Too much time and resources used to manually create quotations?

Automate the creation of sales quote

Save up to 80% of the time taken to draw up and manage quotations, and free up resources to dedicate to customer relations

For the Sales Department, creating sales quotations is a complex, burdensome activity that takes time and resources to collect all the information necessary and put it together to generate a personalised proposal aligned with the client’s expectations. A delayed response to a client’s request can compromise the possibility of sales, as well as extend the time needed to close the negotiations.

Recovering information from the various company IT systems (ERP and CRM), manually calculating financial amounts, involving other departments and continuously reminding the client to get a response are examples of low added value, time-consuming activities that can be easily automated using the COLLHUBORATE Suite.

For the Sales Department, creating sales quotations is a complex, burdensome activity that takes time and resources to collect all the information necessary and put it together to generate a personalised proposal aligned with the client’s expectations. A delayed response to a client’s request can compromise the possibility of sales, as well as extend the time needed to close the negotiations.

Recovering information from the various company IT systems (ERP and CRM), manually calculating financial amounts, involving other departments and continuously reminding the client to get a response are examples of repetitive, low added value operations that can be automated using the COLLHUBORATE Suite.

From a manual offering system…

01
Search for data in applications

Manual search for all information necessary to prepare the quotation: database records, payment terms, product information sheets, prices, discounts, etc.

02
Manual creation of the sales quote

Preparation of the proposal by copying and pasting or directly typing data into the document and calculating prices and discounts offered manually or using Excel spreadsheets.

03
Involvement of internal parties

Request for information via e-mail or phone call to colleagues in other departments, or requests and reminders to the designated owner to approve the quotation.

04
Sending the offer and uploading it to the ERP

Manually sending the offer via e-mail and any reminders due to non-response. If the sales order is signed, it is manually uploaded into the ERP.

… to the digital creation of sales quotations

01

Wizard for creating the quotation

The solution provides a personalisable wizard for creating the proposal, with an interface you can configure based on the company’s sales model. The system automatically fills out most of the data, obtaining them from the ERP/CRM, and involves the right person at the right time through alerts and workflows. Once the proposal is ready, the solution sends an e-mail to the client, containing a link to access their dedicated web portal. Moreover, in the event of lack of feedback, it automatically sends regular reminders to provide a response.

02

Interaction through the web portal

Using the web portal, the client can reject the offer, ask for changes or accept the proposal, attaching the signed copy. The system automatically notifies the assigned sales person of the outcome.

03
Automatic upload of Sales Orders into the ERP

When the proposal is accepted, the system can also automatically upload the sales order into the ERP.

By digitally creating sales quotations, you obtain:
0
of time needed for creating the proposal
0
in data entry errors

The digital flow … in detail

With the COLLHUBORATE suite, the creation of sales quotations can be completely digitised. Find out how!

The user selects the necessary information for the solution to automatically generate a quotation document based on a template.

Starting with the database details selected or other fields completed, the solution automatically fills out a series of other data, which it can also recover from the other company applications.

Through a system of automatic alerts, the solution involves the right person at the right time, for example, to request that they enter technical descriptions, preliminary analyses or administrative documentation. The workflow may involve people from any department in any phase of the process.

Once all the necessary information has been entered, the system automatically generates and attaches all the useful documentation to the quote. For example, client disclosure, contractual clauses, payment terms or other specific attachments, with the option to modify them manually.

Starting with the information entered, the solution generates the complete quotation in PDF format, with the related attachments

The solution can set up any approval flows for the offer before sending it to the client. If the supervisor requests changes, the sales person receives an alert containing the requested changes or corrections.

The solution sends the proposal to the client through a pre-filled e-mail containing a link to the web portal the client can use to view and accept the offer or request changes to it, completely autonomously. If the client accepts the proposal, they are requested to upload a signed copy of the document, so that it can be automatically acquired.

In the event of no response, the system sends automatic reminders via e-mail at pre-set intervals, possibly also updating the expected delivery date or the start date of the project, as a result of an automatic check of the available stock or of other applications.

All e-mails sent automatically by the solution in the name of the sales person can also be automatically viewed in the user’s sent e-mail folder, due to integration with the e-mail provider.

If the client signs the offer, the solution notifies the ERP of the outcome to generate the Sales Order and send an alert to the assigned sales person.

Discover the advantages of digital creation of sales offers

  • Thanks to the automatic completion of fields and the system of automatic workflows and alerts, you can reduce repetitive, manual operations with low added value, creating sales quotations more quickly, accurately and efficiently.

  • Using the wizard for completing the offer and the automatic price calculation, the possibilities of committing errors are drastically reduced.

  • Reducing the time needed to prepare the offer increase the promptness of replying to the client, with positive repercussions on the time needed to close negotiations.

  • Build a personalised flow to create sales quotations, configured based on your sales model and the characteristics of your products and services. You will obtain an interface fully consistent with your sales offering, standardised at the level of your organisation. With COLLHUBORATE, you gain flexible, highly customisable solutions to best meet the needs of your Sales Department.

  • Thanks to the automatic system of alerts, simplify interactions and the exchange of information and documents. Through specific, personalised workflows, involve the right person at the right time (for example, for financial estimates, preliminary analyses and technical descriptions), guaranteeing dynamic, efficient processes with highly specific responsibilities and due dates. Interacting with clients will also be more efficient due to the use of the web portal which simplifies and optimises the exchange of information.

  • Speed up and simplify the process of preparing sales proposals, due to full integration with the company IT systems. Selecting the client form a specific menu, the system automatically fills out all possible data, based on the databases already contained in the ERP or the CRM. For example: VAT no., payment terms, company description, prices and much more information that is crucial for creating the offer.

    The COLLHUBORATE Solutions also integrate with any e-mail provider. You will always have full control of all the communications sent automatically, available in the mailbox that you use every day.

  • You can define a procedure for preparing sales quotations that is standardised at company level, with the option to “block” some parts so that they are always the same. Thus, you will have the guarantee that specific fields will not be changed in creating the sales offer.

One Suite, four platforms, unlimited solutions

Discover the platforms we used to build the solution dedicated to the digital creation of sales offers

One Suite, four platforms, unlimited solutions

Discover the platforms we used to build the solution dedicated to the digital creation of sales offers

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