Crafting a sales quotation that wins deals requires attention to detail, clarity, and a client-centric approach.
Meeting your potential client's expectations through a sales quote, however, isn't always a cakewalk due to common challenges:
- Time-consuming processes that slow down your response times
- Manual errors that risk damaging credibility and trust
- Lack of personalization that makes the quote feel generic
But getting it right is essential if you want to avoid unnecessary negotiations and increase your chances of closing the deal.
This guide will walk you through crafting the best sales quotation to win a deal and provide tips on streamlining the process for efficiency and accuracy.
Let's begin with the basics if you're new to the term "sales quotation."
What is a sales quotation?
A sales quotation is a formal document sent to potential clients once they are in a position to make purchasing decisions.
The quote isn't a legally binding contract; it outlines the product or service's estimated price, terms & conditions (if any), and key details to help prospective clients make purchasing decisions.
The best sales quotations are customized proposals that set clear expectations, build trust, and align your offerings with the prospective client's needs.
Some synonyms of sales quotation are - Quote, sales quote, and price quotation.
What is the purpose of a quotation in sales?
The answer to why one should make efforts to build a sales quote is the key benefits it establishes, such as creating a professional image of the brand, establishing trust, and supporting decision-making.
Let's learn these key purposes in detail:
- A sales quotation ensures transparency by detailing costs, helping to build trust.
- With key information like costs and timelines, sales quotations help clients make informed choices.
- The best sales quote serves as a reference document, capturing agreed-upon terms and aligning expectations.
- Sales quotations consolidate essential information, streamlining the sales cycle and speeding up deal closures.
What are the key components of a sales quotation?
A professional sales quotation format includes the following elements:
- Company and client information: List the contact details of both parties involved in the deal. This clearly records who is involved in the transaction and sets a professional tone.
- Quote number: Assign a unique number to each sales quote for easy tracking and reference.
- Quotation and expiration dates: Mention when the quote is generated and its expiration for record-keeping. Also, this protects against price changes.
- Description of products or services: Provide an itemized list of what is being offered, with details such as quantity, unit price, and brief descriptions of the products or services offered. This helps the client understand exactly what they're purchasing.
- Pricing breakdown: Clearly outline the exact price along with any taxes, discounts, and additional fees like shipping. This builds trust and reduces the risk of any hidden costs.
- Payment terms and conditions: Specify accepted payment methods, due dates, and any late payment penalties, ensuring both parties understand the financial terms.
- Terms of sale: Include relevant terms such as delivery timelines and warranties, setting clear expectations and protecting both sides.
- Signature section: Space for signatures formalizes the agreement, especially for high-value sales.
The above sales quote elements are a must-have; however, you can add more details relevant to your business and customize them for a better impact.
Three types of sales quotes that businesses build
Choosing the right kind of quotation helps set clear expectations and ensures smoother transactions.
Let's learn each one by one.
1. Fixed price quotes
A fixed price quote offers a set, unchanging price for a specific product or service, providing a clear fixed price breakdown to eliminate any confusion about the total cost.
- When to use: Fixed price quotes work well for projects where everything is defined upfront—like single-purchase items or straightforward services.
2. Estimates
Estimates provide an approximate cost range rather than a firm price. This type of quote is useful for projects where certain details, like required resources or materials, may vary.
- When to use: Estimates are ideal for projects where the final requirements might change—such as custom work or complex services.
3. RFQ (Request to Quote) responses
RFQs are custom price quotes prepared once a potential buyer requests them.
For the business, an RFQ response allows you to showcase how your product or service aligns directly with the client's requirements, making it easier to stand out in a competitive bid.
- When to use: RFQ responses are best for competitive situations where a lead has outlined exact specifications and is gathering quotes from multiple vendors.
How to create an effective sales quotation that wins business
If your sales quote is well-crafted, you likely have a higher chance of winning the deal.
So, here are the steps that will help you build the winning sales quotes:
1. Gather potential client requirements
For the perfect sales pitch, you must know what your potential client is looking for and how your product/service can be an ideal fit for them.
Similarly, crafting a successful sales quotation requires understanding your potential client's expectations from you or your competitors.
To uncover these requirements, you might ask such questions during your sales meetings:
- "What problems are you looking to solve?"
- "Which features are most important to you?"
