# Quotes in minutes

> Three options in a few clicks, taxes and rebates calculated, a detailed quote with its terms that the customer signs on their phone, deposit included, and the order created.

Page: https://www.visiona.ca/en/solutions/quotes  
Français: https://www.visiona.ca/solutions/soumissions.md

**Who it is for**: Sales teams that sell installations or projects

See the demo: https://www.visiona.ca/solutions/soumissions/demo (Demo on fictional data.)

## The problem

Each quote is built in a spreadsheet, copied into a document, then sent as a PDF.

- Hours per quote
- Prices or taxes out of date
- Customers who wait, and sign elsewhere

## What changes

The rep builds three options on site; the customer picks one, signs and pays the deposit online.

- A quote sent the same day
- Prices and taxes always right
- The order created without keying it again

## How it works

- Your catalogue and prices are read from your system
- Your rules calculate options, taxes and rebates
- The customer receives a detailed page in their name, with the terms
- They sign and pay the deposit; the order is created

## Anonymised use case: A residential and commercial installer, 60 quotes a month

Each quote is built in a spreadsheet, copied into a document, sent as a PDF by email, then followed up by hand; once signed, the order is keyed again into the ERP.

| Per transaction | Before | With the brain |
|---|---|---|
| Build a three-option quote | 45 min | 8 min |
| Calculate taxes and rebates | 10 min | automatic |
| Morning follow-up list | 45 min | 0 min |
| Create the order after signing | 15 min | automatic |
| 60 quotes a month | 70 h | 8 h |

### Mistakes the rules avoid

- Today's prices read at the source, never copied
- Minimum margin per option: a quote below the threshold waits for approval
- Rebate applied only to eligible equipment and programmes
- Taxes, deposit and quote validity (30 days) calculated
- Follow-up proposed at the right time, sent once a person agrees

### Exchanges avoided

- PDF back-and-forth by email for a correction
- The "did you get the quote?" and "is it signed?" calls
- Handing the signed order to the office for keying

About 60 hours a month given back to sales, and quotes sent the same day.

*Estimates from our projects, for one complete operation; your volumes change the total.*

## Custom built, from a proven base

This is not off-the-shelf software. The solution has already been built and run in production; your project starts from that code, then everything is fitted to your team:

- **Your integrations** built for your systems, through their API, not a generic connector.
- **Your data sources** your email, your ERP, your Excel files, as they are today.
- **Your rules** written in code with your team, then checked on last month's data.
- **Your interface** the screens, approvals and alerts your team needs, nothing more.

Starting from a proven base means a first result on your own data in the first week.

## What the solution includes

- Your catalogue, prices and costs are read from your system
- Up to three options per quote, built in a few clicks
- Taxes, rebates and programmes calculated by your rules
- A detailed page in the customer's name, with your terms, readable on a phone
- Electronic signature and online deposit
- The order is created in your ERP, without keying it again
- Unanswered quotes are followed up, once a person approves

## Systems already integrated, for example

- ERP or CRM: Epicor, Zoho, or the one you already use
- Accounting: QuickBooks, Zoho Books
- Email: Microsoft 365 and Outlook, Google Workspace
- Your current Excel price lists, to start

Each integration is built for your systems. Yours isn't listed? We integrate it through its API.

## Your first three sprints

1. **Connect** Your sources are connected and a first version runs on your real data.
2. **Rules** Your rules run on last month's data and are compared with what the team did by hand; every gap is explained.
3. **Release** One team uses it first, with every decision tracked, then we widen.

## Price

**$1,500 CAD** per sprint, one week. One sprint = one usable feature.

- **Fixed price, known upfront** No hourly rate, no overruns.
- **Sprints on demand** Stop before the next invoicing cycle, no penalty.
- **You keep everything** Every feature delivered is yours, even if you stop.

## Our commitments

- **Working code every week** Every sprint ships something your team uses.
- **You own everything** The code, the database, the servers. No licence.
- **Rules you can check** Your rules written in code, every decision logged.
- **Fixed price, stop anytime** One feature a week, no long-term contract.

## Frequently asked questions

### Our prices change often. Is that a problem?

No. Prices are read at the source, in your system, when the quote is built: it always uses today's price.

### Does the customer have to create an account?

No. They receive a link to their quote, pick an option, sign and pay the deposit from their phone.

### How is the electronic signature proven?

Each quote has its own link. The date, the signed document and how the signer was recognised are kept, following the principles of Quebec's Act to establish a legal framework for information technology.

### Can we keep our quote template?

Yes. The customer's page uses your brand, your terms and your notices; we carry them over in the first sprint.

### Who owns the code?

You do. The code, the database and the servers are in your name from the first sprint. No licence, no per-user fee.

### Do we have to change our ERP or accounting software?

No. We work around your systems. If there is no accounting software yet, QuickBooks or Zoho Books is enough as the ledger.

### What happens if we stop?

Nothing breaks. You keep the code, the data and the documentation; another team can take over.

## Discovery questionnaire

Two questions to prepare our first conversation. One minute. https://www.visiona.ca/en/solutions/quotes#questionnaire

## Other solutions

- [Vacation and leave approvals](https://www.visiona.ca/en/solutions/vacation-approvals.md)
- [Automated supplier invoices](https://www.visiona.ca/en/solutions/supplier-invoices.md)
- [Technician dispatch](https://www.visiona.ca/en/solutions/technician-dispatch.md)
- [E-signature and contract management](https://www.visiona.ca/en/solutions/e-signature-contracts.md)
- [Automated bookkeeping and bank reconciliation](https://www.visiona.ca/en/solutions/bookkeeping-bank-reconciliation.md)