The quotation that lives in a Word file
The quotation is put together and sent by email, and after that nobody is quite sure
which version the customer actually received, or what was in it.
Internal system for SMEs
Quotations
You build the quotation from catalogue items, priced according to your agreement with the customer, and send it in the recipient's language as a PDF with your company branding. The customer accepts it, declines it or asks for changes from a link, without logging in. Once it is accepted, one click starts a project from it.
What does it actually fix?
The reply nobody remembers
The customer wrote back to say they are thinking about it, and two months later
nobody can say where the conversation stood.
The accepted quotation that never becomes a project
The customer accepted the quotation, but it sat in a folder somewhere, and somebody
has to remember to turn it into actual work.
From line items to a sent, locked quotation
For every quotation you can see who you sent it to, when, and how they replied.
Built from line items
You pick the items from the catalogue, with quantity, unit and VAT rate, and IntrApp
totals the VAT per rate. The quotation gets its number when you save it, and the
order you set for the items is the order on the PDF.
Locked once sent
A quotation can only be sent with a finished PDF, after a short check. After that
its content is locked, which means it can no longer be edited. The prices in the PDF
and behind the recipient's link cannot be swapped out.
A new revision, not an overwrite
If the customer asks for changes, a new revision, meaning a new version, is made
with the same code and the next revision number. The items are copied over, and the
old version's link stops working. In a dispute you can show what you offered and
when.
The customer decides without logging in, in their own language
The recipient gets a link to a page showing your company name and logo, the items and the total. Underneath are three buttons, to accept the quotation, request changes or decline it. The decision shows up for you at once, and the customer gets an email confirmation. Sending a German customer a quotation in German is not only a courtesy, it also affects the chance of it being accepted.
The recipient's language decides
The email, the PDF and the decision page are all in the recipient's language, which
you choose for each quotation. A request for changes has to include a comment, so
you never get a bare “no” back.
You see where it stands
The quotation's status shows whether you have sent it, and whether the customer has
opened, accepted or declined it, asked for changes, or let it expire. “Opened” is
recorded when the decision page loads, not when the email is opened, and a decision
stands even if the opened signal never arrived.
Expiry that actually expires
After its validity date, a quotation can no longer be accepted. The link works for
thirty days at most, and you are notified when it expires, so nobody can accept last
year's price.
The quotation sits with the customer, not next to them
A quotation belongs to the customer you sent it to, and to the lead and the survey it came from. Once it is accepted, one click on it starts a project from a template, with its own kanban board, the column-based task board. The board's description carries the quotation code, the customer and the survey. One quotation can start only one project, so the same work never starts twice.
The whole journey, from a lead to a paid invoice, is on the features page.
Whoever writes the quotation sees the final price
By default, administrators have access to quotations, and roles can give that access to anyone. Seeing costs and pricing rules takes a separate permission, while the final price is visible to anyone who makes a quotation.
Quotations, not a sales process engine
IntrApp has no electronic signature and no internal approval chain for quotations. The items of an accepted quotation do not yet carry over to the invoice automatically, so you have to enter them on the invoice separately. The link between the quotation and the invoice is kept, however.
What most people ask at this point
Does the customer need an account to accept?
No. They decide from a link without logging in. The decision is final, and the link
stops working afterwards.
What if the price changes in the meantime?
A sent quotation is locked, so the prices the recipient has do not change. If you give
a new price, you send a new revision, and the old link stops working at once.
Can we quote in another currency?
Yes, you choose the currency for each quotation. IntrApp totals the VAT per rate,
and the final amount is calculated when you save.
Ask, and you may not have to pay for it
If a quotation template or an approval step is missing, tell us. If roughly three quarters of our customers would use it too, we build it for free and every customer gets it. We decide whether a request falls into that group, because we see the whole customer base. We do not promise a delivery date, but we do promise that the request goes into development. What is specific to you is built under a separate agreement.
Take a look inside
The demo shows, with sample customers and no sign-up, how a quotation goes out and how the recipient decides on it. You can try it with your own items and data during the free trial.
- No sign-up
- No bank card
- Full functionality
Want to see how this would work for you? We will call you back.