After the customer adjusts their requirements and receives multiple quotations, if the sales and delivery team cannot find the corresponding version, subsequent scope confirmation will become difficult. The quotation version needs to record business changes rather than just changing the file name.

Difficulties in actual use

Associate quotes to business opportunities, demand lists and approval records, mark draft, sent and replaced versions; provide clear fields for price, tax and validity period.

How to arrange functions and responsibilities

For example, if a customer cancels the development of an interface, the new quotation should explain the change in scope. The old quotation can still be viewed, but it should not continue to be used as the basis for the current transaction.

Scenario example

Test whether the current version is unique after multiple modifications, and whether the attachments and email exports are consistent; check which quotation is used during contract handover, and retain the materials confirmed by the customer.

Check the processing results item by item

  • The quotation details can be divided into standard functions, customized work, third-party fees and subsequent maintenance. Write clearly whether they are included in the total amount.
  • When there are different plans for the same business opportunity, use the plan name instead of continuously covering the same version.
  • Approval opinions should be saved with the specific version. After the price is changed, the old version cannot be used for approval.
  • After the customer confirms the scope, the sales page provides a read-only snapshot that the delivery personnel can use to verify the work content.
  • If the quotation validity period has expired, you are prompted to recheck the resources and price conditions before sending, and should not just change the date.
  • It is also necessary to hide internal cost notes when exporting externally. It is best to use real field combinations for template preview to avoid internal notes being sent by mistake.

Verification and continuous maintenance

The external quotation page can set the version identification and confirmation range to let customers know which plan they are viewing. Check the recipient before sending the revised document, especially if the same client is discussing multiple projects at the same time.