#quoting system software

Consider this: A customer requests for a quote and you take hours to prepare the quote. This is bound to make the customer frustrated, which will have a negative impact on his purchasing decision. Now consider another scenario wherein you create and send the same quote in minutes. Won’t the customer feel valued and special? Won’t it increase customer loyalty and relationship? Won’t it positively affect consumer buying behavior? To put it simply, there is no reason why you shouldn’t expect a positive response from the customer when you send the quote at the earliest.

As aforementioned, sending quotes quickly does help to improve customer relationship. Now in order to speed up the quoting process, it is necessary to automate the process. Automation that is possible through usage of sales quoting software, reduces the waiting time dramatically for customers. All this will help in improving customer satisfaction which can have a positive impact on revenue and profit margins in the long run.

Another advantage of automating the quoting process is that it simplifies the process of creating quotes, which gives a major boost to your sales team’s performance. Sales reps are able to handle more number of quote requests that too without spending too much time. As a result, you get plenty of time to interact with prospects, current and future customers. They can also give priority to other activities like designing strategies to generate more leads and increase conversion rate.

Thus an online quoting system is all you need to make your sales reps more efficient, productive and successful in their designated tasks.  They are able to close sales faster, spend more time in nurturing leads and create more new customers. All this contributes in increasing higher overall revenue for your business.

If you are struggling to win new customers and increase repeat business, it is an indication of poor customer on your part. Your manual quoting process is failing to keep your customers happy, resulting in negative word of mouth and lost sales. In order to attract new prospects and make more sales, it is important to automate the process using an online quoting software.

Here’s how the quoting tool can help to win new customers: 

Improves Customer Experience

There is a high probability that delay in sending quotes as well as making pricing and calculation mistakes while quoting is causing you to lose deals. However, with a sales quoting software, you no longer spend hours and days in generating quotes. The task is accomplished in just a few minutes, hence the customer doesn’t have to wait for long to receive quotes. Creating accurate quotes is critical to build trust and confidence in you. With this tool, accuracy is never compromised as it automates pricing calculation. Hence, you are able to bring the quote to your customer’s desk faster and more accurately. All this contributes in winning new deals. 

You Respond on-the-fly

Since most sales management software tools come with mobile quoting apps, you are able to browse product catalogs, create quotes swiftly and smartly on the go. As a result, you can respond instantly to quote requests, no matter what your location is. Quick responses to customer needs will never go unrewarded. This way you actually beat the competition and increase your chances of getting new deals. 

You Generate Quotes that you can be Proud of

With a number of software tools available to ease the sales quoting process, it can be confusing when it comes to choosing the right one. Generally, users are looking for a tool that automates the quoting process but at the same time simplifies and adds convenience while creating quotes. 

Here’s what you need to consider when choosing a quoting system software:

 Is Easy to Use 

You might have purchased a robust, highly sophisticated sales quoting software that comes with a range of features and functionalities. However, if it is not easy to use then the tool will actually be a hindrance and not a help in creating quotes. People will refrain from using it and prefer manual quoting. So simplicity and ease of use is another important factor to consider when choosing a quoting tool. An easy to use interface can simplify your quoting related tasks, thereby allowing you to easily incorporate the tool into your business. 

Enables you to Create and Send Quotes from anywhere in the World 

This is possible only if you use a cloud-based quoting tool, meaning a device and an Internet access is enough to operate the tool effortlessly. So whether it is a desktop, iPhone or Acer laptop, it really doesn’t matter as long as the device you are using has Internet connectivity. Mobile quoting apps support usage of smartphones for quote creation. This means creating and sending quotes is no longer restricted to inside the office. You can do that anytime, anywhere on any device. Moreover, you don’t have to install any software or hardware components in order to operate the quoting tool. 

Also, when you use a web-based quoting software, you can manage online document signing faster by implementing electronic signature solutions for your customers. 

