Products / QuoteWerks

QuoteWerks

QuoteWerks is specialized software used in every industry for creating sales quotes and proposals. Rather than using Microsoft® Word® or Excel® to create your quotes and proposals, you can benefit from a tool that is specialized for the task of creating quotes and proposals.

QuoteWerks fits into your existing software environment. It works with the software that you store your customer information in like GoldMine, Outlook, and SugarCRM eliminating the need to re-type customer information. QuoteWerks also has its own built-in contact database.

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Pulls contact information from popular contact management software

QuoteWerks integrates seamlessly with leading contact management software such as ACT, ACT! for Web, Autotask, ConnectWise, GoldMine, Maximizer, MS CRM, Outlook, Outlook BCM, salesforce.com, SalesLogix, and SugarCRM.

This integration allows you to instantly start quoting using your lead and customer information that is already in your existing contact management software. You will never have to re-type your customer information, and no importing is required! In addition to retrieving contact information from your contact manager, our innovative DataLink feature automatically pulls almost any other information from your contact manager into the quote. Using the QuickBooks link or the Peachtree link, you can also retrieve lead and customer information from your accounting software. If you do not use one of the above mentioned contact managers, you can use the built-in contact database that comes with QuoteWerks.

Quote Products and Services

QuoteWerks enables you to quote products and services. You can enter information directly into the quote “on-the-fly”, and you can setup a list of products and services that you commonly use in our product databases.

You can setup a separate product database for each vendor that you purchase from and organize the products and services within each database using multiple-level folders. If you already have lists of products and services, you can import them into the QuoteWerks product databases using the QuoteWerks Product Import Wizard.

Use Products and Services stored in other programs

The Professional and Corporate Edition of QuoteWerks has the ability to link to a variety of external product data sources including any ODBC compliant data source (such as MS SQL, MS Access, Oracle, etc.), D&H, Ingram Micro®, SYNNEX, Tech Data®, Peachtree, QuickBooks®, ConnectWise, and salesforce.com®. This enables you to build quotes by selecting products or services from these databases in addition to the QuoteWerks product/service databases.

Specialized support for technology resellers and IT Industry Distributors

While QuoteWerks is used in most industries, if you are a technology reseller like an IT Professional or A/V Integrator, we have some functionality specific to your industry. The Professional and Corporate Editions have specialized features to integrate with D&H, Ingram Micro, SYNNEX, and Tech Data’s product and pricing information. Integrating with their databases, gives you full access to each of their 180,000+ products they each carry. When you select items from their product databases, all the important information such as vendor part number, manufacturer part #, cost, suggest retail, etc is copied into the quote. You can even compare prices between the distributors with a single click!

Real-time web pricing and availability for Technology Distributors

Many technology resellers like IT Professionals or A/V Integrators purchase products from IT Industry Distributors such as Accutech Data, Arbitech, Bell Micro, BlueStar, D&H, Dexxxon Digital Storage, Digitek, Ingram Micro, Northamber, Printer Essentials, Supercom, SYNNEX, Tech Data, Westcoast, and more. It is very important to these companies to have access to real-time pricing and availability information so that they have all the tools they need to get product to their customer fast and as low priced as possible. Having access to real-time pricing gives the company the ability to deliver last minute price savings to their customer. Having access to real-time availability gives the company the ability to know if the product will ship today, or if it will be backordered. Since a backordered product cannot be shipped to a customer, knowing that a product is backordered before placing an order will give you the tools you need to make a good purchasing decision. QuoteWerks offers a real-time pricing and availability module.

Etilize Rich Product Content

Etilize Product Content provides QuoteWerks users in the IT industry with consumer friendly product descriptions, product images, and marketing descriptions. Without Etilize, QuoteWerks users have to import product information and scour the web looking for product images to download and for product descriptions to include in their quotes and proposals.

QuoteValet – Online Quote Delivery and Acceptance

QuoteValet is the online quote delivery and acceptance vehicle for QuoteWerks. QuoteValet is a more robust way to deliver quotes to your customers and prospects. Rather than attaching a PDF file to the quote and emailing it to your customer, QuoteValet will create a personalized web page to present the quote on quotevalet.com. The advantage of using QuoteValet is that you will actually know when your customer has received the quote. You will know when they have viewed the quote and how often they review the quote.Your customer will be able to change quote options dynamically and ask you questions through the customized quote page (keeping all communication together). Most importantly, they will be able to electronically accept and sign the quote!

Online Ordering for Technology Distributors

Many technology resellers like IT professionals or A/V Integrators purchase products from IT Industry Distributors such as D&H, Ingram Micro, SYNNEX, and Tech Data. The process of ordering products can become very tedious and time consuming. Your QuoteWerks order will already contain all the product part numbers, quantities, pricing, and ship to location – yet when placing an order with your distributor you would need to call your sales rep and read each part number, quantity, price, warehouse, and ship to location to him/her during which errors can be introduced. Order items from a single order, or combine items from multiple QuoteWerks orders into a single distributor order. After the order is placed electronically, the purchase order number, order date, and distributor sales order number will automatically be stored with your QuoteWerks order for reference. QuoteWerks offers the ability to submit electronic orders online with the Real-time Module.

