When quotes pile up, you need order
Quotes in Word, PDFs scattered across emails, different versions floating around without control. If you manage multiple deals at once, the problem isn't making prettier quotes: it's always knowing what was sent, to whom, and in which version.
What happens when quotes live outside the system
Every quote gets created separately, saved somewhere, sent via email. When you need to find it, check what it contained or understand if it was updated, the search begins. Meanwhile, the customer waits.
- Different versions of the same quote floating around without control
- No history: to know what was sent you have to search through emails
- Quotes disconnected from deals: hard to get the complete picture
- Copy-paste errors between Word or Excel documents
- Manual calculations leading to errors in totals and discounts
Integrating quotes into the system means every document is linked to the customer and deal. You always know which is the current version, what was sent, and can find everything in one click.
How it works in practice
Create the template
Define quote templates with your logo, brand colors and preferred formatting. Create the template once, reuse it forever.
Build from your catalog
Select products and services from your price list. Quantities, prices and discounts calculate automatically. Zero formula errors.
Send with one click
Generate the PDF and send it via email directly from the CRM. The system records date, recipient and version.
Track status
Know if the quote was opened, accepted or rejected. When needed, create a new revision while keeping the complete history.
Why choose this feature
Every quote stays linked to the customer
Quotes are created from the customer profile or deal. No searching for files: open the customer and find everything.
No version lost or duplicated
The system tracks revisions. You always know which is the current version and can view the complete history.
Always know what was sent and when
Every send is recorded. No searching through emails to understand if the quote went out.
Correct calculations, always
Prices, discounts, totals: all calculated automatically from the price list. No formula errors, no surprises.
How it can help you
For those managing multiple deals
Every deal has its linked quotes. Open the profile and see the full history: versions, sends, status.
For recurring quotes
For customers with annual contracts or renewals, duplicate the previous quote and update only what's needed.
For internal approvals
Before sending an important quote, you can request approval from a manager. Everything tracked.
For complex price lists
Products with variants, volume discounts, customer-specific pricing: the catalog handles complexity, you select and send.
For project-based work
Detailed quotes with multiple line items, technical notes and specific conditions. Each project has its linked quote.
Quotes as part of the process, not isolated documents
The problem isn't making prettier quotes. The problem is when every quote lives on its own, disconnected from the customer and deal, impossible to find without searching through emails.
With Ingegno, quotes become part of the sales flow. Every document is linked, tracked, findable in one click.
The hidden cost of "handmade" quotes
Many businesses don't realize how much time they waste managing quotes. Here's a typical scenario:
- The salesperson receives a request
- Opens a Word file, copies a previous quote
- Modifies the data, recalculates totals manually
- Saves the PDF, attaches it to an email
- The customer asks for changes: start over
With Ingegno, this process becomes: select products from the catalog, generate the quote, send. All in a few minutes.
Calculate the savings
If your team creates 20 quotes per month and each one takes 45 minutes "by hand", that's 15 hours/month. With Ingegno, the same work takes about 3 hours. That's 12 hours per month saved, to spend on customers.
Product catalog: the foundation
The product catalog is the heart of quote management:
- Products and services with description, base price and unit of measure
- Categories to organize the catalog (software, services, training, hardware)
- Custom discounts applied directly within each quote
When creating a quote, select items from the catalog. Prices, discounts and totals calculate automatically.
Revisions and history: no more confusion
Every quote can have multiple revisions. The system tracks everything:
- Current version always highlighted
- Revision history with date, author and changes
- Version comparison to see what changed
The customer asks to modify the quote? Create a new revision. The previous version stays in the history. No confusion about "which version is the right one".
Online acceptance: less friction, more speed
Instead of printing, signing and scanning, the customer can accept the quote online:
- Receives a link via email
- Views the quote in the browser
- Accepts with one click
You receive a real-time notification. The deal in the pipeline updates automatically. Zero paper, zero waiting.
Conversion rate
Companies using online acceptance see a 25% increase in quote conversion rates. The reason is simple: less friction means fewer quotes "forgotten" on the customer's desk.
From quote to deal: the complete flow
Quotes aren't an isolated activity. With Ingegno, they're part of the sales flow:
- The deal advances in the pipeline when the quote is sent
- Automations create follow-up tasks after sending
- When the customer accepts, the deal updates
- Data is exported for invoicing
No manual pipeline updates needed. The flow is automatic, from quote creation to deal closure.
“I used to waste time searching for quotes in emails. Now I open the customer profile and find everything: versions, sends, complete history.”
Andrea Galli
Sales Manager, Termoidraulica Moderna Srl
Who this feature is for
It's useful if:
- You manage multiple quotes at once and want to keep them organized
- You work in a team and need to share quote status
- You want every quote linked to the deal and customer
- You need to quickly find what was sent and when
You probably don't need it if:
- You're looking for invoicing or accounting software
- You make very few quotes per year and manage everything from memory
- Your quotes aren't tied to specific customers or deals
Frequently asked questions
Measurable results
-80%
Time to create a quote
+25%
Quote conversion rate
100%
Version traceability
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