Enables you to Customize Quotes 

Personalization is the key when it comes to meeting customer requirements. You cannot send the quotes in the same format for every customer. So the tool that you choose should come with a wide range of quote templates that help to meet the specific needs of customers. Also, the tool should allow you to customize the design of templates to suit the brand image of your customers. This means you should be able to create your own template with customization feature. 

Enables you to Setup Workflow Process for Quote Approval 

As we all know, a sales quoting software is helpful to resolve issues associated with manual quoting. It simplifies the process by automating routine tasks associated with quote-to-delivery process. It has a simple UI, is easy to use and can definitely contribute in accelerating the quoting process. Surprisingly there are some common myths associated with sales quoting software that make you feel as if the software tool will hinder the process of quoting.

The following blogs busts some myths linked to usage of sales quoting software.

Creating Attractive Quotes using the Software is Time Consuming

We have long been told that quoting software is designed to speed up the quoting process. This doesn’t mean the visual appeal or the quality of your quote is compromised. If that was the case then quoting tools wouldn’t have become so popular. The fact is, preparing attractive, professional quotes is easy and quick with sales quoting software. Also, the software tools come with point-and click interface, hence quote creation is never a complicated task. Using the software, you can always make the quote more engaging by adding images, separators and even website link without spending any additional time. 

Sales Quoting Software are not suitable for Generating Complex Quotes

Irrespective of how complex your quoting process is, with a sales quoting tool you spend hardly any time in generating quotes. Configuring products is a tedious job while creating quotes manually. With a CPQ software solution, you can accurately configure products and their prices in no time, to generate quotes quickly. 

You have to Install the Software on the your Computer

If you choose cloud-based or SaaS version, also referred to online quoting system, it eliminates the need for installing and running the software. In the type of software delivery model, the software is installed at a remote facility such as a server on Internet. The provider delivering the cloud-based version has to house all the infrastructure needed to support the web quoting software. So the job of managing the server as well as upgrading the software is done by the provider at his end. As a user, you should have a computer with an internet connection to access the online quoting software. You will be charged a monthly subscription fee in order to use the software. 

Sales Quoting Software does not Allow Customization

This is another myth that needs to be debunked immediately. Sales quoting software have a range of built-in quoting templates that you choose from to meet your business needs. In case, none of the quoting templates match your requirements, you can always create your own custom templates. Also, most quoting tools give the flexibility to create custom bundles while creating a quote. In some cases, resellers want to adjust cost/price/margins for individual items in the quote while other resellers do not want their customers to view Itemized pricing & Manufacturer Part no. in a Quote. All this can be easily implemented using sales quoting software. 

Creating Quotes through Software is Error Prone

This is possible if you are not familiar with the sales quoting software or the quoting tool is itself defective. Keep in mind that various companies use sales quoting software to reduce the number of errors, to ensure greater accuracy while quoting. Since the software tool automates the quoting process, the total amount in the sales quotation is automatically calculated. All the required taxes are considered while calculating the total amount.

The popularity of sales quoting software stem from the fact that their user interface is intuitive, easy to use that helps to manage the quoting process efficiently. For those who are using excel sheets for creating quotations very well know how tedious the quoting task is. However, a sales quoting tool induces speed into the quoting process by automating routine task. Hence quoting process is a breeze when you use a sales quoting tool.

Following are some of the important reasons that make sales quoting software so popular.

 Takes Minimum Effort

A sales quoting software allows you to create quotes quickly with minimum amount of effort and time. With this tool your sales team will never take an unacceptable length of time to create quotes. Your sales team can easily create large number of quotes without spending too much time. Latest pricing and product information coming from different distributors is visible with some quoting tools showing this information in real time. So you are unlikely to face any quoting frustrations since all the required information to create a quote is available at the click of a mouse.

You don’t have to worry about calculating taxes, discounts and profit margins for every quote since it is automatically done by the quoting tool. Some of the most complex requirements associated with product configuration and pricing can also be easily fulfilled using sales quoting software.