- "What is your timeline?"
This information allows you to tailor the quote to your client's situation. When you show that you've listened to and understood their needs, you immediately build trust.
Further, if you're using a CRM (Customer Relationship Management), leverage it to gather background details on their past interactions, preferences, or any historical data that can help you anticipate their needs.
2. Provide a clear product/service breakdown
The next step in the sales quoting process is to focus on how you will present your products/services in a way that best explains them.
You can list each product or service with a short description, quantity, and unit price.
Note that an itemized breakdown helps prospective clients evaluate what they're paying for, reduces misunderstandings, and reflects transparency in pricing.
For instance, in the manufacturing industry, an itemized sales quotation sample for a custom machine might look like this:
| | |
| | A high-grade steel frame, sized to support the machine’s structure and load requirements. |
| | Motors for optimal power, customized to match the specified load and speed. |
| | Automated control panel with safety features, tailored to voltage and operational needs. |
This transparency helps the lead understand exactly what they're paying for, making pricing transparent and thus gaining trust.
3. Emphasize the value beyond price
When you compare two products, you're likely not just looking at the price—you're thinking about what each one offers. Most clients feel the same way.
For example, a SaaS sales quote might outline pricing tiers, features like 24/7 support, and regular updates, helping clients choose the best option.
In competitive situations, this can be the deciding factor. So, when crafting a sales quote, don't just list the price; highlight why your solution is worth it. Emphasize the key USPs to shift their focus from cost to value.
4. Review and proofread
Imagine receiving a quote with errors or unclear details—how confident would you feel about working with that business?
A final review makes all the difference. So, before you hit "send," take a few extra minutes to ensure everything is accurate and professional.
Go over the numbers, descriptions, and terms carefully.
An error-free quotation shows your client that you pay attention to detail and take pride in your work. This professionalism level reassures them they're dealing with a reliable partner.
B2B sales quote template – Edit and use right away
Here's a B2B sales quotation template ready to use and easy to customize.
Just replace the placeholder text with your company's information, and you'll have a professional quotation ready to send to your clients.
[Your Company Name]
Sales Quotation
Company Information
- Company Name: [Your Company Name]
- Address: [Your Company Address]
- Contact Person: [Your Contact Name]
- Phone: [Your Phone Number]
- Email: [Your Email Address]
- Website: [Your Website URL]
Client Information
- Client Name: [Client's Company Name]
- Address: [Client's Company Address]
- Contact Person: [Client Contact Name]
- Phone: [Client's Phone Number]
- Email: [Client's Email Address]
Quotation Details
- Quotation Number: [Unique Quotation ID]
- Date Issued: [Date]
- Expiration Date: [Expiration Date]
Product/Service Description
Payment Terms and Conditions
- Payment Method: [Accepted Payment Methods]
- Due Date: Payment is due within [Number of Days] days of the invoice date.
- Late Payment Penalty: [Late payment fee, if applicable]
- Additional Terms: [Any other payment-related terms]
Terms of Sale
- Delivery timeline: [Estimated delivery date or timeframe]
- Shipping costs: [Specify if included or additional]
- Warranty/Guarantee: [Details on any warranties or guarantees]
- Return policy: [Details on your return/refund policy]
- Other terms: [Any additional terms or conditions, such as service agreements]
Signature Section
By signing below, you confirm acceptance of the terms and conditions outlined in this quotation.
- Client signature: ___________________________
- Date: ________________
- Authorized signature [Your company]: ___________________________
- Date: ________________
5 Best tips for winning sales quotations
Here are some must-try tips to make sales quotation building and executing within your sales process effective:
1. Create a simple, clear, and professional design
Use direct language with clear headings and bullet points. Keep it visually consistent with your branding—like your company logo and colors. A clean, well-organized quote makes details easy to understand and shows that you mean business.
2. Boost value and encourage prompt action
Take advantage of the quotation by suggesting complementary products or services that add value to the client's purchase.
For example, if quoting for a primary service, include related offerings that enhance the main product.
When clients see value-adding options, they envision the complete solution you provide.
Further, adding a deadline creates urgency, encouraging clients to respond promptly and securing you against outdated pricing. This approach positions you as thorough and client-focused, not just another price provider.
