Build quotes from the deal record, route discounts for approval, send by email or WhatsApp, and chase every open quote automatically until it is won, lost or expired. $10 per user per month billed annually.
Quick answer
A quote is the moment a conversation becomes a commitment. The job of quote management is to make that moment consistent: correct pricing, an approved discount, a version everybody agrees on, and a follow-up that happens whether or not the rep who sent it is having a good week.
Notice what is not in that definition. Prettier templates do not win deals. What wins deals is a quote that arrives quickly and is chased on a schedule.
The usual arrangement is a template document, a price list somebody keeps updated, and a rep who edits both. The quote is emailed from a personal inbox. The follow-up lives in that rep memory. The discount is a judgement call made on a phone call nobody else heard.
Three failures follow. Pricing drifts, because two people read the same rate card differently. Versions multiply, and the customer holds a document the business cannot reproduce. And open quotes go quiet, because chasing forty documents in a folder is not a task anyone holds in their head.
The quote inherits the account, contact, currency, price list and owner, so the rep only chooses line items and quantities.
Items carry list price, unit and tax treatment. Customer-specific rates load from the account, and any deviation is visible as a deviation.
Discounts past your threshold hold the quote for a manager decision, logged on the record with a reason.
Delivery by email or WhatsApp happens from the CRM, so the document, message and read status all sit on the deal timeline.
A cadence of automated touches and dated call tasks runs against the quote until the customer replies or the validity date passes.
Won, lost or expired is recorded with a structured reason, and a won quote hands off to invoicing without retyping.
The rep owns the quote. Sales management owns discount thresholds and approval turnaround, and should be measured on how fast approvals are answered, because a slow approver costs more deals than a generous one. Finance or operations owns the catalogue: one named person keeps prices, units and tax treatment correct. When that ownership is vague, every other control here degrades.
| Aspect | Documents and folders | With HelloGrowthCRM |
|---|---|---|
| Pricing source | A rate card each rep interprets | One catalogue plus account price lists |
| Versions | final, final2, final-revised | Numbered revisions on the deal |
| Discounts | Agreed verbally, found later | Approved before send, with a reason |
| Delivery | Personal inbox | Email or WhatsApp, logged on the timeline |
| Follow-up | Whoever remembers | Sequence plus tasks until a decision |
| Expiry | Ignored | Validity date changes quote state |
| Reporting | Guesswork | Quoted value, win rate and loss reasons |
Five numbers cover it. Time from request to quote sent, which is the one most directly under your control. Quote-to-win rate, split by rep and by product. Average discount, watched as a trend rather than a single figure. Average revision count, which usually reveals a discovery problem rather than a pricing one. And the count of open quotes with no contact in seven days, which is the leak this whole process exists to close.
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Quotes live in a folder of documents named final, final2 and final-revised, and nobody can say which version the customer actually holds.
Every quote is a versioned record on the deal, with the current version marked and superseded ones retained. What the customer holds is a fact anyone can check in seconds.Versioned quote records
Roughly a third of quotes are never followed up, because chasing them depends on a rep remembering which of forty documents is still open.
Sending a quote starts a follow-up sequence with automated touches and dated call tasks. An unanswered quote surfaces on the owner day list until it is accepted, rejected or expired.Quote follow-up automation
Discounts are agreed on the phone and discovered at month end, when margin is already gone and the approval conversation is pointless.
Discount thresholds trigger approval before the quote can be sent. The request, the decision and the reason are logged on the deal, so margin policy is enforced at the moment it matters.Discount approval workflow
Nobody knows the real win rate on quotes, because losses are recorded as the customer went quiet rather than as a reason anyone can act on.
Outcomes are captured as structured reasons at close, and reporting shows quoted value, conversion by reason, and how revision count relates to win rate.Quote outcome reporting
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