Do you know which of the supplied quotations have been confirmed, refused or still pending?
Can you easily sort your quotations by client, company or sales representative?
Can you easily restrict access to who can see your quotations?
Do you get a disorganized filing system for your quotations?
Issuing and keeping track of quotations can be a headache unless your organization has an effective quotation tracking system.
The Cyber Quotations Manager is an easy-to-use custom-made system that helps users create professional quotations to be sent to their clients. The system includes an efficient quotation archiving and retrieval system which will ensure that you never misplace a quotations or issue quotes with the same number. Quotations can be filtered by client name, company, project type and much more.
Using the Cyber Quotations Manager is easy! The following are the main features of the system:
- Each quotation has a unique serial number, ensuring that you will never issue duplicate quotations with the same number.
- A one touch button facility allows you to generate a complete quotation similar to a previously issued one is, avoiding having to reenter all the details all over again.
- Each quote has 3 separate status levels – Pending (yet to be confirmed by client), Confirmed (Confirmed by client) or refused. A visual identification system allows the sales manager to quickly identify the status of all the issued quotes.
- Quotations can be sent directly to the client form the system in PDF format, accompanied by a personalized preset covering email. This saves the user of the system considerable usage time since you do not need to attach the quote to a third party email prove such as Outlook, or accompany it with a covering letter.
- Customer details are stored in an internal database within the system. When preparing a quotations for an existing client who has already be given a database, all the client’s details are automatically retrieved from the system, saving you time and effort having to reenter all the details all over again.
- Quotation details can be personalized with your logo, company details and contact information.
- The Cyber Quotations Manager system comes in two versions, Offline – where it is hosted within your office server or Online where it is hosted on our Internet servers making it fully accessible over the internet.
- The system comes with different access levels, Salesmen can either see their own quotations or else the system can be setup to allow users to access quotes generated by other users.
- The system has an integrated backup facility allowing you to regularly export all the store data in the system.
- The system is lightweight and will not drain hardware and IT resources on your network. All quotes are generated on the fly and do not require huge storage space.
Having an efficient quotation system is vital to any sales department, but making sure that confirmed quotes are billed for is even more crucial since every unbilled job means that you loose much more than the profit on that job. For this reason together with the Cyber Quotations Manager we are including another module for FREE – the Job tracking Module. This optional module will allow you to link a confirmed quotation to a job. This will ensure that a confirmed quote is billed once the job is complete.
The job tracking module allows users, to add comments which may include billable items over and above the original quotation. The system can also take time tracking allowing you to monitor how much time was actually spent working on that job. Time tracking is a very useful tool. It allows management to compare how much time is being spent on a job with the quoted amount. This can identify situations where you are under quoting for a service since sales might not be aware of how much work is involved. Over pricing a quote is equally dangerous since you might end up loosing a tender because you are artificially pushing your prices too high.
The whole system has been custom designed for small companies who have different people in different departments working on a common job.
It ensures a complete audit trail from the minute a quotation is generated to the minute the job is completed. By double checking different activities, the system will identify all the jobs which need to be billed for ensuring that a company does not loose income simply because someone forgot to file a quote or mark a completed job. The Cyber Quotations Manager is equally efficient for sole-professionals and service providers by simplifying the quotes and billing administration.
Today the Cyber Quotations Manager is used by organizations in different industries including manufacturing, accountants, lawyers, hospitality and the service industry, Contact us today on +356 21424657 / 8 for a demo of the product.