3. Deliver on time
Send the quote right after your discussion with the lead. Timeliness shows reliability, keeps the momentum going, and captures their attention while the details are fresh.
This approach positions you as organized and responsive—a quality that can make or break a deal. Also, prompt delivery can be the differentiator that positions you as proactive and professional.
4. Use the right template or invest in software
The right software can elevate your quotation process by ensuring consistency and accuracy.
Sales quoting tools can automate calculations, manage client information, and integrate with CRM systems, allowing you to keep client data up-to-date.
Here are the benefits of investing in sales quote automation systems:
Many sales teams use quoting software that integrates with CRM systems, enabling seamless data synchronization and keeping all client information up-to-date.
5. Follow up on sent quotations
Follow-ups can often nudge the decision-making process forward, keeping you at the top of your mind and demonstrating that you're available to assist.
Remember, 80% of sales conversions require five follow-up calls after the initial meeting. So, persisting with follow-ups on your quotation can significantly improve your chances of securing the deal, even after the first attempt.
Aim to follow up within a few days of sending the quotation, striking a balance between being helpful and respecting the client's timeline.
Accelerate your sales and streamline quotations with Salesmate CRM
Salesmate is a powerful CRM platform trusted by businesses worldwide to enhance lead generation, improve sales workflows, and ultimately drive revenue growth.
Here’s how Salesmate can help you grow:
- Capture and organize leads with lead management software so no opportunity is missed.
- Nurture leads effortlessly by communicating via multichannel- Email, SMS, or calls.
- Visualize and manage deals with sales pipeline management software, making it easy to see what needs attention.
- Sales quote generator to create branded quotes and let clients approve with eSignatures, speeding up approvals.
- Monitors quotes in real-time for timely follow-ups and faster deal closures.
- Offer post-sale support with robust Ticketing Software to manage customer queries and ensure smooth support after closing deals.
Salesmate provides Mobile CRM and custom modules plus integrates with 700+ business tools, making it the perfect solution to streamline your operations and accelerate growth. Try it today!
Frequently Asked Questions
1. What's a good sales quote?
A good sales quote includes:
- Client-focused details tailored to needs
- Clarity and accuracy with no errors
- Transparent pricing with all costs outlined
- Professional presentation with branding
- Complete terms and conditions to set clear expectations
2. Should you have approval deadlines for sales quotes?
Yes, you must add approval deadlines to your sales quotes. This encourages timely decisions and prevents future disputes if costs change.
3. What are the best software options for creating sales quotations?
PandaDoc and DocuSign are the two best options for sales quotation software that integrate with key business management tools. If you are going to invest in a first business tool, choose a CRM that offers built-in sales quote features, as it will be quite effective in streamlining a process with one robust solution.
4. How does a sales quotation differ from an estimate?
A sales quotation provides a fixed, binding price for products or services, while an estimate offers an approximate cost that can change based on actual project details. In short, quotations are firm, while estimates are flexible.
5. How can a sales quote impact your lead decision-making?
A well-crafted sales quote can influence a lead's decision as it:
- Build trust with clear, accurate details
- Clarify costs for easier budgeting
- Highlight the value of your solution
- Create urgency with an expiration date
- Simplify comparisons with transparent terms and pricing
6. What is the difference between a sales quotation and an invoice?
Sales reps send a quotation before a deal is made to outline prices, terms, and details, helping the potential client understand costs and make a buying decision.
An invoice is sent after a deal is made to request payment proceedings for the products or services.
7. What is the difference between a sales quotation and a purchase quotation?
A seller sends a sales quotation to their potential customers in hopes of winning the deal, while potential buyers request a purchase quotation to gather pricing from suppliers.
Key TakeAways
A good sales quotation offers competitive pricing and terms for informed decisions.
Personalize each quote to reflect your dedication to the prospective client's unique needs, building trust and credibility.
Highlight your competitive advantages, like quality of service, to differentiate your offer and attract clients.
Crafting a sales quotation that wins deals requires attention to detail, clarity, and a client-centric approach.
Meeting your potential client's expectations through a sales quote, however, isn't always a cakewalk due to common challenges:
But getting it right is essential if you want to avoid unnecessary negotiations and increase your chances of closing the deal.
This guide will walk you through crafting the best sales quotation to win a deal and provide tips on streamlining the process for efficiency and accuracy.
Let's begin with the basics if you're new to the term "sales quotation."
What is a sales quotation?
A sales quotation is a formal document sent to potential clients once they are in a position to make purchasing decisions.
The quote isn't a legally binding contract; it outlines the product or service's estimated price, terms & conditions (if any), and key details to help prospective clients make purchasing decisions.
The best sales quotations are customized proposals that set clear expectations, build trust, and align your offerings with the prospective client's needs.
What is the purpose of a quotation in sales?
The answer to why one should make efforts to build a sales quote is the key benefits it establishes, such as creating a professional image of the brand, establishing trust, and supporting decision-making.
Let's learn these key purposes in detail:
What are the key components of a sales quotation?
A professional sales quotation format includes the following elements:
The above sales quote elements are a must-have; however, you can add more details relevant to your business and customize them for a better impact.
Three types of sales quotes that businesses build
Choosing the right kind of quotation helps set clear expectations and ensures smoother transactions.
Let's learn each one by one.
1. Fixed price quotes
A fixed price quote offers a set, unchanging price for a specific product or service, providing a clear fixed price breakdown to eliminate any confusion about the total cost.
2. Estimates
Estimates provide an approximate cost range rather than a firm price. This type of quote is useful for projects where certain details, like required resources or materials, may vary.
3. RFQ (Request to Quote) responses
RFQs are custom price quotes prepared once a potential buyer requests them.
For the business, an RFQ response allows you to showcase how your product or service aligns directly with the client's requirements, making it easier to stand out in a competitive bid.
How to create an effective sales quotation that wins business
If your sales quote is well-crafted, you likely have a higher chance of winning the deal.
So, here are the steps that will help you build the winning sales quotes:
1. Gather potential client requirements
For the perfect sales pitch, you must know what your potential client is looking for and how your product/service can be an ideal fit for them.
Similarly, crafting a successful sales quotation requires understanding your potential client's expectations from you or your competitors.
To uncover these requirements, you might ask such questions during your sales meetings:
This information allows you to tailor the quote to your client's situation. When you show that you've listened to and understood their needs, you immediately build trust.
Further, if you're using a CRM (Customer Relationship Management), leverage it to gather background details on their past interactions, preferences, or any historical data that can help you anticipate their needs.
2. Provide a clear product/service breakdown
The next step in the sales quoting process is to focus on how you will present your products/services in a way that best explains them.
You can list each product or service with a short description, quantity, and unit price.
Note that an itemized breakdown helps prospective clients evaluate what they're paying for, reduces misunderstandings, and reflects transparency in pricing.
For instance, in the manufacturing industry, an itemized sales quotation sample for a custom machine might look like this:
Item
Quantity & Unit Price
Description
Steel Frame
1 unit at $1,500
A high-grade steel frame, sized to support the machine’s structure and load requirements.
Hydraulic Motor
2 units at $750 each
Motors for optimal power, customized to match the specified load and speed.
Control Panel
1 unit at $1,200
Automated control panel with safety features, tailored to voltage and operational needs.
This transparency helps the lead understand exactly what they're paying for, making pricing transparent and thus gaining trust.
3. Emphasize the value beyond price
When you compare two products, you're likely not just looking at the price—you're thinking about what each one offers. Most clients feel the same way.
For example, a SaaS sales quote might outline pricing tiers, features like 24/7 support, and regular updates, helping clients choose the best option.
In competitive situations, this can be the deciding factor. So, when crafting a sales quote, don't just list the price; highlight why your solution is worth it. Emphasize the key USPs to shift their focus from cost to value.
4. Review and proofread
Imagine receiving a quote with errors or unclear details—how confident would you feel about working with that business?
A final review makes all the difference. So, before you hit "send," take a few extra minutes to ensure everything is accurate and professional.
Go over the numbers, descriptions, and terms carefully.
An error-free quotation shows your client that you pay attention to detail and take pride in your work. This professionalism level reassures them they're dealing with a reliable partner.
B2B sales quote template – Edit and use right away
Here's a B2B sales quotation template ready to use and easy to customize.
Just replace the placeholder text with your company's information, and you'll have a professional quotation ready to send to your clients.
