🕰️ Est. Time: 10 minutes

🎯 Goal: Ensure a consistent and efficient quoting process

🔑 Requirements: Access to view and edit jobs

A well-structured quoting process ensures your agency stays profitable and predictable. Whether you're sending a simple proposal or managing multiple revisions, having clear processes in place keeps quotes accurate, sets expectations with clients, and prevents misalignment down the line.

You can create quotes from your job plan in seconds following the steps here. This gives you a snapshot of your quote allowing you to make quick edits before you go into the quote itself.
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➕ Do you need to make any changes from the job plan before creating the quote?

Which phases and items should be included in the quote? Do you need to adjust the quantity, unit rate or total of any line item?

➕ What level of detail should be included in quotes?

Are you looking to share everything or keep the quote more top level?

🔑 Will quotes make up your new business pipeline?

What key details should you track in your quotes (e.g. status, source, likelihood)?

Once the quote is created, you're able to make further customisations tailoring it to what you want your client to see.

🔑 Will you apply a buffer to your quote to handle any unexpected changes?

Should this apply to all quotes, specific services or particular clients? Is there a standard amount you want to apply?

➕ Should all details on the quote be shared with your client?

Should any details be hidden from clients e.g. internal costs, supplier rates, markups?

➕ Do you need to apply any discounts to your quotes?

When should discounts be applied and do they need to be tracked anywhere?

➕ Are there any standalone costs that only need to be applied to your quote?

Are there any additional charges, optional extras or even standard fees that are helpful to apply to quotes, without impacting your job plan?

➕ Does the default email template need customising?

What changes should be made to align with your agency's voice and branding?

🔑 Have you got any predefined terms to share along with your quotes?

How can you outline what's included within the scope of this quote? Should you include a quote expiry date?

➕ Do you want to customise the quote to align it with your business?

Do you want to move the position of your logo? Perhaps you call the quote an estimate?

🔑 When should a PO number be applied to a quote?
PO numbers can pull through from the job plan to new or existing quotes before they're approved.

🔑 If your client asks for an updated quote, should previous quotes be declined rather than updated?

What process should be followed to maintain a clear and organised record of all quote versions?
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➕ If multiple quote versions are required, how will you handle this internally?

Consider building the best case scenario in your job plan and creating quote variations from there to minimise future revisions.

🔑 Do quotes need internal sign-off before being shared with clients?

Is there a designated person or team that should review quotes before they are finalised? How do teams communicate a quote is ready to review or send?

🔑 Will quotes be sent manually or through Streamtime?

If sending manually, how will you track when quotes have been sent and approved?

​🔑 Once a quote is approved, what should happen next?

Should it trigger notifying the team so they can update the status or start scheduling?

🔑 How will scope changes be managed once a quote has been approved?

When should an additional quote be raised and approved compared to absorbing additional scope?

What are the key trends you need to monitor across quotes? Should different teams or roles have their own reporting views?

Below are some of the mostly commonly used views.

🔑 How will you track quotes at different stages of sign off?

Do you need to consider anything beyond draft and approved? Will labels play a role?
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➕ How do you monitor quote conversion?
Will you track conversion based on sent vs approved, or does time to approve come into consideration? Is it helpful to understand why quotes were declined?
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🔑 Do you need visibility on outstanding or expired quotes?

Should you set up regular check-ins to ensure quotes are being followed up on? Who is responsible for this?

➕ How do you compare approved quotes vs final costs to learn from your approach to quoting?
Should this comparison be part of a regular review? How often should it be reviewed? How does it feed back in to future quotes?
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