 Maximizes Sales

With the quoting tool enabling your sales team to create and quotes more quickly, this helps in shortening the sales cycle and improving sales revenue. Your sales team is in a position to deal with more number of potential customers.  Moreover the quotes that are created using the tool are attractive and engaging, thereby further boosting your chances of winning the deal.

 Efficient Control over Quoting Process

It facilitates the internal quoting process right from creating a quote to send it to the customer, to creating sales order (SO) and purchase order (PO). Every aspect of quoting process can be done efficiently using the sales quoting software.

 Sell on the Go

Sales quoting software have their own mobile Quoting apps which allow you to create and finalize orders on the go. So from quote creation to reviewing orders, everything can be done via mobile devices anytime anywhere.  You don’t have to sit in front of computer or carry your laptop for quote creation as this can be done on your smartphone once you have installed the mobile app. All this helps you to close deals fast, manage your business and sell better.

 Fosters Better Customer Relationship

You always stay on top of your customer needs since the quoting tool enables you to respond quickly and accurately to quote requests. The waiting time is minimum while you put together and email the quote. A RFQ gets a response in the quickest possible time. This is crucial for customer retention and moreover helps to strengthen your relationship with customers.

When it comes to creating and sending quotations to customers, quite a few companies prefer traditional approach which involves use of Excel Sheets. In today’s times where information is available at a click of a mouse, it is surprising that companies continue to use this conventional method of quote creation. To be honest, manual quoting is passé due to its several disadvantages and it is time that companies go for sales quoting software.

Companies investing in a sales quoting software can reap several benefits, some of which are given below:

 Send Quotes in a Matter of Minutes

When you are using a sales quoting tool, dealing with complex quotations is no longer an issue. Creating quotation is no longer a complicated task, irrespective of RFQ requirements. You no longer have to spend hours in generating sales quotations as with a sales quoting tool it can be done in minutes. The speed at which you can generate quotes will indeed astonish you. All the product related information required for creating quotes is stored in aggregated catalog, which can be accessed easily. So no sooner you get a request for quote, you are in a position to quickly prepare and send quotes.

 Accuracy

Accuracy is a casualty in manual quoting. Errors associated with product pricing and customer details are common when using Excel Spreadsheets to create quotations Entering data manually in your Excel Sheets makes you vulnerable to human mistakes. In case of quoting software, errors are unlikely as the software come with a point and click interface. The activity of typing values from keyword is minimum. Hence the usage of quoting tool helps to eliminate quotation errors. So you not only make sales quotes faster but more accurate.

 Present Quotes in the most Professional Manner

When you use a sales quoting tool, you are able to present the quote to your customer in the most professional way. Sending such attractive, professional quotations helps to increase your win rate. With just a few clicks and in a matter of minutes, you are able to send a quote that is complete with rich content, images and technical specifications. Therefore there is a high probability that a quote generated using a quoting software will get accepted

 Ease of Use and Flexibility

Most sale quoting tools available are web-based, so all you require is an Internet connection and a web browser to access the tool. Web quoting Software eliminates the need for hard drive space and installation. You can send as well as find out whether the quote has been accepted online. As long as you have an internet connection, you can use your computer to create quotes anytime from anywhere.

Also some of the quoting tools come with their own mobile apps or mobile quoting software. You have to simply download the app on your mobile devices, which allows you to quote on the go.

Enhance Productivity

This is one of the most important reasons why companies should discard the process of manual quoting and use sales quoting software. Sales quoting tools that are proven to help make sales quotes easier, faster and more accurate are bound to improve the performance of your sales team tremendously. A sales team’s primary task is to search for potentially suitable business targets, sell more and increase profits. A sales quoting software makes quoting easier, thereby allowing your sales team to engage more in selling. All this will contribute in boosting the performance of your sales team. So if you want your sales team to be more productive, you simply cannot afford to ignore sales quoting software.

 On the whole, putting together a quote and sending it to the customer is an easy process when you use a sales quoting tool. It will help in saving valuable time and allow your sales team to win deals faster.