Quote turnaround cut from four days to thirty seconds
Preparing a quote took four to five business days, and prices were set without formal calculation. We organized the service catalogue and pricing rules, then built a configurator that generates a PDF offer with a payment schedule. A complete offer now takes about thirty seconds, and the discount policy is built into the tool.
Quoting as the sales bottleneck
Preparing a quote required reaching into several independent sources. The service scope lived in one file, prices in another, and reference points from comparable projects in months-old correspondence. The presentation and payment schedule were assembled by hand.
Time was only one of the costs. Prices were set based on experience rather than calculation — minimum values came from habit. There was no formal discount policy, so the size of concessions depended on individual negotiation style. Every quote looked different, weakening the company's recognizability at the decision stage. The most experienced employees spent a full workday on a task that mostly involved assembling existing components.
What we didAutomating the quoting process step by step
- Organized the service catalogue — every service received one name, one scope, and one pricing rule. The strategic component was broken into steps, each marked as verification of the existing state or development from scratch.
- Built an offer configurator — the salesperson selects modules and advancement levels, sets the budget split across months with seasonality factored in. The tool generates a PDF with scope, payment schedule, and executive summary.
- Established billing rules within the tool — one-off services assigned to specific months, multi-stage ones default to a 50/50 split. Built the discount policy in — up to a defined threshold the salesperson decides independently, above it the decision is escalated.
- Closed the document loop — the work order for the contract is generated from the same configurator, without re-describing the scope.
What changed
A complete, consistent offer is produced in about thirty seconds. Pricing no longer depends on who prepares it. The discount became a process decision with a clearly defined threshold. The configurator replaced the pricing slide in the sales presentation — the offer is generated, not assembled by hand. The sales team regained time for client qualification, conversation, and negotiation.
“Quoting is usually the first process where the return from organizing your company becomes visible — it's frequent, repeatable, and measurable down to the minute.”
Let's write down how your company actually works.
- 45 minutes, and no preparation needed
- An honest read on where you sit today
- The first process worth automating — and why that one
