Which way of creating quotations suits your business?

Do you want to create a quotation easily? And are you curious about the best way to do this for your business? We discuss a number of different options here, so that you know exactly which way is best for you. There are roughly three ways to create a quotation digitally:

• Creating a quotation in Word, PowerPoint or Excel
• Creating a quotation with standard software
• Creating digital quotations with specialised quotation software

1. Creating a quotation in Word, PowerPoint or Excel

The most accessible option for creating a quotation is Word, PowerPoint or Excel, saving it as a PDF file. With a little basic knowledge most people can create a quotation in one of these tools. There are a number of advantages and disadvantages to creating a quotation in Word and Excel.

Advantages of creating a quotation in Word:

• Almost everyone has a version of Word, PowerPoint or Excel, which makes this an accessible way to create a quotation.
• It is one of the cheapest tools for creating a quotation.
• Word, PowerPoint or Excel are easy to edit. This is mainly an advantage if you are at an advanced level and want to draw up an extensive quotation.

Disadvantages of creating a quotation in Word:

• You always have to adjust a quotation you have made manually, which makes it error-prone. It can easily happen that you accidentally forget to change a name, date or hourly rate.
• Manually adjusting a quotation in Word or Excel takes a lot of time. Especially when you have to write an extensive quotation and want to present it as well as possible.
• To have a quotation made in Word or Excel signed in a legally valid way, it must be printed out and scanned again. This is a time-consuming process and certainly undesirable in this age of digitalisation.
• Word, PowerPoint or Excel offer fewer features than are nowadays offered in quotation software. Under the heading “Creating a digital quotation with software” we explain everything about these features.

2. Creating a quotation with standard software

Another option is creating a quotation with standard software. Many software systems offer options for creating a quotation. It is therefore advisable to check whether your current business software includes features for creating a quotation. Software that often offers options for this includes accounting software, ERP systems, project management systems, CRM systems and invoicing systems. The quotation is (automatically) sent to the customer as a PDF file with the help of the software. This means you no longer have to send the quotation manually in a separate email. Below we have listed a number of features for creating a quotation with standard software.

• Easily use templates, for example in your own corporate identity.
• Automatically create a price calculation with the right cost and product types.
• Automatically sending attachments with the quotation (for example terms and conditions).
• Quotations can be sent directly to the customer from the software.
• Quotations can be converted directly into an order, work order or project in the software. This digitises the entire business process.
• Potential customers can sign quotations digitally.

Advantages of creating a quotation with standard software:

• The quotation is archived directly in the software.
• The risk of errors is smaller than when creating a quotation in Word, PowerPoint or Excel.
• It is a quick way of drawing up quotations.
• Quotations come back signed faster, because signing digitally is easier.

Disadvantages of creating a quotation with standard software:

• Often no additional options for shaping a quotation.
• When creating a quotation you are limited by the options of the standard software you work with.
• Standard quotation software does not have as many options as software made for creating quotations.

3. Creating a digital quotation with specialised quotation software

The third way to draw up a quotation is with specialised quotation software. Unlike the other options, these quotations are not sent as a PDF file but are accessible via a so-called magic link. Via this magic link you end up in a secure environment in which the quotation is displayed. This environment opens in the web browser and can be seen as a kind of website.

A great deal is possible with specialised quotation software and, in addition to all the features of standard software, this software also offers advanced quotation features. To give an impression of this, the most important advanced quotation features are listed below.

• Easily use different layout options such as: your own corporate identities, templates, images and videos for creating your quotation.
• Using interactive elements such as embedding websites or using checkboxes when choosing your products or services. With checkboxes the prospective customer can click in the quotation which products/services they want to purchase.
• The option for the customer to ask questions online about the quotation. This makes it easy for the customer to ask questions and you quickly know what is going on with the customer.
• Receiving notifications when your quotation has been received or when someone asks a question about your quotation. This way you always know, for example, whether your quotation has been received in good order.
• Make use of many handy and useful statistics about your quotations.

Advantages of creating a quotation with specialised software:

• Surprise customers with an optimal presentation of your offer in your quotation.
• You create a professional quotation quickly, which saves you time.
• The risk of errors is smaller than when creating a quotation in Word, PowerPoint or Excel.
• You interact easily and quickly with your prospective customer.
• Have quotations approved and signed digitally

Disadvantages of creating a quotation with specialised software:

• Often a more expensive option compared with standard software and Word, PowerPoint and Excel.
• Quotation software is stand-alone software, so there is a chance that no direct integration can be made with other software. For example with your accounting system, ERP system or project management system.

Software advice from SoftwareWatcher

Do you need advice on the best quotation software? Get in touch now and we will make a list of the best software for your organisation. Would you like to compare software yourself? Then go to our page on comparing quotation software.