A quote is built from templates with sections, line items and the right billing type. Once it is accepted, teamspace turns it into the order and the project in one click. Part of the invoicing software, with no module surcharge.
Instead of Word and Excel
The quote
Sections group line items together, and each line item carries its billing type. Once the quote is accepted, the same structure moves into the order.
Every item carries its billing type: time & material, fixed price or recurring. On acceptance the quote becomes the order, and the items move with it.
Templates
For the common engagement types, templates are ready to go, with standard phases, line items and the matching rates. You pick the template, adjust the values and add what this particular quote needs.
The template is not a rigid stencil. You adjust phases, packages and prices freely per quote, while the structured base remains. Agency budgets and training retainers can be prepared the same way.
Structure
Larger quotes are split into sections, for instance installation, licence costs and rollout. Each section bundles its line items and forms its own subtotal.
That way the customer reads an orderly document instead of one long list of line items, and the cost types stay cleanly separated.
“I save a lot of time writing invoices.”
Line item types
Not every line item belongs firmly in the quote. Three types keep the proposal flexible, without distorting the total.
fixed part
The regular line item that counts towards the final total.
to choose
Another variant of a line item, with the customer deciding.
on request
An add-on service the customer can include.
Prices
Line items come from the article master, not from memory. Per quote you pick the price list, and the stored price pulls into the line item.
Because the same rates later carry the project billing, the quote stays consistent with the invoice.
Attachments on the quote
Consultancies often place a detailed Word document next to the commercial quote: approach, methodology, references. In teamspace this does not live in a second program. Every document has its own file storage.
That way the prose quote carries the right address and the current calculation from the start. More on this in document management.
Use cases
The quote is the first document in the order. These use cases carry on working with the same documents, orders and prices.
Open quotes in view, a reminder on the due date, no lead lost.
Learn moreBill time and materials, fixed price and duration on the same order.
Learn moreThe accepted quote becomes the order, with status and contract data.
Learn moreThe order becomes the project, and logged hours turn into the invoice.
Learn moreFee zones and work phases in the quote, with the project straight from it.
Learn moreIf the invoice stays open, the claim escalates in stages, each with its own deadline.
Learn moreOverview
Quote tracking gathers all quotes in one list and sorts them by status. At a glance you see what is open and where things are stuck.
That way the sales team knows which quotes are in circulation and which need a response. The next step is shown by the follow-up.
Optionally a quote hangs on a sales opportunity. Then the sales funnel shows which phase it is in, and two alternative quotes on the same opportunity stay read correctly, even though only one will land. Effort and open points hang on the same activity. A quote works just as well without a sales opportunity.
Review
Some quotes should not go out without a second pair of eyes. An approval workflow couples the quote to a review before it can be dispatched.
That way no unfinished quote goes to the customer, and the negotiation history stays traceable.
First call
In the call we look at your templates, your price lists and the path from the accepted quote into the order and the project.
Acceptance
Dispatch by email or as a PDF. When the customer accepts, you document that in teamspace, and the quote becomes the order in one click.
The order becomes the project with budget, phases and team. How order and project work together is shown by order management.
For architecture and engineering firms
Anyone billing by HOAI does not need the fee tables by hand. The HOAI calculator knows the 2013 and 2021 editions of HOAI and works out all work phases directly in the quote from scope of services, fee zone, rate and chargeable costs.
For consulting and IT the free structure with time and materials, fixed price and retainer stays in place; the HOAI route is only there where it is needed.
Part of the invoicing software
The quote becomes the order, the order becomes the invoice. E-invoicing, dunning and the DATEV booking data service all run in the same system. How it all connects is shown by the invoicing software overview.
To the invoicing softwareWhat this is about
A quote states the service a provider is willing to deliver at a price. It is created when a prospect shows a need, and becomes a contract as soon as the customer accepts. A good quote is structured, complete and traceable.
Structured means: clear sections, line items with description, quantity, unit and price. Complete means: sender and recipient, quote number and date, net and gross price details, delivery and payment terms and a binding period. teamspace fills these fields from the master data and the chosen template.
The document layout sits in your own house font, consistent for quote, order and invoice. Capture happens in time tracking, billing in the invoicing software, without maintaining the values twice.
Related modules
A quote lives on contacts, hours and the billing behind it. Three modules access it directly.
Organisation, contact and activity supply address, contact person and layout. The activity becomes the quote, the sales opportunity the document.
The accepted quote becomes the project with budget, phases and team. Progress and retainers flow back into the invoice.
Time-and-materials line items from the quote are later billed with logged hours. Capture and billing at the same login.
The quote sits between sales and delivery. Whoever writes it in Word or Excel maintains prices by hand, manages versions through file names and retypes the order after the go-ahead. As you grow, this costs time and creates discrepancies between quote and invoice.
In teamspace the quote is the first document in a continuous chain. The quote emerges from the activity in the CRM, the accepted quote becomes the order, and the order becomes the project. One data base, no tool switch, no double maintenance.
First call
We look at your engagement types, the price lists and the path from quote to order. A short call, a clear picture.
