Spreadsheet before
- Template workbooks copied for each opportunity
- Manual version control through folders
- Hidden sheets for cost build-ups
- PDF exports that drift from the editable source
Workflow
Replace Excel quotations when every revision becomes a new file
Quoting spreadsheets often mix commercial judgement, cost build-ups and presentation. That combination is powerful until multiple people revise the same deal.
The problem
Replace Excel quotations
Customers receive conflicting versions, margin logic is easy to break and nobody can see which quote is live. Assumptions hide in cells that look like ordinary numbers, so later work starts from the wrong basis.
Signs Excel has been outgrown
- Quote filenames include dates, initials and "final"
- Pricing assumptions are not obvious to reviewers
- Approval is an email reply rather than a recorded decision
- Won quotes are re-typed into delivery systems
- Margin checks happen after the quote has already gone out
- Historical quotes are hard to compare honestly
Managed app after
- One quote record with revision history
- Clear commercial vs technical fields
- Approval steps with named decision makers
- Handover into delivery without re-keying the whole deal
What a replacement can include
- Quote headers, line items and revision notes
- Status from draft through issued, accepted or declined
- Permissioned access for sales, estimating and managers
- Captured assumptions that travel with each revision
- Optional margin visibility for internal roles only
- Clean exports for customer-facing documents
Why not just add more formulas?
Protecting sheets and adding macros rarely stops version sprawl. A managed quoting app treats each revision as a controlled record instead of another file copy.
Who it suits
- Manufacturers and fabricators
- Contractors preparing priced proposals
- Service businesses converting site surveys into quotes
Managed service
Each app is built around your workflow. The plans set the size and access model, while your assessment decides which useful features belong in the app. Hosted plans include hosting, maintenance and ongoing support so your team is not left maintaining fragile workbooks.
Pricing context
Every project starts with a £295 Spreadsheet Assessment (excl. VAT). If you proceed, that fee is credited before VAT. Eligible managed plans such as Business (£399/month) include hosting and support.
FAQ
Ready to assess your spreadsheet process?
Start with a free fit check, then a Spreadsheet Assessment for a clear replacement plan.