Keep every quotation and revision as a record, and turn the approved one into an invoice.
Estimate and quotation management keeps every quote you send as a record and not a file: the line items, the rates, each revision, and what the customer finally agreed to. The approved version is never in doubt. When the order comes, it turns into a proforma or a tax invoice without anyone retyping a line.
A site measurement on Monday, a rate built in Excel on Monday night, a PDF on WhatsApp on Tuesday. The client asks for two changes and a fresh sheet goes out, while the old one still sits in his inbox under the same file name.
Here each revision lives under the enquiry it came from, numbered, with the date it went out and the person who sent it. The sales executive sees what is pending approval. The owner sees what was offered before the discount, which is often the more interesting number.
What your team uses today.
The module takes over these, one at a time, so nothing has to stop while it is set up.
- Quotations as word-processor files
- A rate chart pinned near the desk
- The follow-up list on a notepad
The problems this is meant to ease.
What estimate/quotation management does.
What this looks like in a working week.
Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.
The people who open this every day.
From first conversation to daily use.
Collecting sample quotes
We read quotations you sent recently. You pass over the rate list and a few finished quotes, and we sketch the screen layout.
Rate list and terms
Items, units, discount limits and standard terms go in. Proofreading the list is yours.
Format on paper
The printed quotation is matched to your letterhead. A draft PDF is sent for your comments.
Trial on live enquiries
Executives raise real quotes in parallel with the old method. Mismatches are logged and discussed.
Switching over
New enquiries start in the system. Estimators and executives get a short session each.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Quotes sent against quotes won, by executive
- Lost quotes grouped by recorded reason
- Quotations waiting for approval, by approver
- Quotes with no follow-up entry after sending
- Revisions per enquiry before acceptance
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Lead management
- Proforma invoice
- Invoice management
- Price lists and schemes
Products that include it.
How we would put it in.
Questions owners ask about estimate/quotation management.
Can the quotation keep our own format?
Yes. Your letterhead, the column order, the terms you always print at the bottom and the way you group a bill of quantities are set up before go-live. A quote that does not look like yours will not get used.
Is this worthwhile at six quotations a month?
Probably not on its own. At that volume a folder of PDFs and a reminder on your phone will do. It earns its place when several people quote, when rates move often, or when nobody knows which version the client is holding.
Will the approved quotation reach our accounting software?
The quotation itself does not go into your accounting software, because nothing has been sold yet. The invoice it becomes does, with the same items and rates carried across.
Can an estimator work out cost separately from the price we show?
Yes. Material, labour and outside work are costed on the inside, and the customer sees the price and the terms. Our interior design system works this way: the bill of quantities sits behind the quotation the client actually reads.
Which factors set the cost of quotation management?
Executives using it and the size of your rate list are the main drivers. Approval rules and links to invoicing add more. Itemised pricing arrives after we read a sample of quotes, and you may strike out a line.
What affects how soon estimators can use it?
Readiness of the rate list decides much. Your document format matters as well. A usable release holds rates, versions and the PDF, and the proposal puts dates against each.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle estimate/quotation management today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements