Treat each issued quotation as a identifiable version and record what was approved. A clear history helps staff distinguish a draft, an issued offer and an accepted revision. Changes should not silently alter the basis of work already agreed with the customer.
What could this look like in practice?
A customer accepts a quotation, then requests an additional service. Staff prepare a revision showing the changed scope and price. The system retains the earlier version and records the decision on the new one, giving the office a reliable basis for creating the job.
Where should you start?
- Separate drafts from issued versions.
- Record the scope and values for each issue.
- Link a decision to the exact version.
- Agree how additional work changes the job record.
Questions and answers
Can approval happen online?
A proposed system could collect a response through a customer view or confirmation process. Define how identity, version and decision are recorded and what your business considers sufficient evidence.
What if only part of a quotation is accepted?
Specify whether partial acceptance is allowed and how the accepted items form the job. Do not leave staff to infer the scope from an informal note.
Would we need bespoke software?
Not necessarily. First check whether suitable existing tools or a change to the process can meet this requirement. A dedicated system is worth investigating where an important gap remains. Demonstrate your normal workflow and an exception so the proposed approach can be assessed against real work.
What affects the cost?
The scope, user roles, information handled, integrations and testing requirements all affect the work involved. Hosting, maintenance and support also belong in the overall budget. Agree the essential first release before requesting an estimate; a generic price cannot establish what your particular project needs.
Plan a useful next step with Digital Solutions
Bring a typical record and explain where work gets delayed, repeated or handed over. Digital Solutions can help define a practical software requirement around those tasks. Agree what a successful first version should achieve, how staff will test it and who will maintain the process after launch.
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