QuoteWerks Features & Benefits
Pulls contact information from popular contact management software
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
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
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
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
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.
Define your Pricing Strategies
Enter Price ManuallyUse this when you have a fixed price for all customers
Gross MarginUse this when you calculate your customer price by applying a % gross margin to your cost.
Markup from CostUse this when you calculate your customer price by adding a % of your cost to the cost of the product.
Discount from ListUse this when you calculate your customer price by discounting from the list price.
Same as ListUse this when in most cases you charge your customers the list price of a product.
Volume BasedUse this when your customer gets a different price depending upon how many of the item they are purchasing.
Customer Based Price LevelsUse this to have QuoteWerks automatically assign your customer a fixed price depending upon what type of customer this customer is. So, if your customer is a RETAIL customer, they get price X, and if they are a WHOLESALE customer, they get price Y.
Based on Customer/Product profileUse this to have QuoteWerks automatically assign your customer a calculated price based on markup, margin, discount, or list depending upon the type of customer AND the type of product you are selling. So, one example is, if your customer is a RETAIL customer, they get a 10% discount, and if they are a WHOLESALE customer, they get a 30% discount. Another example is, if your customer is a RETAIL customer, they get a 40% marked up price, and if they are a WHOLESALE customer, they get a 10% marked up price.
Formula BasedUse this to have QuoteWerks calculate the price of the product as a % of the price of another product.
Calculate your Costs
Enter Cost ManuallyUse this when you have a fixed cost.
Discount from ListUse this when you calculate your cost as a discount from List price.
Volume Based CostingUse this when the cost of the item you are selling is different based on how many you are selling.
Bundle Your Products/Services
The powerful bundling feature adds groups of products to your quote with a single click. If you quote groups of products/services often, the bundling features in QuoteWerks will save you a tremendous amount of time. With bundles, you can specify which products/services are included in a bundle. Then, you can add that bundle to the quote and all the items that are in the bundle are automatically added to the quote. Using bundles also ensures that you will never forget to include an item in the quote. QuoteWerks has two types of bundles: Simple Bundles, and Grouped Bundles. With a Simple Bundle, the list of products/services that you specified in the bundle will simply be added to the quote when you select the bundle. With a Grouped Bundle, the list of products/services specified in the bundle will be "rolled up" into a single grouped line item. All the individual item prices will be hidden and automatically totaled and displayed in the single grouped line item. The individual item descriptions can optionally be displayed or hidden.
Configure Your Products
QuoteWerks has a built-in Configurator. Most configurators can cost thousands of dollars, but with QuoteWerks, the Configurator functionality is simply built right into the product. From right within QuoteWerks, you will be presented with a list of products to choose from in a step by step format. The list of products displayed for you to select at each step is based on your selections in the previous step. The configurator can maximize your sales forces productivity, efficiency, and accuracy by walking them through the process of building a quote, ensuring that the sales rep remembers to include all the items they need to in the quote.
Get the Best Prices
When you select the product that you want to add to the quote, you can right click to immediately see the cost of this product from each vendor that you have setup in QuoteWerks. In a flash, you know which vendor has the lowest price, and you can choose to purchase that item from that vendor.
Refresh quote with latest or best prices
Often customers request a quote, and then for a variety of reasons, the project gets put on hold. Then, one day the customer calls back and says they would like a new quote. No problem for QuoteWerks. Simply select all the line items on the quote, and choose the Refresh with Latest price feature. Immediately, your quote has been updated. In fact, if your cost has now lowered, QuoteWerks will ask you if you would like to keep the profit for yourself, or pass on the lower cost to your customer!
Vendor prices fluctuate often. The QuoteWerks Refresh with Best price feature will automatically find the vendor with the lowest cost for each item on the quote, and update the quote with that information.
Search Online Merchants
From within QuoteWerks you can search the products carried by thousands of online merchants including Amazon.com and Buy.com, adding them to your quote. Very useful in quickly seeing determining the market price of a product.
Recurring revenue support
Quoting services that recur monthly, quarterly, or annually is becoming more common place. In QuoteWerks, items can be flagged as recurring revenue making it easy to present your prospects with quotes that clearly indicate which amount is due up front and which amount is due monthly. Management reports can be run to see how much revenue is forecasted based on these recurring revenue items. Filters can be set on these reports to see when various monthly contract periods are ending, so you can contact the customers about their renewals.
Flexible line item features
- You can have Subtotal line items which allow you to display grouped totals of key portions of your quote.
- You can have Running Subtotal line items which allow you to display the total of all the items from the beginning of the quote to this line item.
- You can have % charge line items which are calculated as a % of the amount of the line item above it. The line item above it can be a regular product/service, or it can be a subtotal/running subtotal allowing you to calculate a % of a group of items.
- You can have % discount line items which work in the same way as the % charge line items.
- You can have comment line items which allow you to easily insert additional spacing in between line items in the quote, and can also be used to indicate different sections or groups within the quote like "Options", etc.
- You can also mark each line item individually to have certain attributes like hide price, don't print, optional item, taxable, and more.
