Docs.

Overview

MaxPax watches your quote inbox, reads each new email with AI, and replies with a price. Behind the scenes, your existing Excel pricing workbook is still doing the maths — MaxPax just fills in the cells for you and reads the answer back.

You don't need to change how you price. Upload your workbook, tell MaxPax which products you sell, and it learns to translate plain-English emails into spreadsheet inputs.

How a quote is made

Every email goes through the same pipeline. Knowing the steps helps you understand why a quote came out the way it did.

1. Inbox check — MaxPax watches your inbox. New emails go into the pipeline within seconds.
2. Intent filter — Decides “is this actually a quote request?”. Newsletters, replies, and spam are filtered out.
3. Product match — Matches the email against your product catalog. One email can match multiple products (e.g. “500 flyers and 200 business cards”).
4. Field extraction — Pulls out the values each matched product needs — quantity, size, finish, paper type, etc. One email can also produce multiple quotes for the same product (e.g. “1000 and 2000 flyers”).
5. Pricing — The extracted values are written into your workbook, and MaxPax reads back the price from the output cell you've configured.
6. Reply — A reply is sent to the customer using your email template. If review mode is on, the quote is held for you to approve first.

Getting started

Two phases. First, see how it works using a fake test inbox — about 5 minutes, nothing on the line. Then, once you're happy, swap in your real inbox and your real pricing.

Phase 1 — See it work (5 minutes)

Phase 2 — Set up your real system

Monitor

Your dashboard. At a glance:

• Inbox connection — Whether MaxPax can read and send from your inbox right now. Green = connected. Red = something's broken; click through to fix it.
• Scheduler — When the next polling run will happen and whether the pipeline is currently busy.
• Recent activity — A live feed of emails coming in, being processed, and replies going out. Each row is clickable.
• Quote stats — Counts and trends for the past week, so you can spot drops in volume or unexpected spikes in failures.

If anything is wrong, the Monitor page is the first place to look.

Quotes

The full history of every email MaxPax has processed for your account. The list on the left has filters across the top:

• Review — Quotes the AI has held back for you to look at before they're sent. Only relevant when review mode is enabled.
• All — Everything: sent quotes, filtered emails, errors, the lot.
• Filtered — Emails the intent filter decided weren't quote requests (newsletters, replies, etc.).
• Archived — Quotes you've manually archived from the detail panel.

Click any quote to open its detail panel. You'll see the original email, the values the AI extracted, the price MaxPax calculated, and the reply that was sent. You can also re-run the pipeline on a past email if you've changed product config since.

Products

Your catalog. Each product is one thing you sell — flyers, business cards, books — and tells MaxPax three things: what it's called, where the price comes from, and what the AI needs to extract from the email.

Basics

• Product name — What you call this product internally.
• Description — A short paragraph that helps the AI recognise quote requests for this product. Mention what's in scope, the words customers commonly use (“leaflet”, “handbill”), and what makes it different from your other products. The better this is, the more accurately the AI matches incoming emails.

Pricing source

• Workbook — Which uploaded Excel file is used to price this product. Leave on “Use account default” unless this product needs its own workbook.
• Default cell — The cell MaxPax reads the price from after filling in the inputs. Format: Sheet!Cell (e.g. Pricing!C12).
• Customer segment cells — Optional overrides per customer segment (see Customer segments). Useful when trade or wholesale customers should read from a different output cell for tier pricing.

AI instructions

Free-text guidance just for this product. Most often used to control when quotes get flagged for review — e.g. “Flag for review if quantity exceeds 5000.” or “Flag for review if paper size is not specified.”. Keep it short and specific.

Fields

Fields are the values the AI extracts from each email and writes into your workbook — quantity, size, paper, finish, and so on. Each field has:

• Name — A short label.
• Description — What this field means, with examples. Helps the AI extract the right thing.
• Data type — Text, number, or a fixed list of options (dropdown). Lists are the most accurate — if you only use 4 paper weights, list them.
• Required / default — If required, the AI will use the default value when the customer doesn't specify. If optional, missing values stay blank.
• Instruction — Per-field guidance like “Round quantity up to the nearest 50.”.
• Input cell — Where in the workbook this value gets written. Same Sheet!Cell format.
• Source — Optional. If set to Customer segment name, the value comes from the matched segment instead of the email — handy for driving conditional logic in your spreadsheet.

