Virginie Taborowski
Content Specialist
Last updated on
1.10.24
Best Practice
Software for preparing offers - that's what it must include
7
min
Table of contents
- What is the purpose of quotation preparation software?
- Why is software important for preparing offers?
- The most important functions of an offer preparation software
- An overview of the benefits of software for preparing offers
- Selection criteria and tips: How to find the right software for your offers
- Conclusion: A must for efficient offer processes
A successful deal often starts with a professional and precise offer. But how do you ensure that every offer meets these high standards? This is where software for preparing offers comes into play. It simplifies the process of creating offers while increasing professionalism and efficiency.
In this blog post, we take a detailed look at the most important features of the software for preparing offers and show you step by step how to find the right tool for you.
What is the purpose of quotation preparation software?
Proposal preparation software automates and optimizes the process of creating offers. It helps companies to create tailor-made offers efficiently and without errors.
This type of software is designed to bring all necessary information and data into a user-friendly format that can be easily adapted and sent to customers.
Why is software important for preparing offers?
Preparing offers is one of the central tasks in every company that offers services or products. It is the basis for business transactions and therefore for turnover.
However, creating offers manually can be time-consuming and prone to errors without software. Software to create an offer makes the process easier. It makes it possible to speed up the entire process, increase accuracy and ultimately improve the chances of success.
The most important functions of an offer preparation software
The functions that software must have to prepare an offer depend on the industry, company size, product and other internal criteria. Nevertheless, there are some features that software should definitely have if you want to create offers with it. This includes:
Create templates
Templates are a real relief in the administrative area. Imagine yourself as an IT service provider that offers both hardware and software solutions.
With templates, you can quickly switch between a hardware offering and a software offering without having to start from scratch every time. Proposal templates ensure consistency and save valuable time.
Positions and prices
The simple management of articles and services with prices is another essential function. Let's say you run a construction company. With the software, you can save all the materials and services you need, such as bricks, cement, working hours and special tools, including prices.
When creating an offer, simply add these items to the software at the click of a mouse and adjust the quantities and prices as required.
Calculation of sums and taxes
Automatic calculations of subtotals, VAT and total amount are essential in quotation preparation software to avoid errors and save time. As a result, the software not only ensures correct offers, but also makes a significant contribution to the professional appearance of your company.
discount options
Discounts and special conditions play an important role in designing offers. For example, you run a gym and want to give new customers a special discount on their first three months of membership.
With the software, you can easily define this discount and add it to the offer. This increases the attractiveness of your offers and can be decisive for attracting new customers.
customer management
Central customer administration makes it easier to store and manage customer data. Instead of entering the address details for each new offer, simply search for the contact and all important data is entered directly into the letterhead.
Die centralized contact database makes it possible to quickly access relevant information and create personalized offers.
Design and branding
A consistent corporate design leaves a lasting impression and strengthens your brand identity. That is why even your offers should be adapted to your individual design — including logos, colors and fonts.
document management
Save and version your listings to keep track of them. If you often send multiple versions of offers to different stakeholders, you can ensure that you always have the latest version at hand and archive old versions in a comprehensible way.
This makes it easy to track your offers and avoid potential confusion.
Shipping and tracking
The electronic sending of offers and status tracking are other important functions. With the offer preparation software, you can send offers directly to your customers via email and track in real time whether and when the offer was opened.
This transparency improves communication and enables you to follow up promptly and respond to customer responses.
Integrating these features into your day-to-day business processes can make the difference between a successful deal and a lost customer. Not only do you optimize the process, but you also ensure that your offers are professional, accurate, and appealing.
An overview of the benefits of software for preparing offers
If you want to increase the efficiency of your quotation processes while working professionally and error-free, software to create offers offers offers numerous advantages. Here are the key benefits at a glance:
- Save time: Automate routine tasks and create offers quickly to free up valuable time and focus on other key areas of business.
- Present professionally: Leave a positive impression on your customers with high-quality and appealing offers. This also increases the likelihood that your offer will be accepted.
- Reduce errors: Reduce the error rate significantly by automatically calculating sums and taxes.
- Improve customer communication: Send offers quickly and track the status transparently to optimize communication with your customers and increase satisfaction.
- Increase conversion rate: Create professional and well-structured offers that lead to a higher acceptance rate and therefore to more orders and turnover.
Selection criteria and tips: How to find the right software for your offers
Choosing the right software to generate offers can be a challenge, but with a systematic approach, you can find the best solution for your business. Here's a step-by-step guide to help you make the decision process:
Step 1: Define Requirements
Make a list of the key features you need. Consider what your company's specific requirements are and what problems the software should solve.
Step 2: Verify usability
Choose quoting software that is intuitive and easy to use. Try out different solutions with free trials to make sure your employees get up to speed quickly.
Step 3: Compare features
Compare the features of different software solutions and ensure that all of your needs are covered. Pay attention to essential features such as templates, price management, discount options, and customer management.
Step 4: Ensure integration
Check whether the software can be seamlessly integrated with your existing systems, such as CRM or ERP. Good integration saves time and reduces duplicate data maintenance.
With the Ninox low-code database, you don't have to worry about integration. Thanks to API, Ninox can be connected to many existing systems.
Step 5: Consider scalability
Choose software that can grow with your business. Make sure the solution is adaptable and expandable to meet future needs.
Step 6: Evaluate support and training
Make sure the vendor provides good customer support and training. This ensures that you get help quickly if you have any questions or problems.
Step 7: Analyze costs
Check the price/performance ratio and choose software that fits your budget. Pay attention to flexible pricing models and potential additional costs.
Special tip: Make sure that the software for preparing offers has a transparent pricing structure to avoid unexpected costs.
Step 8: Carry out the test phase
Complete a trial period with the selected software. Involve your employees in the testing process. Gather internal feedback to make sure the software meets your needs.
Step 9: Make a decision
Based on the information collected and feedback from the test phase, you will make an informed decision. Choose the software that best fits your needs and budget.
Step 10: Implementation and Training
Plan the implementation of the software carefully to create offers and provide comprehensive training for your employees. This ensures that the software is used efficiently and provides maximum benefit.
Conclusion: A must for efficient offer processes
Proposal preparation software is an indispensable tool for any company that creates offers for services or products. It optimizes and automates the entire process, saves time, reduces errors and makes for more professional and appealing offers.
With the right features and a careful selection of software, you can significantly improve your business processes and win more orders.
With Ninox you can create an offer calculation very quickly. You can find out more about this in the linked blog article. Try Ninox now, the individual low-code solution for your business applications, free of charge for 30 days.
