The most critical step is moving 'each customer's trading conditions' from manual tracking and spreadsheets into a centralized system. In practice, you can set fixed quotation conditions, price tiers, and payment methods for each agent or distributor separately, so they are automatically populated when creating quotations without requiring manual lookup each time. This also prevents errors from typos or staff turnover. This approach solves two problems simultaneously: reducing internal operational costs and ensuring consistency and control of conditions across different customers. Additionally, processing inquiries, quotations, and POs in one system while maintaining version history allows you to directly compare what changes were made between versions, significantly reducing confirmation costs in cross-border communication.