Customize Quote Layouts

Use the QuoteWerks visual layout designer to format the layout of your quotes. All companies have different formats that they prefer to present the quote to their customer in. The built-in QuoteWerks visual layout designer gives you complete flexibility in designing the look of your printed quote. You can choose which information you would like to include in the quote, and which information you would like to not include in the quote. You can insert company logos, pictures, lines, boxes. You can set background colors, font colors, fonts, alignment, pretty much anything! If you prefer to include a picture of each line item in the quote, you can use the layout designer to control where the picture will be located, what size the picture will be, etc. On top of all this functionality, the QuoteWerks print layout designer also supports the creation of custom formulas. You can create formulas that calculate lease payments based on a number of months, and the total sale amount of the quote. You can create formulas that print a special message like “You are a valued customer.” if the sale amount is over $1000. You can create formulas that calculate a 50% down payment amount to display on the quote. You can create almost any solution using this formula functionality! The layout designer is very powerful, flexible and easy to use.

Create Proposal Layouts in Microsoft Word

In addition to using the QuoteWerks built-in layout designer, you can also create Microsoft Word based quotes and proposals.

Everyone knows how to use Microsoft Word. Word is more flexible than report designers and it is easy to design a Word based Quote layout since you already know how to use Word. QuoteWerks simply inserts the data into your Word document wherever you want it. After merging, it is easy to make changes or tweaks to the Word document providing you the best of both worlds – macro replacement and the ability to edit afterwards. To top it all off, QuoteWerks then automatically saves your data merged Word document as a PDF file and links it into the quote.

Advantages of Word Merging:

  • You can choose to insert only certain item types into certain areas of the Word document
  • You can have your service items on Page 2 and have your product items on page 5
  • You can have item type total summaries anywhere in the Word Document
  • You can include Line item Product Pictures in the the Word document
QuoteWerks comes with a default print layout for quotes, proposals, orders, invoices, sales orders, and purchase orders

You can modify these existing print layouts, and/or create any print layout format you would like, such as a work orders, packing slips, etc. There is no limit to the number of different print layouts you can create. Again, you have full control over what the end result will look like!

Create and manage quote revisions

QuoteWerks supports “revisioning”. This feature enables you to open a saved quote, make changes, and then save it as the next revision. QuoteWerks will then automatically save the quote with a new quote number that has either a numeric or an alpha suffix (like –01 or –A), and will update the contact management software links to refer to the most recent revision. When converting quotes to orders, all revisions are now automatically flagged as superseded. You can easily view the history of all revisions giving you a complete overview and control over all the revisions.

Quote Approval and Peer Review

Have you ever had a sales rep email a quote to a customer that you wished you had reviewed before the customer received it? With the Approval Requirements feature you can require that your sales reps obtain approval from you before a quote can be printed, emailed, or uploaded to QuoteValet.

Per Sales Rep. You can activate the Approval requirement per sales rep, and define under which conditions the approval is required and by who the approval needs to be obtained from.

Per Document or Line Item. An Approval requirement can be triggered on a document or line item level. For example, if any single item’s margin is less than 5%, then this quote requires an approval, or if the margin on the entire quote is less than 15%, then this quote requires an approval.

Approval Escalation. When an approval is required, you can specify who is authorized to approve the quote. For example, if the quote amount is greater than 10,000 it requires the single approval from the sales reps manager. If the quote amount is greater than 50,000 then it requires a single approval from an escalated approver such as the CEO. If the quote amount is greater than 100,000 then it requires multiple approvals from escalated approvers such as the CEO and CFO.

There are many different scenarios that can be accounted for.

When used with the optional QuoteValet subscription, the approval features are greatly extended.

Workstation Requirements
  • Microsoft Windows (1), 2000, XP (2) , Vista (3), 7 (3)
  • Intel Pentium or higher class processor running at 133MHz or higher (4)
  • 64 MB of RAM (4)
  • 10/100 Mbps Network Connection
Server Recommendations
  • Microsoft Windows NT, 2000, 2003, 2008
  • Pentium III 300 MHz or higher
  • 256 MB RAM minimum
  • 10/100 Mbps Network Connection
Additional Notes:

1) QuoteWerks 4.0 Build 33 is the final build to support Windows 95/98/ME
2) Microsoft Windows XP may have additional workstation requirements
3) Microsoft Windows Vista/7 may have additional workstation requirements
4) Microsoft Windows XP and Vista should have a minimum of 256 MB of RAM. 512 MB is recommended

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