[Your Company Name]
Sales Quotation
Company Information
Client Information
Quotation Details
Product/Service Description
Item Description
Quantity
Unit Price
Total Price
[Product/Service 1]
[Qty]
[Unit Price]
[Total]
[Product/Service 2]
[Qty]
[Unit Price]
[Total]
Subtotal
[Subtotal]
Tax
[Tax Amount]
Total
[Grand Total]
Payment Terms and Conditions
Terms of Sale
Signature Section
By signing below, you confirm acceptance of the terms and conditions outlined in this quotation.
5 Best tips for winning sales quotations
Here are some must-try tips to make sales quotation building and executing within your sales process effective:
1. Create a simple, clear, and professional design
Use direct language with clear headings and bullet points. Keep it visually consistent with your branding—like your company logo and colors. A clean, well-organized quote makes details easy to understand and shows that you mean business.
2. Boost value and encourage prompt action
Take advantage of the quotation by suggesting complementary products or services that add value to the client's purchase.
For example, if quoting for a primary service, include related offerings that enhance the main product.
When clients see value-adding options, they envision the complete solution you provide.
Further, adding a deadline creates urgency, encouraging clients to respond promptly and securing you against outdated pricing. This approach positions you as thorough and client-focused, not just another price provider.
3. Deliver on time
Send the quote right after your discussion with the lead. Timeliness shows reliability, keeps the momentum going, and captures their attention while the details are fresh.
This approach positions you as organized and responsive—a quality that can make or break a deal. Also, prompt delivery can be the differentiator that positions you as proactive and professional.
4. Use the right template or invest in software
The right software can elevate your quotation process by ensuring consistency and accuracy.
Sales quoting tools can automate calculations, manage client information, and integrate with CRM systems, allowing you to keep client data up-to-date.
Here are the benefits of investing in sales quote automation systems:
Many sales teams use quoting software that integrates with CRM systems, enabling seamless data synchronization and keeping all client information up-to-date.
5. Follow up on sent quotations
Follow-ups can often nudge the decision-making process forward, keeping you at the top of your mind and demonstrating that you're available to assist.
Remember, 80% of sales conversions require five follow-up calls after the initial meeting. So, persisting with follow-ups on your quotation can significantly improve your chances of securing the deal, even after the first attempt.
Aim to follow up within a few days of sending the quotation, striking a balance between being helpful and respecting the client's timeline.
Accelerate your sales and streamline quotations with Salesmate CRM
Salesmate is a powerful CRM platform trusted by businesses worldwide to enhance lead generation, improve sales workflows, and ultimately drive revenue growth.
Here’s how Salesmate can help you grow:
Salesmate provides Mobile CRM and custom modules plus integrates with 700+ business tools, making it the perfect solution to streamline your operations and accelerate growth. Try it today!
Frequently Asked Questions
1. What's a good sales quote?
A good sales quote includes:
2. Should you have approval deadlines for sales quotes?
Yes, you must add approval deadlines to your sales quotes. This encourages timely decisions and prevents future disputes if costs change.
3. What are the best software options for creating sales quotations?
PandaDoc and DocuSign are the two best options for sales quotation software that integrate with key business management tools. If you are going to invest in a first business tool, choose a CRM that offers built-in sales quote features, as it will be quite effective in streamlining a process with one robust solution.
4. How does a sales quotation differ from an estimate?
A sales quotation provides a fixed, binding price for products or services, while an estimate offers an approximate cost that can change based on actual project details. In short, quotations are firm, while estimates are flexible.
5. How can a sales quote impact your lead decision-making?
A well-crafted sales quote can influence a lead's decision as it:
6. What is the difference between a sales quotation and an invoice?
Sales reps send a quotation before a deal is made to outline prices, terms, and details, helping the potential client understand costs and make a buying decision.
An invoice is sent after a deal is made to request payment proceedings for the products or services.
7. What is the difference between a sales quotation and a purchase quotation?
A seller sends a sales quotation to their potential customers in hopes of winning the deal, while potential buyers request a purchase quotation to gather pricing from suppliers.
Sonali Negi
Sonali is a writer born out of her utmost passion for writing. She is working with a passionate team of content creators at Salesmate. She enjoys learning about new ideas in marketing and sales. She is an optimistic girl and endeavors to bring the best out of every situation. In her free time, she loves to introspect and observe people.