Etlize 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 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!

Many technology resellers like IT professionals or A/V Integrators purchase products from IT Industry Distributors. 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.

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:

1. You can choose to insert only certain item types into certain areas of the Word document
2. You can have your service items on Page 2 and have your product items on page 5
3. You can have item type total summaries anywhere in the Word Document
4. You can include Line item Product Pictures in the the Word document

QuoteWerks comes with a default print layout for quotes, 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, 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.

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

In all, QuoteWerks supports 9 different ways to price your products and services!

Calculate your Costs

QuoteWerks supports 3 different ways to determine the cost of your products and services:

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.

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.

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.

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

Many types of line items are supported in the quote.

Links 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.

File Links

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.

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! 

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 Catalogues