What a bespoke quote builder is
A bespoke quote builder produces quotes from your own price lists, margins and rules, so every quote is priced the same way whoever writes it. It sends a branded PDF, keeps each version, and tracks expiry and acceptance. We build them for UK businesses whose pricing is too involved for a template.
What a quote builder handles
Each part is built to your rules. These are the ones most pricing spreadsheets are already trying to do.
| Part | What it does |
|---|---|
| Price lists | Your products, labour rates and supplier costs, with margins applied by rule |
| Options and extras | Add-ons that change the price, and combinations that aren't allowed |
| Discounts | Limits by role, with anything over the limit sent for approval |
| Versions | Every change saved as a new version, so you can see what the customer was sent |
| Expiry and re-pricing | Quotes lapse on a date, and an old quote can be re-priced at today's costs in one step |
| Branded PDF | Your layout, terms and logo, generated from the quote |
| Acceptance and payment | The customer accepts online and pays a deposit through Stripe |
From accepted quote to paid job
An accepted quote shouldn't be retyped. Once the customer accepts, the quote becomes the order or the job, with the same lines and prices, and a deposit request goes out.
That works best when quoting sits inside a wider system. It might be a CRM where the quote lives on the customer record, or a booking system where the accepted quote reserves the date.
Plenty of quoting tools will do the job
If your quotes are a list of items at a set price, buy one.
When bespoke is worth it
- Prices depend on rules, measurements or supplier costs that change often.
- One person holds the pricing spreadsheet and everyone waits for them.
- Quotes go out with old prices because nobody re-priced them.
- Accepted quotes are retyped into the job or order system.
Use Xero quotes, PandaDoc or Quotient
For fixed-price items, standard terms and a nice PDF, these are quick to set up and cheap to run. Your accounts package may already include quotes. Check that first.
What moves the price
- How many pricing rules there are, and how many exceptions to them.
- Whether supplier costs arrive by feed, by file or by hand.
- What the quote has to connect to: the accounts, a CRM, a job system.
- Whether customers accept and pay online, or the office does it for them.
Questions about quoting software
Can you turn our pricing spreadsheet into a quote builder?
Yes, and that is the usual starting point. We read the spreadsheet formula by formula, write the rules down, and check the new system gives the same totals on a set of past quotes before anyone uses it.
Can quotes expire and be re-priced?
Yes. Each quote carries an expiry date. After that, it can be re-priced at current costs as a new version, with the old one kept for reference.
Can customers accept and pay online?
Yes. The customer gets a link to the quote, accepts it, and pays a deposit or the full amount through Stripe. The office sees it straight away.
Will the PDFs look like our current quotes?
They can. We build the PDF from your current layout, terms and branding, or tidy it up if you'd like a change.
Send us the pricing spreadsheet
On a free call, show us how a quote gets priced today. If a packaged quoting tool would do it, we'll tell you that.