchangeable historical evidence.
Understand the actual scope of fetching messages
The described available intake fetches mail when a button is used, up to the most recent 50 messages. It is not a complete mailbox archive or a promise of continuous synchronisation across every folder. OAuth connections read the Inbox, while IMAP permits a selected folder. If company rules move new inquiries elsewhere, include that behaviour in evaluation. A missing message in the application does not establish that the customer failed to send it.
Higher incoming volume requires a separate operational check for outstanding mail. Fetching the latest portion is not proof that all earlier messages have been processed. At first activation, compare expected controlled messages with the actual result. A few successful items do not demonstrate long-term intake completeness. Continuous monitoring, processing an older backlog and safe automatic sending each have their own requirements; they are not represented here as an already verified uninterrupted service.
Assign responsibility for checking the mailbox during connection failure or provider changes. Retain important original correspondence according to company policy. KOVOSYS is not described as a replacement for a corporate email archive. Preservation of commercial commitments and evidence of actual receipt must be agreed independently of the convenience of an inquiry list. Keep customer response expectations realistic while the intake process is being evaluated.
Two identical filenames can mean two different drawings
Check the entire attachment set, not merely whether at least one DXF exists. A customer may send two different drawings under the same filename, or a drawing with a supporting PDF. Checking only unique names would incorrectly simplify the message. Attachment count, content and relationship to the original message all matter. If some files were not saved or the original list is unknown, do not present the remaining files as a complete specification.
Processing must rely on complete stored content or content recovered from the original provider. A different mailbox connected later is not a valid source for restoring old attachments. An old IMAP identifier cannot simply be treated as a Gmail or Graph identifier. If the original drawings cannot be recovered, stop and request the missing information rather than silently calculating from whatever remains. Completeness is more important than producing a fast-looking result.
Compare expected items in the message body with actual attachments. A cloud link, password-protected archive or picture embedded in a signature may not provide a usable production drawing. Do not open suspicious files outside approved environments. Do not include access passwords alongside sensitive drawings without an agreed safe process. Preserve distinct attachments even when their names match, so later review can explain which contents were actually evaluated.
Material, quantity and revision need confirmation
Recognising information in a message may assist preparation but does not prove factual correctness. A request for the same as last time refers to commercial history that the current files may not contain. Stainless steel without a more precise specification may not map safely to an available material rate. A number in a filename can mean a dimension, revision or quantity. Separate confirmed facts from inferred suggestions before calculating.
Pay particular attention to sets, repeated attachments and later changes. If a customer first requests several copies and then supplies a different quantity with a new revision, identify the valid scope. The newest message does not automatically cancel every earlier detail. It may amend one line or replace the whole request. Explicit confirmation is better than combining old material, a new quantity and an arbitrarily selected drawing.
For each prepared inquiry, verify customer, material, thickness, units, quantities and current geometry. Assess bending, welding, marking and surface treatment separately when requested. A price for laser-cut blanks must not accidentally read as a quotation for a finished assembly. Automatic extraction does not decide which commercial obligations your company accepts, nor can it establish that an ambiguous delivery date is feasible.
Use company rates, not an imagined universal cutting tariff
Calculation linked to an inquiry requires verified geometry and specific company parameters. Inputs include time per length, pierce time, hourly rate, time allowance, material mass, material price and preparation. These are not properties of an email or automatic consequences of connecting a mailbox. A missing rate for a material and thickness is an exception to resolve. Do not silently substitute a superficially similar line merely to obtain a total.
Inspect the components of a result. An unexpectedly high price may come from DXF scale, duplicate geometry, incorrect quantities or reciprocal time units. A low one may indicate a missing attachment, omitted hole or incomplete material area. Adjusting margin first conceals those possibilities. Establish that the intended job is actually being calculated and that every input has the meaning its unit suggests before calibrating the commercial outcome.
A technical estimate and an approved selling price are different things. Commercial staff must assess delivery scope, validity, additional costs and conditions. Mail interpretation cannot itself confirm stock availability, a realistic lead time or every customer requirement. The separate cost estimation guide explains path length, starts, time and material. Use it to clarify the calculation basis, not as a source of verified machine parameters for your equipment.
Name exceptions instead of hiding them
An exception need not be a technical catastrophe. It may be a missing thickness, conflicting quantities, an unreadable drawing or a spline requiring independent length checks. A responsible process routes the inquiry to a person with a clear reason. A poor process generates a plausible total and conceals uncertainty. Define which inputs can follow a standard route and which need clarification, a new export, technological consultation or a commercial decision.
