Questions for Aronlight — Request for Quote AI Agent (Adaptto.ai)

How to read this: Batch 1 defines what the system is — answer before any code is written. File requests unblock three cases we cannot fully analyse. Batch 2 and 3 can be answered as the build progresses.

Batch 1 — Core design decisions: answer before build starts

10 questions in 4 groups. These define the system's fundamental behaviour. Without them, the matching engine has no decision logic and the data model cannot be designed correctly.

Knowledge base

• 1-1 — When a customer asks for a competitor product — e.g. Philips CoreLine, KATOA SPIN Q — does your team have any reference document that maps it to an Aronlight equivalent? It could be a spreadsheet, a shared file, WhatsApp notes, anything — even partial or informal. We want to start from whatever already exists rather than build from scratch.

When the system cannot find a perfect match

• 1-2 — When do you consider a product a valid equivalent to what the customer asked for? We need to know: how close does the wattage need to be (±10%? ±20%?), how close the lumen output, whether IP must equal or exceed the spec or can be flexible, whether IK must match exactly or is just worth mentioning, and the minimum CRI. Without these numbers, the system cannot decide on its own whether a product qualifies.

• 1-3 — When the system finds no reliable equivalent for an item, what is the default behaviour: (a) propose the closest match with a note explaining the differences, (b) flag for human review, or (c) skip it and quote only the items it can match? Based on the cases we analysed, this will happen on roughly 30–40% of items.

• 1-4 — When an RFQ includes categories Aronlight cannot supply at all — ATEX emergency lighting, aseptic panels, 48V magnetic track systems — should the system quote the rest and flag the gaps, or hold the entire response until full coverage is possible? (Cases 09, 12, 13, 15 had this situation.)

• 1-6 — When you propose a product with a higher IP rating than what the customer specified — say IP44 when they asked for IP20 — do customers typically accept this without question, or do they sometimes push back and insist on exactly what was in the spec?

• 1-7 — Some customers specify design-led products where the look is part of the brief — brands like iGuzzini, or specific products like Le Perroquet by Renzo Piano. When this happens, should the system flag it immediately for a person to handle? If yes, how would you recognise one of these cases — by brand name, product family, price range, or something else?

Output

• 1-5 — Is the customer quote always created in Odoo, or do commercial staff sometimes respond directly by email with a PDF or Excel file? If both happen regularly, the system needs to handle both.

Quote structure — companion products and line expansion

These three questions define the data model. The system must know before it is built whether companion products are always separate lines, sometimes bundled, or depend on the product family. Getting this wrong in Phase 1 means redesigning the database in Phase 4.

• 1-8 — When an Aronlight quote has more lines than the customer requested — for example, 7 positions in the RFQ but 9 product lines in Odoo — what drives the extra lines? Is there a consistent rule per product family (e.g. this luminaire always requires a ring), or does it depend on the sales rep?

• 1-9 — For products with a decorative accessory (e.g. a wall light that comes with a ring, or a downlight with a bezel option): is the accessory always quoted as a separate Odoo line with its own quantity, or is it sometimes bundled under the luminaire SKU?

• 1-10 — For DALI projects: is the DALI driver (ILDV- prefix) always a separate line item in the quote with its own quantity, or is it sometimes included in the luminaire price? And is the driver SKU always selected by wattage range, or is there a per-product mapping?

File Requests — 3 blocked cases

Original download links have expired. Please resend these files.

• F-1 (case 05, IP Bragança) — The email from Bruno Lacerda (pedro.moreira@pedromoreiraecia.pt) had a TransferNow link (expired 2026-03-30) with files for a 2-lot public tender for Infraestrutura de Portugal. Please resend the mapa de quantidades or peças escritas.

• F-2 (case 06, San Juan del Puerto ES) — The email from David Huarte (david.huarte@macinfor.com) had a WeTransfer link (expired) with a DWG drawing and Excel medición for a building in Huelva. Please resend the medición file.

• F-3 (case 07, Biobanco Azul) — The email from Tiago Vaz (tiagovaz@l3w.pt) was forwarded to Alexandre Videira. The caderno de encargos for BIOBANCO AZUL is needed to decode 7 of 8 Lum_A0x.x item codes. Please resend the caderno.

Batch 2 — Matching quality: answer during the build

Sensible defaults exist for all of these — correct us where we have it wrong.

Matching rules

• 2-1 — When a customer specification does not mention DALI, does Aronlight quote the non-DALI version by default, or offer the DALI version as an upgrade?

• 2-2 — When you have two possible alternatives for a product and need to pick one, which matters more: that the dimensions match, or that the wattage and lumen output match? Example: two 600×600 panels — one has the exact dimensions but different wattage, the other has the same wattage but slightly different dimensions. Which would you propose?

• 2-3 — For public tenders that require documented proof of equivalence ("ou equivalente"), does the team always handle these manually with a lighting specialist (DIALux/Relux study), or are some simple enough to process without one?