- When a line item has the "hide price" attribute, the individual price of the product is not printed. This is very useful in preventing your customer from seeing the price for each line item on the quote, and then haggling with you about each line item.
- When a line item has the "don't print" attribute, the line item will not be printed with the quote, but it will be included in the totals of the quote. This is very useful for including misc. items required in the quote that you do not want to clutter the quote with.
- When a line item has the "optional item" attribute, the line item will be displayed in the quote as an option that the customer can buy, and the price of the item will be displayed, but the price of the item will not be included in the quote totals since it is only an that we are presenting to the customer.
- When a line item has the "taxable" attribute, the tax rate will be applied to this line item to calculate sales tax due on this item.
- When a line item has the "print picture" attribute, a picture of the product will be printed with the line item (assuming that you have specified a picture for the product).
Link to Accounting Software
Links to QuickBooks and Peachtree accounting software. The QuickBooks link uses
the newest QuickBooks API which means that you no longer have to import and export
QuickBooks iif files. The link to Peachtree now uses the newest Peachtree API
which means that you no longer have to manually import and export Peachtree files.
We also have an Open Export Module that can be used to
export QuoteWerks orders to other accounting software.
You can link external files to the quote document. If, for example, you have created a Visio diagram or cad drawing file that is related to this quote, you can simply select these files to add them to this Links tab. You can even drag the files into the Links tab from Windows explorer. It's that easy. With all the external files related to this quote document displayed on the Links tab, finding and opening them to edit or print is easy because you can just open the QuoteWerks quote, and on the Links tab, all of these files are organized for you. No more trying to remember where they are stored or going searching for them. You can also add website links to the Links tab. You can simply drag the website address from your web browser into the Links tab. You can use this to link a package tracking URL into the Links tab. Using the description feature you can name the link "UPS tracking for the flat screen TV". Double-clicking on the link launches the web page. You can add as many links as you like. Ever need to link a web page to your quote for the products that you are researching? You could also add links to website pages that contain information about the products you are selling whether it be for your internal reference or for your customer's reference.
E-Mail Your Quotes
QuoteWerks enables you to e-mail quotes directly from within QuoteWerks using the built-in SMTP e-mail or Microsoft Outlook. Your quotes are e-mailed as an attached .RTF file (Word Processor compatible like Microsoft Word) or .PDF file (Adobe Acrobat compatible). The e-mail setup options let you choose which format you want to your quotes to be emailed in. RTF files can be opened, and printed by all word processing applications. Your customer will receive the quote formatted exactly in the format that you sent it in, and your customer can simply double-click on the attached quote, and it will be opened by their word processor (RTF files) or the free Adobe Acrobat Reader software (PDF files).
Paste Special Feature
The Paste Special feature enables you to accept data from the Windows clipboard and use it to retrieve products and services from a QuoteWerks product source and add them to the quote. This feature can be useful for integrating with external configuration software such as Cisco and Hewlett Packard configuration software which only output a list of part numbers with no descriptions or prices. It also works with part number lists copied from websites or text files. Simply stated, you can copy part number information into the Windows clipboard, and then use the Paste Special feature to have QuoteWerks retrieve the part numbers, complete with description, and pricing into your QuoteWerks quote using the information stored in the product databases linked to QuoteWerks! There are even specialized paste special applets like our Dell Premier Quote Importer and our Tech Data Shopping Cart Importer.
Import/Export XML formatted data
XML is the standard for data transfer and exchange. QuoteWerks can import quotes/orders/invoices that are formatted in XML (following our XML document specifications). This functionality is very useful for exporting data from web applications to an XML format that can then easily be imported into QuoteWerks. Our Open Export Module has an option that enables you to export quotes/orders/invoices from QuoteWerks to an XML file.
Share/Synchronize Quotes Between Offices
Do you have sales people on the road, or do you work from home at times? QuoteWerks can synchronize quotes between different locations. QuoteWerks can be installed at the main office and then also installed on laptops and other office locations. Then while salesreps are out on the road creating quotes on their laptop with QuoteWerks, they can export their quote and use the built-in e-mail feature to e-mail the quote back to their main office where it can be imported! QuoteWerks manages the unique quote numbers across all the installations of QuoteWerks, so you do not have to worry about conflicting quote numbers! If you use contact management software, some of the contact managers have attachment synchronization features. In which case, QuoteWerks quotes can be automatically synchronized by the contact management software! The QuoteWerks direct synchronization and rollout features also synchronizes quote and other information.
Know Your Profit Margin
With QuoteWerks' extensive pricing features, you will know your profit margin on everything you sell. Each line item in the quote can have a different profit margin and pricing method, so you can mix and match your product pricing with discounts, markups, etc. You can select an individual line item, or a group of line items to see the profit amount and profit margin for the selected items!
See Product Price History
With a single-click, see what products you have sold to your customers in the past, and what price you charged your customer the last time you sold the product to them.
Create Quotes, Invoices, and Purchase Orders
Start to finish QuoteWerks handles it all. Once you receive an order, the purchase order feature has option to print a separate purchase order for each vendor on the quote!
