Expert knowledge for digital decisions

How to automate the quotation process?

Short answer

Using templates that automatically insert customer data, positions and prices, and a price logic in the system instead of in the mind. The greatest time saving lies not in writing, but in the elimination of inquiries: Which price applies to this customer, which conditions, which version was the last?

What can be automated

Insert customer and contact person data
Select positions from a catalog
Apply customer-specific prices and discounts
Payment and delivery conditions per customer
Continuous quotation number
Generate and send PDF
Automatically set reuse template

Where the real benefit lies

Not in typing. But:

No price inquiries. The conditions are in the system, not in the mind of a person.

No wrong versions. Each quotation is stored in the case. The question "which version did the customer receive?" answers itself.

No forgotten follow-up. The reuse template is created with the quotation.

What requires preparation

A clean article or service catalog with prices. Without it, automation only creates faster errors. This cleanup work is the real effort – not the template.

Approvals

Above a certain discount or value, an approval should be required. The system can enforce this without anyone needing to think about it.

What should not be automated

The text explaining the quotation. A quotation that clearly comes from a template and does not address the request will not win any business. Automation should free up time for exactly this part.

Key facts

Greatest Benefit: No price and version inquiries
Prerequisite: Clean service catalog with prices
Do Not Automate: The individual opening text

What we offer on this topic

CRM systems that bring contacts, leads, quotes and service cases together in one place – built around your processes.

CRM systems and CRM development

Sources

All external claims are backed by traceable sources.

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Ouhud CRM Ouhud GmbH