From sales conversation to quote

Quotes rarely sit waiting because the customer says no. More often, writing up is too slow, there is no next step or it is unclear what exactly is in it.

A good process solves that: send quickly, write clearly and follow up actively. The rest of this guide walks through those steps.

Know beforehand who you are talking to, what was discussed before and which products may fit. Bring your catalogue, or have it on your phone.

• Look up previous contacts.
• Think of questions about measurements, timing and budget.
• Check that you may record and tell the customer.

Look at the customer, not at your notepad. Let the recording run and say important values out loud: "So 12 panels, on the tiled roof at the back."

Take photos of what is relevant. One photo often saves a second visit.

Turn the conversation into four things: wishes, facts, objections and agreements. Then the lines follow:

1. Choose the items from your own catalogue.
2. Let quantities come from calculation rules wherever possible.
3. Check prices, discount and VAT.

The AI listens and suggests. You check. Amounts come from your catalogue and formulas.

Start with a short summary of what you heard. Then the specification, the total, the validity, the payment terms and the next step.

Use the customer's language: in their words, and also literally: a German customer gets a German quote.

Send the quote as soon as possible, preferably the same day. Use a link through which the customer can view and sign online.

Make a promise to yourself: always state the next step ("I'll call Thursday") and carry it out. Check whether the quote was opened and adapt your follow-up.

After approval, create an invoice from the quote, with its own consecutive number. Track the status: open, paid or cancelled. A payment reminder belongs with it.

Never delete an invoice, cancel it.

Look at three things monthly: how long from conversation to quote, how many quotes are approved, and which ones sit waiting.

Compare salespeople with each other and learn from who does well. Adjust calculation rules and standard texts based on what you see.