Quotation System: What Should You Consider?
When multiple people are sending quotes, you want them to look consistent and perhaps even be saved directly into a document management system. But how does a quotation system work?
There are many quotation systems available, but if you ask people what they prefer to use, the answer is usually Word or Office 365. At eformity, we understand that.
However, Word has its pitfalls. How do you ensure that everyone uses the same template? And where are documents stored? We understand these challenges too. Fortunately, we can help you with that!
Smart Solutions
eformity offers a variety of solutions to automate and improve systems. For example, we can create intelligent Word templates that extend Word’s ribbon with various features. Imagine you're creating a quote for a customer in Word—our system can automatically import customer data from your CRM and fill the quote with the correct information. The benefit is that your brand identity is safeguarded, as every quote contains the right colors, fonts, logos, and text.
Avoid Errors
In addition, adjustments can be managed globally. For instance, if the service rate increases from 70 euros to 75 euros per hour, you don’t want to update this on a document level, as there’s a risk that a colleague might forget the new rates, leading to a customer being undercharged. By managing this information at a higher level—through our online software—you can be sure that everyone communicates the same rates and sends out the same terms and conditions.
Secure Storage
Once a quote is sent, it needs to be stored somewhere. If you store it locally, there’s a chance the document could be lost if the computer crashes. So, opt for a secure cloud solution. eformity can integrate your software (Word, PowerPoint, Office 365, Outlook, and Excel) with a document management system. This way, the right people have access to the documents, and they can be easily retrieved.
Interested in our other smart document solutions? Contact us today! Or call us at 078 – 699 29 00. We are happy to assist you with solutions to make managing your documents easier!
