Quote Management
In simple words
Quote Management helps your team send a correct, professional quote quickly. The customer can then accept it, pay online and place the order from the same email. Nobody has to type the order again.
In kitchen and cabinet sales, the supplier who sends the first good quote usually gets the order. This feature is about being that supplier.
The problem it solves
Making a quote by hand takes a long time. Your executive opens Excel, copies product codes, checks the customer's discount, calculates freight, adds tax, formats a document and sends the email. Every step takes time, and any small mistake reduces your profit.
What happens without it
| If you do not have Quote Management | What it means for your business |
|---|---|
| Quotes are made in Excel and Word | 45–90 minutes per quote, so your team spends the day making quotes instead of selling |
| Discounts are applied from memory | Different executives give different prices to the same customer |
| Freight and tax are estimated | You either lose money on freight, or quote too high and lose the order |
| Design files (2020 / ProKitchen) are typed line by line | 1–2 hours per kitchen, and typing mistakes in the item list |
| Accepted quotes are typed again as orders | 20–30 minutes of double work per order, and new mistakes |
| Quote status is kept in someone's mind | Follow-ups are missed, and you do not know your real pipeline |
| The customer must reply and then wait for an invoice | Delay at the exact moment the customer was ready to buy |
Time you save
| Task | The manual way | With Quote Management | You save |
|---|---|---|---|
| Make a full kitchen quote | Excel, price lookups, formatting — 45–90 min | Select the customer, add products or import the design, save — 10–20 min | 30–60 min per quote |
| Apply the correct customer price | Check the last quote and recalculate — 5–10 min | Applied automatically from the customer group | 5–10 min per quote |
| Add freight and tax | Check rates and calculate — 5–10 min | Calculated from your shipping and tax settings | 5–10 min per quote |
| Send a professional quote | Format a document, attach it, write the email — 10–15 min | Send the quote email, or export the PDF — under 1 min | 10–15 min per quote |
| Convert an accepted quote into an order | Type everything again into the order screen — 20–30 min | Click Place Order on the quote | 20–30 min per order |
| Know which quotes are still open | Match an Excel sheet with your team's notes — 1–2 hours a week | Filter the quote list by status | 1–2 hours a week |
If your team sends 20 quotes a week, this returns roughly 15–25 hours of selling time to your team every week.
Your process, before and after
Enquiry → executive prepares an Excel quote → manager checks the price → someone makes a PDF → email → follow-up calls → type it again as an order. Two days and four handovers.
Enquiry → quote created from your catalogue with correct price, freight and tax → sent as a professional email and PDF → customer pays and places the order from that email. Same day, no handovers.
The bigger benefit is this: the customer can accept and pay immediately, while they are still interested. You do not lose the order during follow-up.
Who uses it
- Sales executives — create, send and follow up quotes
- Sales managers — see which quotes are open, sent or converted
- Customers — receive the quote email and can place the order themselves
When to use it
- Whenever a customer asks for a price
- When a design file has to become a priced item list
- When a quote is accepted and must become an order
- Every week, to follow up quotes that are still open
What each part does for you
| Part of the screen | How it helps you |
|---|---|
| Create quote from catalogue products or design imports | Quote a full kitchen quickly and correctly |
| Select an existing customer, or add a new one | No duplicate records and no double typing |
| Shipping, tax and promo code fields | The amount you quote is the amount the customer really pays |
| Quote status tags and filters | See what is waiting with the customer and what is waiting with you |
| Send quote email | A professional follow-up the customer can share with their family or team |
| Export PDF | A document for customers who need a printed or signed copy |
| Place Order from the quote | Closes the sale at the moment the customer says yes |
| Edit quote | Handle "please change the finish" in minutes, without starting again |
Step-by-step guide
See Quote Management.
Related pages
- Order Management
- Customers
- Configuration — the tax, pricing and shipping rules used in quotes