Web-Based Quotation System
That Works While You Sleep
Let your customers generate accurate, branded quotes online — any time, without waiting for your sales team. We build custom self-quotation portals that connect to your ERP, enforce your pricing rules, and deliver professional PDF quotes instantly.
The Hidden Cost of a Manual Quotation Process
Every hour your sales team spends generating quotes is an hour not spent closing deals.
Slow Turnaround
Customers wait hours or days for a quote. In competitive markets, slow response means lost orders to whoever responds first.
Manual Errors
Sales staff manually look up prices, apply discounts, and calculate totals. One wrong figure erodes trust — or worse, costs your company money.
No Visibility
Quotes live in email inboxes and spreadsheets. No audit trail, no approval workflow, no data to analyse your quoting patterns or conversion rate.
The result? Bottlenecked sales cycles, inconsistent pricing, and a sales team buried in admin instead of selling.
A Self-Service Quotation Portal Built for Your Business
Your customers get instant quotes. Your team gets their time back.
Customer Logs In
Secure customer portal with role-based access. Each account sees only their approved products and pricing tiers.
Selects Products
Browse your catalogue, select quantities, choose variants or configurations. Pricing rules and minimum order quantities enforced automatically.
Price Calculated
Your pricing logic — volume discounts, customer tiers, currency conversion, taxes — applied in real time. No manual calculation needed.
PDF Quote Generated
A branded, professional quotation PDF is generated instantly. Customer downloads it; your team is notified for follow-up.
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ERP & Inventory Integration
Connect to your ERP or inventory system so product pricing and stock availability are always accurate and up to date — no duplicate data entry.
Customer-Specific Pricing
Different customers see different prices. Distributors, resellers, and direct buyers each get their contracted rates, enforced automatically.
Branded PDF Quotations
Professional PDF quotes with your logo, terms, validity period, and contact details. Consistent every time, no design skills needed.
Quote Approval Workflow
Optional internal approval step before a quote reaches the customer. Keep control over large orders or special discount requests.
Quote History & Audit Trail
Every quote is logged — who requested it, what was quoted, when it expires. Full visibility for your sales and management teams.
Email Notifications
Automatic email alerts when a quote is created, approved, or about to expire. Your sales team stays informed without checking the system manually.
Mobile-Friendly Interface
Customers can generate quotes from any device. Purchasing managers on site or travelling can submit RFQs without being at a desktop.
Analytics & Reporting
Track quote volume, conversion rates, popular products, and average deal size. Data to guide your pricing and sales strategy.
Who Benefits Most From This System
Built for businesses where quotation volume is high and accuracy matters.
Manufacturers
Complex product configurations, volume pricing tiers, and long product catalogues. Let distributors and resellers quote themselves — accurately, any time.
Distributors
Many SKUs, customer-specific pricing, and frequent repeat orders. Reduce sales admin while giving trade customers the self-service experience they expect.
Industrial Suppliers
Technical products with multiple specifications, lead times, and pricing variables. Automate the back-and-forth so your team focuses on closing, not quoting.
How We Build Your Quotation System
A structured process that delivers a working system tailored to your workflow.
Discovery Workshop
We map your current quotation workflow — who touches quotes, what pricing rules apply, what your ERP holds, and what your customers need to see. This session defines the full scope.
System Design & Integration Planning
We design the portal architecture, plan how data flows between your ERP and the web system, and specify the PDF template. You review and sign off before development begins.
Development & ERP Integration
We build the portal, connect it to your systems, and implement your pricing logic. You receive a staging environment to test with real products and scenarios before launch.
User Acceptance Testing
Your sales team and a pilot group of customers test the portal with real orders. We fix issues and refine the experience based on real feedback before going live.
Launch & Onboarding
We deploy to production, onboard your team, and assist with communicating the portal to your customers. Ongoing support covers enhancements, new pricing rules, and system updates.
Frequently Asked Questions
Can this work with our existing ERP system?
Yes, provided your ERP exposes data via an API or database connection. During the discovery phase we assess integration feasibility, determine the best approach (API, database sync, or file-based import), and factor this into the project plan. We work with a wide range of ERP and inventory systems.
What if our pricing rules are complex?
Complex pricing is precisely where this system earns its keep. Volume tiers, customer-specific rates, product bundle discounts, minimum order values, surcharges, currency conversion — all of these can be encoded into the calculation engine. The more complex your rules, the more time this system saves your sales team.
Can customers convert a quote into a purchase order?
Yes — this is a common extension of the system. Once a customer accepts a quote, they can confirm it as an order within the portal. The order can then be pushed to your ERP automatically, eliminating manual order entry on your side entirely. This is typically scoped as Phase 2 after the core quotation module is live.
How long does the project typically take?
A standard self-quotation portal takes 10–16 weeks from discovery to launch. Timeline depends on catalogue size, complexity of pricing rules, and how quickly your ERP integration can be confirmed. We break delivery into phases so you can see a working system early and refine it before full rollout.
What does it cost?
Pricing depends on the size of your product catalogue, complexity of pricing rules, and the level of ERP integration required. We provide a detailed fixed-price quote after the discovery workshop, so there are no surprises mid-project. Contact us to discuss your requirements.
Is the system secure? Can customers see each other's pricing?
No. Each customer account is isolated. A customer can only see their own pricing, their own quote history, and their own product access. Role-based access control ensures complete separation. This is built to enterprise security standards — HTTPS, secure authentication, and PDPA-compliant data handling throughout.
Related Services
Custom Web Applications
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Learn More →Enterprise API & System Integration
Connect your ERP, CRM, accounting, and other systems with secure APIs and middleware that keep your data in sync automatically.
Learn More →Ready to Automate Your Quotation Process?
Let's discuss your requirements and design a self-quotation portal that fits your business and integrates with your existing systems.