Required Items Support
Many times you need to include certain products/services whenever you quote a particular product/service. This feature allows you to assign required items to items in QuoteWerks, and when you add that item to the quote, QuoteWerks will automatically include the required items. You will never forget to include an item in a quote again!
Optional Items Support
Often products and services have optional items that can be sold with them. This feature enables you to setup optional items in QuoteWerks for each item you sell, and when you add that item to the quote, QuoteWerks will automatically prompt you, giving you the opportunity to include the optional items.
Track Custom Information
QuoteWerks has customizable fields and columns accommodate your companies' unique product and quoting needs. If you need to track the color or other quality of a product, you can customize one of the QuoteWerks custom fields to "Color", and then enter the color of the product into that field. It is that simple to customize QuoteWerks to fit you needs.
Create Sales Reports and Product Catalogs
In addition to the standard reports that come with QuoteWerks, the built-in visual reporting tool allows you to easily modify and even create new reports to report on just about any data you would want. You can create outstanding quotes reports, forecasted sales reports, commission reports, sales closure reports and more. You can find out who your most productive sales person is, what your most profitable product is, which is your highest selling product/service, etc. Create reports based on regions or territories, etc. The flexibility of our report designer allows you to create just about any report you can imagine. You can also create product/price catalogs for your customers (which can include customer specific pricing), and detail reports on your product lines, inventory, etc. Reports and documents can even be copied and then pasted into Microsoft Word.
The QuoteWerks Administrator can set the security settings for each user. You can specify which menu options each user has access to. You can specify which users can view/modify/delete each user's quotes. You can specify individual access rights for each user to limit their ability to perform tasks like deleting products from the product database, modifying print layouts, and many more. These security rights are centrally maintained, and can also be enforced on laptop installations of QuoteWerks.
To facilitate this process, QuoteWerks has integrated cover
page and literature support. You can create a list of customized
cover pages (using a word processor to create them and save them in RTF format) and
then easily select from your list of cover pages when printing/emailing the quote.
So QuoteWerks will do everything you need in order to get the quote to the
QuoteWerks also has integrated literature support. This feature
allows you to build a list of literature such as warranty information, support
information, directions to your company, specials of the month, letters of
acceptance, or essentially any additional information that you would like to
include with the quote. Once you have your list of literature put together,
you can easily select the literature pages that you would like send along with the
quote. Literature pages can be in RTF format or PDF format (PDF formatted can
only be sent via email feature).
QuoteWerks also supports product/service spec sheets. You can setup product/service spec sheets for all or some of the products in your product database. While the QuoteWerks product/service description can be up to 32,000 characters long, the spec sheet allows you to create a separate page of information and can also include a picture of the product. Then, when you print your quote, QuoteWerks will automatically include (at the end of the quote) the product/service spec sheets for each of the products that you have quoted. You do not need to create a spec sheet for the product in order to print a picture for the line item, however, the spec sheet feature gives you an additional flexibility over how and where you would like to display details about the items on the quote. Spec sheets can be in RTF format or PDF format.
QuoteWerks, can optionally, automatically merge all the separate PDF files into one combined PDF file containing the quote, cover page, spec sheets, and literature.
QuoteWerks also has integrated spell checking, and can export information to Microsoft Excel, and Microsoft Word.
Canadian GST/PST/HST taxes supported (including compounded taxes).
QuoteWerks supports the Australian GST tax scheme.
Foreign date and currency formats also supported.
If you purchase some or all of your products in a foreign currency, you can enter that foreign price for the product in the product definition, and then QuoteWerks will automatically calculate the price of the product in your local currency!
Find Products Quickly
QuoteWerks displays all your products and services in the familiar Windows explorer format. You can organize your products and services in different product databases, and in different folders making it really easy to visually organize and find your products when quoting them. Our powerful search features also make it a breeze to do searches using partial descriptions, part numbers, etc.
Cross Industry Support
QuoteWerks is designed to meet the needs of companies in most industries. We have many flexible features such as Unit of Pricing functionality (This lets you quote a "box of 10" at the per unit price as an example), and quantity multiplier columns (This lets you quote 5 feet wide X 4 feet deep X unit price = extended price)
QuoteWerks API enables developers to write applications that integrate with QuoteWerks
QuoteWerks has an API (Application Programming Interface) that enables software developers to write custom software applications that interact with QuoteWerks. The API exposes events like BeforeSaveDocument, AfterSaveDocument, BeforePrintDocument, BeforeContactSelection, AfterContactSelection, etc. This enables the application to verify and/or change data, or even cancel the event. There are many different types of custom applications that can be written to integrate with QuoteWerks. Developers can even write applications that seamlessly integrate other CRM or SAP packages with QuoteWerks.
Industry Standard Database
QuoteWerks data is stored in Microsoft Access 2002/2003 databases in the Standard and Professional Editions and Microsoft SQL 7.0, 2000, 2005, or 2008 in the Corporate Edition. It is important to mention that you do not need to have Microsoft Access installed on your computers to use QuoteWerks. Because QuoteWerks data is stored in this industry standard format, other applications can read and write data to our databases making QuoteWerks part of your entire solution.