Quotes & Estimates Tracker (Approvals + PDF) Use Case

Any organization that needs to streamline their sales quote approvals and proposal management process can benefit from an automated quotes and estimates tracker. These include:

• Sales teams managing multiple quotes, revisions, and client negotiations across various deal stages
• Service businesses creating detailed estimates with line items, labor costs, and material pricing
• Construction companies tracking project proposals, change orders, and approval hierarchies
• Growing businesses outgrowing spreadsheet-based estimate templates and manual tracking systems

Comprehensive quote software offers significant benefits to small- and medium-sized businesses and other organizations. For example, you can eliminate problems such as:

• Sales quotes approvals getting bottlenecked without visibility into who needs to review or why approvals are delayed
• Manual calculation errors in estimate templates leading to incorrect pricing and lost profit margins
• Lack of version control causing confusion when multiple quote revisions exist without clear tracking
• Different teams being unable to access current proposal status or collaborate on complex estimates
• Time-consuming manual PDF generation and distribution of quotes to clients
• Missing audit trails for discount approvals and pricing decisions affecting compliance and accountability

Unlike complex enterprise configure, price, quote (CPQ) solutions or basic spreadsheet estimate templates, Knack lets you:

• Create role-based access: Control who can create, review, and approve quotes. Sales reps manage drafts, managers review discounts, Finance accesses reporting, and clients view only approved proposals through secure portals.
• Build custom approval workflows: Design approval paths from draft to accepted, with conditional steps based on quote value or discount thresholds.
• Configure line item management: Add products or services with automatic price lookups, quantity calculations, subtotals, and real-time total updates. Support optional items, bundles, and tiered pricing.
• Enable dynamic calculations: Automate tax, discount, and margin calculations so totals adjust instantly as line items change.
• Generate professional PDFs: Produce branded quote documents with your logo, terms, and layouts. Set up workflows to automatically send approved quotes as PDFs with version tracking.
• Integrate e-signatures: Connect with DocuSign or similar tools to capture electronic signatures and trigger status updates once signed.
• Import existing data: Bring in customer lists, product catalogs, and historical quotes from Excel or Google Sheets to get started fast.
• Report and analyze: Build reports to track win rates, deal size, approval times, and discount trends to improve sales performance.
• Stay secure and compliant: Protect sensitive pricing data with encryption, role-based permissions, audit trails, and automated backups.

It’s time to stop manually calculating estimates and chasing approvals through email. Now, you can build your own custom quote software in a matter of hours, not months, without hiring a developer or IT consultant.

Try Knack’s Quotes & Estimates Template → [Get Started for Free – No Credit Card Required]