How an HVAC installer follows its negotiations and agreements straight from ChatGPT

What kind of company is it and what problem did it have?

The scenario is illustrative: an installation company in Timișoara, with 20 employees, fitting heat pumps and air-conditioning systems in office buildings and houses. It buys equipment from distributors, project by project.

On a major project, the company was negotiating with three distributors at once. The manager left for the site in the morning and spent the day on the phone finding out who had replied and what had changed.

How were negotiations followed before?

Offers came by email, counter-offers went out by email, and changed terms got lost among attachments. At any given moment it was hard to tell which was the latest version of the price, the delivery time or the warranty.

On Markonex, each negotiation round shows all the terms, and what changed from the previous round is highlighted. ChatGPT reads this data and sums it up in a sentence.

What do you need to work this way?

The connection is set up once. This scenario needs:

• Your company is verified by the platform (the “Verified by the platform” badge); AI assistants are available only to verified companies.
• A user with the right to manage MCP has switched the connection on for the company, in Markonex, under AI → MCP → Details.
• You have a ChatGPT plan that allows custom connectors (developer mode) and you added the Markonex connector with the address shown in Markonex, under AI → MCP → “Connection and usage”.
• When you authorise it, on the Markonex page, you tick only the permissions you need; read permissions are ticked by default, write permissions are your choice.
• Permissions used here: reading and changing offers (offers:read, offers:write), reading and changing agreements (agreements:read, agreements:write), reading invoices (invoices:read).
• To accept offers and confirm the agreement, both companies must be verified by the platform.

Step 1: you ask what happened in the negotiations

In the morning, before going to the site, the manager asks for a summary of open negotiations.

1. You

   Where do the negotiations for the heat pumps on the office project stand? What changed in the last round?

2. ChatGPT

   You have 3 open negotiations. Distributor A replied yesterday with round 3: it lowered the price from 31,500 to 30,200 lei per unit but extended delivery from 3 to 5 weeks. Distributor B has not replied for 6 days; its offer expires in 24 days. Distributor C kept its price of 29,900 lei with a warranty extended to 5 years, but asks for a 30% advance.

Step 2: you send a counter-offer, after confirmation

The manager wants distributor A's price, but with the original delivery time. A counter-offer is a commercial action, so it goes through confirmation.

1. You

   Send distributor A a counter-offer: 30,200 lei per unit, but delivery in 3 weeks, as in round 2.

2. Markonex - confirmation

   Confirmation required - counter-offer in the negotiation with distributor A, round 4: 30,200 lei/unit, 6 units, delivery in 3 weeks; other terms as in round 3. Do you confirm?

3. You

   Yes, send it.

4. ChatGPT

   The counter-offer has been sent. Distributor A sees it as round 4, with the delivery time highlighted as a change.

Step 3: you confirm the agreement after the supplier accepts

Acceptance happens in two phases: one party accepts the offer, the other confirms the agreement. In this scenario, distributor A accepts the counter-offer in Markonex and the installer confirms the agreement from ChatGPT.

1. You

   Has distributor A accepted? If so, confirm the agreement.

2. ChatGPT

   Yes, distributor A accepted the round 4 offer. Both companies are verified by the platform, so the agreement can be confirmed. I am preparing the confirmation.

3. Markonex - confirmation

   Confirmation required - confirm agreement with distributor A: 6 heat pumps, 30,200 lei/unit, delivery in 3 weeks, terms from round 4. Do you confirm?

4. You

   Confirmed.

Step 4: you read the invoice received on the agreement

After delivery, the distributor issues the invoice from the agreement in Markonex. The installer can read it from ChatGPT, including the payment details, but cannot change it.

1. You

   Have I received the invoice for distributor A's heat pumps? When is it due?

2. ChatGPT

   Yes, the invoice was issued on the agreement with distributor A, for the agreed amount, due 30 days after issue. Payment goes directly to the distributor, to the account on the invoice; Markonex does not process payments.

What changed for the installer?

The manager gets the status of every negotiation in a few sentences, with the changes in each round, and can react from the chat without searching through emails. The agreement and the invoice stay linked to the negotiation, in one place.

As an illustrative estimate, not a measured result: following three negotiations in parallel becomes one morning question rather than a series of phone calls through the day.

What can ChatGPT not do through Markonex?

ChatGPT does not send counter-offers, accept offers or confirm agreements without your confirmation. In the activity log, every action appears as “Name (via ChatGPT)”.

• Choosing whether the agreement needs a contract and accepting the contract happen in Markonex.
• Invoices are read-only: it does not issue or change them, does not issue credit notes and does not send anything to e-Factura.
• It does not make payments and does not track collections.
• It does not download files and does not sign documents.