Who this is for
A small trade, supply or services business owner, or an office manager, who writes quotations by copying prices from a list into Word or Excel.
A busy season or a campaign needs dozens of similar quotations, and hand-copying produces wrong quantities, out-of-date prices and inconsistent layouts.
The result
You receive one quotation document per brief in your approved template, showing your customer reference, with each line looked up from your price list and each total worked by the rounding, discount and tax-rate rules you give us. A proof sheet lists every brief, lookup and calculation, and you keep the template and the workbook we build for your batch, to repeat the process.
What is included
- One approved Word template, one price list in a spreadsheet with a unique item code, and up to 40 customer briefs in one structured table that holds a customer reference, item codes and quantities only
- Lookup rules, quantity breaks if your list has them, one discount rule, one rounding rule and the tax rate, all stated by you in writing
- Merge each brief into its own Word document with your customer reference where the name and address will go, and not send any of them
- A proof sheet and an exceptions list for briefs that cannot be quoted, such as an item code missing from the price list
You receive
- One quotation document per brief that can be quoted, in your template, showing the customer reference
- A proof sheet: for each quote the brief, the lookups, the line totals and the grand total
- The Word template with its merge fields and the workbook that works out the lines, both built for your batch, so you can add names and addresses yourself and run further batches
What is not included
- Customer names, addresses, email addresses, phone numbers or any other personal data: they are not accepted at all, and adding them to the quotations is your step
- Setting prices or discounts, deciding the tax treatment, or advising whether a quotation is legally binding
- Sending quotations to customers or following them up
- Writing contract terms or legal wording for the template
- Connecting to a customer-relationship, stock or accounting system
- Quotes whose prices depend on a judgement you cannot write down
What we need from you first
- A description of your quotation, the number of items on the price list and how many quotes you need
- Your discount, rounding and tax-rate rules in words, with three invented example quotes and their totals
- No price list, customer details or template in the first enquiry
Never send passwords, keys, customer records or confidential code in the first enquiry. Secure handover is agreed after scoping.
How we check it is done
- For ten agreed test briefs, including a zero-quantity line, a quantity at a break point and an item missing from the price list, the quotation lines and totals equal the figures you calculated by hand under the same rules, and the missing item is on the exceptions list.
- No quotation contains a blank price, an unfilled merge field other than the name and address fields you complete yourself, or a price that is not on the supplied price list.
- Every quotation shows the layout of the approved template, with currency symbols and decimals as agreed.
- The sum of the quotation grand totals equals the sum of the totals on the proof sheet, and a reviewer who did not build the workbook recomputes a sample of quotations from your price list, rules and briefs and gets the same figures.
You read a sample of quotations, check three against your own calculation and sign off in writing. Payment follows sign-off. We send nothing to your customers.
When we would stop or decline
- Prices depend on a judgement for each quote that you cannot write down
- The price list has no unique item codes and none can be added
- The quotes need regulated content, such as for insurance or credit
- The briefs cannot be separated from customers' names or contact details
Questions
Do you decide the prices or discounts?
No. You give us the price list and the rules in writing. We apply them and show every calculation.
Do the quotations carry my customers' names and addresses?
No. They carry your customer reference. We never receive names or contact details, and you add them yourself using the template we hand over.
Can you send the quotations to customers?
No. We return the documents to you. A person in your business approves and sends them.
Is the quotation legally binding?
We cannot advise on that. Check the wording of your own terms with someone qualified to advise you.
Can I run another batch myself later?
Yes. You keep the template and the workbook we build for your batch, with notes on how to refresh them.
Price and terms
From £495 · untested offer price. The fixed price is confirmed in writing and paid after the agreed checks pass and you sign off. No payment before sign-off.
This is a new service with no published client results. The price is a starting point we have not yet tested with buyers. Nothing is ordered or charged by the enquiry. The full specification is on the Synthetic Industry catalogue.