Quotation and Proposal Management in a CRM

Common problems with manual quotes

• Quotes made in spreadsheets with outdated prices.
• No record of which version the customer received.
• Discounts given without approval.
• No reminder to follow up, so quotes go cold.

Set up quotation templates

Create templates with your product or service catalogue, standard terms, validity period, taxes and payment terms. Linking the catalogue ensures current prices and correct GST treatment. Keep proposal sections — scope, deliverables, timeline — reusable for services.

Approvals and versions

• Define discount limits by role, with approval above the limit.
• Keep each revision as a new version linked to the opportunity.
• Record reasons for discounts to learn from pricing decisions.

Pricing discipline is discussed in ATTPL Consultancy’s pricing strategy guide.

Follow-up and tracking

Move the opportunity to a “quote sent” stage in your sales pipeline, set a follow-up task, and track when the customer opens or responds. Review quotes expiring this week in every sales meeting.

From quote to order

• Convert the accepted quote into an order or invoice without retyping.
• Capture lost reasons for declined quotes — price, timing, competitor, scope.
• Use win-rate and quote-cycle data for sales forecasting.

Frequently asked questions