Keep the relationship to the original message when resolving an exception and record what was supplied later. A customer response can change both quantities and the valid file, requiring the calculation and documents to be reviewed again. Merely overwriting the final amount is insufficient. If missing information cannot be obtained safely, do not move the inquiry towards production approval. A preparation process should be able to stop with an explained reason.
Also establish cover arrangements: who resolves geometry questions and who decides commercial scope when the original estimator is absent? This guide does not promise a support team available during particular hours or a contractual response deadline. Internal responsibilities belong to the user organisation, and any service support commitment must be agreed with the operator. A published email address alone does not create a guaranteed response time.
Sending a quotation is not proving delivery
Before sending a customer document, check customer, supplier, revision, items, quantity, currency, tax information and terms. An issued document is not just an internal calculation screenshot. It must represent the actual offer without accidentally exposing internal rates or another customer's information. Checking the recipient is as important as checking the total. Replying to a forwarded message may not reach the actual buyer.
The send test in settings sends one message to the connected address. Success means provider acceptance, not proven delivery into the destination inbox. Apply the same distinction to commercial messages: SMTP or API acceptance does not establish reading, agreement or passage through a spam filter. Before relying on the process, define how bounced or undelivered messages will be handled. No unverified automatic detection of every such case is promised here.
Automatic pricing and sending require completed activation, entitlement rules and protection against repeated processing. A normal mail connection is not evidence of a ready unattended quotation line. Background company-entitlement enforcement remains a commercial-readiness issue to complete. Customer acceptance also remains separate from approval to begin production preparation, which requires an explicit manual decision by an authorised person.
Activation and restoration need their own checks
Operational activation involves more than entered credentials. Providers need correct application registrations and callback addresses; an organisation may require administrator consent. KOVOSYS account email verification is a separate requirement. Paid operation also depends on legal, operational and tax readiness. ImpactTech s.r.o. is a VAT payer. The company plan is CZK 499 monthly excluding VAT, CZK 603.79 at 21%, with a 14-day card-free trial beginning after email verification.
New connections store passwords and OAuth tokens encrypted, but encryption does not replace agreements for handling drawings and messages. Company backups exclude connection secrets, and company restoration disconnects new mail connections. Do not expect a restored company automatically to return to the same mailbox. Recheck permissions, reconnect the correct source and verify continuity with previously processed messages. Rotation of an operational secret can also require reconnection.
Run the first test with a controlled message, a known simple DXF and your own verified rate. Compare attachments, interpreted quantities, price and document handover. Then introduce an intentionally incomplete message and check that a human stops it. This tests both the normal route and the treatment of uncertainty. Use authorised non-sensitive material until data processing, retention and access conditions have been agreed.
When another estimator takes over the thread
Handover is a strong test of the whole process. A covering colleague needs the original requirement, current attachment set, later clarifications and whether a quotation actually reached the customer. An informal assurance that it is almost finished is not enough. One worker may have only prepared a calculation while another assumes the price was sent. Distinguish working result, document issue and actual transmission to avoid an unexplained commercial delay.
For a repeated email, determine whether it is a reminder, an amendment or a new inquiry. An identical subject does not establish an identical job; customers can reuse old threads for new parts. A new attachment also does not necessarily add ordered pieces. State how the relationship was interpreted. Automatic processing is not a justification for ignoring the commercial meaning of individual messages.
Avoid uncoordinated manual and automatic handling of the same request after a failure. If a corrected quotation was sent through another channel, record what it replaces. Before rerunning processing, determine which steps actually occurred; a missing interface confirmation is not proof that a provider accepted nothing. Test handover using two same-named attachments and a later amendment to one item. If another worker cannot identify the valid drawing and quantity without verbal hints, improve traceability before relying on live customer traffic.
Before your first calculation.
Does mail intake run continuously in the background?
The described available intake is button-triggered and fetches up to the latest 50 messages. It is not presented as a complete archive, verified continuous synchronisation or unattended quotation sending.
Does Google sign-in also connect Gmail?
No. Application login and mailbox consent are separate. Mail connection is configured independently and depends on the provider setup.
Can an inquiry be priced when some attachments are missing?
Not as a complete specification. Recover the complete original content or ask for the missing files. Identical filenames do not establish identical contents.
Does an automatic price or email release production?
No. Sending, acceptance and manual approval of production preparation are separate operations. Explicit approval is still required.
A sound price starts with a traceable process.
Already have access to KOVOSYS? Continue to your inquiries. Create a new account using the registration form.
The public website is bilingual. Registration, sign-in and the private application currently use Czech.