Enquiry details, pricing and standard terms are pulled together into a finished quote for you to check and send. If the customer goes quiet, a follow-up goes out on the date you set.
An enquiry arrives. Someone has to find the details, check the price list, build the document and send it, usually between other jobs. The longer that takes, the more likely the customer has gone elsewhere. Once the quote is sent, following it up depends on someone remembering.
Enquiry captured
Whether the enquiry comes from your website, email or another channel, the details are picked up and logged as soon as it arrives, including outside office hours.
Pricing applied
Your pricing rules (rates, quantities, discounts and conditions) are applied to produce the figures.
Quote document built
A branded quote is produced in PDF, Word or your preferred format, with your logo, terms and layout.
Checked and sent
The finished quote comes to you to check, then goes to the customer. Where your pricing is entirely rule-based, it can go out without a check.
Follow-up scheduled
If the customer has not replied by the date you set, a polite follow-up goes out, so no quote is forgotten.
Where the enquiries, pricing and templates already live in Microsoft 365, the whole sequence can be built on tools in that subscription. See Microsoft 365 automation.
The client sends about 20 quotations every day, from £50 parts orders to capital projects worth £200,000. Their old system produced reports nobody used, and quotes were lost or not followed up. We built a system that sorts each quote by customer type and category, sends follow-up emails automatically and gives management live figures. It cost £1,250 and paid for itself in under four weeks.
Find the steps that wait on one person: gathering the enquiry details, looking up prices and building the document. Those are usually rule-based and can be automated, leaving the judgement on price and scope with you. A fixed follow-up date for every quote stops good enquiries going quiet.
It turns an enquiry into a finished quote without anyone assembling it by hand. Capturing the enquiry, applying your pricing, building the document and scheduling the follow-up all run automatically.
Within limits. Tiered pricing, quantity discounts, conditional rates and most rule-based pricing can be built in. If a quote needs your judgement each time, the automation prepares a draft for you to review and approve before it goes out.
PDF, Word, an HTML email or a quoting tool such as PandaDoc, depending on what suits you and your customers.
We connect the quotation workflow to common CRMs including HubSpot, Salesforce, Pipedrive and Zoho, so enquiries, quotes and outcomes are logged as they happen.
Walk us through how a quote gets from enquiry to customer today and we will tell you plainly where automation would help. The price is fixed before any work begins. Or call 01858 589789.