Improve from corrections

Every time you correct a quote on the Quotes page, MaxPax remembers the change. Once you have a few corrections for a product, click Improve from corrections in the product editor. MaxPax will propose updated descriptions and instructions that would have produced your edits, and you can apply them in one click.

Workbooks

Where you upload the Excel files MaxPax uses to calculate prices. Most accounts only need one workbook — the same one your team already uses for manual quoting.

• Upload — Drop in .xls, .xlsx, or .xlsm files up to 10 MB.
• Default workbook — Products without an explicit workbook fall back to this one.
• Multiple workbooks — If you have separate sheets for, say, large format vs. digital, upload both and assign each product to the right one.
• Updating a workbook — Re-uploading replaces the file in place. Existing products and cell mappings keep working as long as you didn't move cells around.

Playground

A sandbox for testing cell mappings against your active workbook without sending any emails. Useful for:

• Confirming that Pricing!C12 really does return the number you expect when you set quantity to 500 and size to A5.
• Sanity-checking changes after editing the workbook.
• Importing a past quote (“From quote…”) and replaying its inputs against the current workbook to see if the price has changed.

Add a row per cell, type the value, click Run, and the output cell value comes back. Nothing is saved — it's purely a what-if tool.

Review mode

Settings → General Controls what happens after the AI has priced a quote. Three modes:

• Off — Every quote is sent automatically. Fastest, hands-off; best once you trust the AI for this product range.
• Auto — The AI decides per-quote whether to send or hold for review. Quotes it isn't confident about land on the Review tab; the rest go out automatically. Tune the “Review sensitivity” slider (1–5) to control how aggressive that filter is. Lower = more auto-sends.
• On — Every quote is held for you to approve. Slowest; best while you're still tuning products or training a new team.

Notifications

Settings → General Two separate email lists:

• Review alerts — Get a notification email whenever a quote is held for review. Add as many recipients as you like.
• Forward approval replies — When a customer replies approving a quote (“go ahead”, “approved”), MaxPax forwards their email to these addresses — useful for routing approvals straight to your operations or production inbox.

Inbox connection

Settings → Inbox How MaxPax reads incoming emails and sends replies. Two options:

• Gmail — The wizard walks you through creating a 16-character “App Password” at myaccount.google.com/apppasswords. Requires 2-Step Verification on the Google account first. App Passwords are revocable from your Google account at any time.
• Other IMAP — Any provider that supports IMAP/SMTP works (Outlook, Fastmail, your own domain, etc.). You'll need the IMAP and SMTP server addresses, the ports (usually 993 and 587), your username, and a password — an app-specific one if your provider has 2FA.

Always click Test connection before saving. MaxPax will tell you exactly what's wrong if it can't connect.

Customer segments

Settings → Senders Pricing tiers for specific customers or domains. Examples:

• Trade with pattern *@trade-printers.com — everyone from that domain gets trade pricing.
• VIP with pattern [email protected] — only that one address.

When an email arrives, MaxPax checks the sender's address against your patterns. The first matching segment wins, and that customer reads their price from a different cell in your workbook — giving you tiered pricing without keeping multiple sheets. Anyone who doesn't match a segment gets the default price.

Pattern syntax: [email protected] matches that exact address; *@domain.com matches any address from that domain; *@*.domain.com matches any subdomain (e.g. *@*.kwikkopy.com.au matches [email protected]).

Blocked senders & values

Blocked senders Settings → Senders

Patterns for emails MaxPax should ignore completely. Same syntax as customer segments. Useful for noreply addresses, spam domains, or your own staff. Blocked emails appear in the Quotes list as “blocked” and don't cost any credits.

Blocked output values Settings → Workbooks

If your workbook returns one of these strings as the price (e.g. #N/A, ERROR, CALL US), MaxPax marks the quote as failed and doesn't send a reply. Checked case-insensitively. Use this to protect against incomplete pricing tables — better no reply than a wrong one.

Email template

Settings → Email Template The reply MaxPax sends to customers. Two parts:

• Body template — The wrapper around the quote(s). Must include {{QUOTES}} — that's where the rendered quote items get inserted. Other placeholders: {{QUOTE_NUM}} (quote numbers), {{CUSTOMER_FNAME}} (customer's first name, falls back to “Customer”).
• Quote item template — Repeated once per priced item. Must include {{OUTPUT_CELL}} — that's the price. Optional: {{PRODUCT}}, {{QUOTE_NUM}}, {{EXTRACTED_FIELDS}} (a styled “Here's what we extracted” block so the customer can spot-check accuracy).

Both editors are WYSIWYG — bold, links, lists, images all work. Click Preview to see a rendered example with sample data before saving.

Billing & credits

Settings → Usage & Billing MaxPax bills in credits. One credit = one fully-processed quote. Different outcomes cost different amounts:

• 1 credit — A real quote: a price was calculated and a reply was generated.
• 0.1 credits — The email wasn't a quote request, or no product matched. Cheap because no quote was actually produced.
• 0 credits — System errors on our side. You're never charged when something we control fails — and you can re-run any failed quote from its detail panel on the Quotes page once the issue clears, no need to re-send the email.

One incoming email can be more than one credit — multi-product or multi-quantity emails (“500 and 1000 flyers, plus 200 business cards”) produce one quote per priced item.

The Usage Breakdown card shows credits by month and the current period broken down by outcome, so you can see where your usage is going.

Team

Settings → Team Invite teammates to help review quotes. They sign in with their Google account and only see the pages you give them permission for — usually just Quotes for reviewers. Useful for distributing the review workload without giving full admin access.

Glossary

• Workbook — Your Excel pricing file. MaxPax fills in cells and reads the price.
• Product — One thing you sell. Has a description, fields, and a cell mapping into a workbook.
• Field — A value the AI extracts from an email and writes into a workbook cell (quantity, size, etc.).
• Customer segment — A group of customers (matched by email pattern) who get a different output cell — their pricing tier.
• Intent filter — The cheap first-pass AI check that decides whether an email is a quote request at all.
• Review mode — Whether quotes get sent automatically or held for you to approve.
• Sandbox address — A throwaway test inbox you can use to email test quotes without touching your real customer queue.
• Credit — The unit MaxPax bills in. One real priced quote = 1 credit.

FAQ

The AI got a field wrong — what do I do?

Open the quote on the Quotes page and edit the field directly. The correction is recorded. After a few corrections for the same product, head to the product page and use Improve from corrections — MaxPax will propose updated descriptions and instructions to prevent the mistake.

A customer's email isn't being processed

Check, in order: (1) Is your inbox connection green on the Monitor page? (2) Did the email land in the Inbox folder, not Spam? (3) Look at the Quotes list — was it marked as Filtered, Blocked, or No match? Each filter status tells you why MaxPax didn't reply.

How do I add a new product?

On the Products page click + Create, fill in name and description, set the workbook + default cell, then add fields one by one. Use Playground to verify each cell mapping returns the value you expect before going live.

Can I have different pricing for trade customers?

Yes — that's what Customer segments are for. Create a segment with the trade domain, then on each product, add a segment override pointing at a different output cell that holds the trade price.

Will I be charged for spam emails?

Spam and non-quote emails cost 0.1 credits each — just enough to cover the intent filter call. No reply is sent. If you want to skip them entirely (zero credits), add the sender pattern to Blocked senders.

What happens if I run out of credits?

Quote processing pauses and a banner appears at the top of every page. Top up from Settings → Billing and processing resumes immediately. Emails received while paused are picked up on the next polling cycle — nothing is lost.

Can I undo a sent quote?

The reply has already left your SMTP server, so no — just like a normal email, it can't be unsent. If a price was wrong, the cleanest fix is a quick follow-up email; then correct the field and use Improve from corrections so it doesn't happen again.