Accounting: A quoting system where every price has one source
Quotes built from one price list with each client's rates applied for you, and an invoice draft ready when the quote is approved.
What goes wrong
In many small firms, quotes are built in a spreadsheet by whoever is free. Prices are copied from an old quote, special client rates are remembered rather than recorded, and the same details are typed again at invoice time.
Two people can quote the same job and get two different numbers, and nobody can say where a price came from.
What needs to change
Every price should have one source. Two people quoting the same job should get the same number, an approved quote should become an invoice draft without retyping, and any change to a price should leave a trail.
The system
A quoting system with one price list, one client list and the pricing rules built in. Quotes come out in the same format every time, an approved quote carries straight into an invoice draft, and every change to a price or a rate is logged.
How it works
Starts when a quote is started. Ends with an approved quote and an invoice draft, with every price change on record.
- Pick the client and the items. Choose from the price list. That client's special rates are already applied.
- Pricing rules run. Volume tiers, overrides and custom items are worked out the same way every time, and the quote is produced.
- Approve the quote. On approval, its lines carry into the job and an invoice draft. Nothing is retyped.
- Every change is logged. Who changed a price or a rate, and when, stays on record.
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