• 2-4 — When a customer sends a vague request — just "Downlight LED 20W", no brand, no IP rating, no dimensions — what should the system do: suggest the best-selling product at that wattage, ask the customer for more details, or tell them the request is too vague to process?

• 2-5 — What are the top competitor brands Aronlight substitutes most often? From the 19 cases we identified: Philips, KATOA, CLIMAR, Karizmaluce, Aura Light, Performance in Lighting, Iguzzini, LDV. Is this broadly correct? Any brands missed?

Commercial process

• 2-9 — When a distributor or installer (e.g. Armasul, Rodel, NBKlima) sends an RFQ on behalf of a project client (e.g. Editora Barcelos, Centro Náutico), which entity does Aronlight register the sale order under — the intermediary or the end project client?

• 2-10 — Does Aronlight have separate commercial staff for Portugal and Spain, or do reps cover both markets? This determines how the system assigns each incoming request to the right person.

• 2-11 (case 10) — The architect explicitly requested "proposta profissional e PVP separadas" — two price lists in the same response. Does Aronlight manage separate price lists in Odoo for architects vs retail PVP?

• 2-12 (cases 09, 11) — When an email arrives with nothing in the body ("ver anexos") and the attachment cannot be read: should the system automatically reply to the customer asking them to resend, silently log it for the team to follow up, or forward it to a team member?

• 2-13 (case 07) — The request has 8 items using internal architect codes (Lum_A01.x) and only 1 of the 8 has enough information to identify the product. Should the system: process that 1 item and note that the other 7 need more detail, wait until the full spec arrives, or reply to the customer listing what it could and could not identify?

• 2-14 (case 13) — A customer describes an installation problem but does not ask for any specific product. Should the system try to suggest an Aronlight product based on the problem description, or always pass these requests to a technical specialist?

• 2-15 (case 16, 196 units) — Two Aura Light products in this request (BOGT_3 and MILA M) appear to be discontinued. When a competitor product is no longer available: should the system work only from the specs in the customer's email, ask the Aronlight team for a datasheet, or skip those items and quote the rest?

• 2-16 (case 17) — A request came from Jordi Marco (jordi.marco@aronlight.es), an internal Aronlight Spain commercial delegate. When the system receives an email from an @aronlight.es address, should it treat it differently — skip the client lookup, reply directly to the delegate, and not create an Odoo order for the end customer?

• 2-17 (case 19) — Saltoki requested "50 metres of ILAR-01691 neon RGB tube." This product is sold in 5m reels — so 50m means 10 reels, each needing its own power supply. Is the reel length and power supply requirement documented anywhere in Odoo, or is it something the team knows by experience?

• 2-18 — Some requests mix items with no specs ("Tipo G — Foco Embutido") alongside items with specific brand references, all in the same email. Should the system handle each item differently based on how much information is available, or treat the whole request the same way?

Product gaps

• 2-19 — Do the 600×600 LED panels have a variant with a flange (aba de remate) for modular ceilings (Armstrong-type)? Healthcare and office projects require it. If yes, how is it distinguished in the catalog?

• 2-20 (case 01, 57 units) — The Parke 1×GU10 IP44 exists (ILAR-00965/966 — confirmed). What is the external dimension and cutout size? The customer spec requires ~90×90mm square recessed.

• 2-21 (case 01, 49 units) — We found no recessed slim linear ~600mm in the catalog — the Kaya 60cm is surface-mounted only. Does a recessed slim linear exist anywhere in the catalog?

• 2-22 (case 01, 14 units) — The ROB 7W (ILAR-02387) accepts both square and round bezels. What is the external dimension and cutout size of the square bezel variant? The CLIMAR TALLES RECESSED 90 SQ requires ~90mm square cutout.

Batch 3 — v2 and later

• 3-1 — Is there any logic to the ILAR-XXXXX numbering — does it encode product family, wattage, or generation — or is it purely sequential?

• 3-2 — When is a new Odoo orçamento created versus the existing one revised? For AlpLuz we found three orçamentos with identical quantity signatures (OR 2026/5710, 7864, 7866). Is there a versioning convention?

• 3-3 — How often do RFQs arrive where the key content is in an external download link (WeTransfer, TransferNow) rather than attached directly? How does the team handle these today?

• 3-4 — In some cadernos de encargos, brands appear as abbreviated codes: "OH SCUBA", "OHB BUC BEAM", "OH POD R". Does Aronlight or any regular specifier have a table mapping these prefixes to real brand names?

• 3-5 — Cadernos de encargos use functional labels like "Tipo F — Ponto de Luz no Tecto" and "Tipo G — Foco Embutido". Is there an internal Aronlight glossary that maps these labels to product categories?

• 3-6 — Aronlight ES occasionally receives requests in Spanish Excel "medición" format. How frequently does this format arrive?

• 3-7 — Is Odoo staging a complete copy of production, or a partial one? Roughly what percentage of production clients are present?

• 3-8 — Should the quoting system search for clients and orders across both Aronlight PT (company_id=3) and Aronlight ES (company_id=2), or restrict by client country?