Can a quote include optional items?

Yes. Lines can be marked optional or offered as alternatives, and the customer chooses between them when accepting online. The accepted version is the one that carries forward.

Can we attach drawings, photos or specifications?

Yes. Files can be attached to the quote or included in the proposal PDF, and they stay on the quote and the customer record afterwards.

What happens when a customer accepts?

The deal moves to won and its owner is told. With the accounting integration, the customer and a draft invoice or order can be created in Xero, Sage or QuickBooks automatically.

Is online acceptance legally binding?

It records who accepted, when and exactly what they saw, which is usually what a business needs. Whether it forms a contract depends on your terms, so check them with your adviser.

We need to estimate from materials and labour. Will it do that?

For price-list and service quoting, yes. Estimating from bills of materials, live stock costs and production routings is part of CubeERP, which shares CubeCRM’s data model, so you can start with CubeCRM and move up later.

Quotes built from the price list on the customer record, rather than copied from last month’s Word file.

Early access

Quoting and Proposal Software in Hampshire

Quoting and Proposal Software for businesses across Hampshire. Cube Systems supports Southampton, Portsmouth and Winchester with implementation, data migration and UK-based support. Talk to us on 01234 672 617.

Part of CubeCRM
cubecrm.co.uk
Hampshire
01234 672 617

Book a walkthrough About CubeCRM

We work with businesses right across Hampshire, and the pattern is a familiar one: a system that was right when it was bought, extended past the point of sense, and now propped up by spreadsheets nobody wants to own. Quoting and Proposal is the part of that most people want to fix first.

For many businesses the quote is where the sale is won or lost. It sets the price, it is what the customer compares, and it is often the only written record of what was agreed. Yet it is usually a Word or Excel template, copied from the last similar job and saved wherever its author keeps things. CubeCRM builds each quote on the deal from one maintained price list, with customer pricing and volume breaks applied for you, and sends it as a branded PDF or proposal from the customer record. Revisions are kept with who changed what, discounts beyond your limit go to a manager, follow-ups are booked before the quote expires, and the customer can accept online. Acceptance marks the deal as won and can create the customer and a draft invoice in Xero, Sage or QuickBooks.

Every
Revision kept, with who changed what
Online
Acceptance that marks the deal as won
Booked
Follow-ups before each quote expires

What it does

Inside quoting and proposal software

The parts of CubeCRM that make up quoting. Everything here shares one data model, so nothing needs re-keying between them.

One price list
Products, services, labour rates and bundles held centrally, with customer-specific prices and volume breaks applied automatically, so nobody quotes from last year’s figures.
Documents in your branding
Quote and proposal templates with your terms, cover letter, photographs and drawings, sent by email from the customer record.
Revisions and approvals
Every version is kept with what changed and who changed it. Discounts beyond a threshold need sign-off, and the reason is recorded against the quote.
Accepted online
The customer accepts from a link, choosing between any optional lines. Who accepted and when are recorded, and the deal moves to won.
Chasing that happens
Follow-ups are scheduled before a quote expires, high-value quotes escalate, and each person has a list of everything still outstanding.
Straight into the accounts
An accepted quote can create the customer and a draft invoice or sales order in Xero, Sage or QuickBooks, so finance picks it up without retyping it.

In practice

Problems this actually solves

Anonymised, but not invented. These are the situations businesses describe to us before they change anything.

Quotes copied from the last job
The situation
A commercial kitchen installer built each quote in Word by copying the last similar one. Prices were sometimes out of date, a previous customer’s name occasionally slipped through, and finding last year’s quote meant asking around.
What changed
Quotes are built from one maintained price list on the customer record and produced from a single template, so there is no earlier document to copy from and old quotes are a search away.
Discounts nobody signed off
The situation
A trade supplier let salespeople discount freely to win work, and margin on some long-standing accounts had worn away for years before anyone noticed.
What changed
Discounts beyond an agreed level go to a manager for approval with a reason, and the discounts given can be reported by salesperson and customer.
Quotes that were never chased
The situation
An events company sent quotes and waited. Chasing depended on each person remembering, so in a busy week it did not happen.
What changed
Follow-ups are booked automatically when a quote goes out and escalate by value, so every quote is chased before it expires.

Local coverage

Quoting across Hampshire

Our Hampshire coverage includes Southampton, Portsmouth, Winchester, Basingstoke, Andover and Eastleigh, and the SO14, SO15, SO16, SO17 and SO18 postcode districts. If you are in Hampshire and not on that list, we almost certainly still cover you, so ask.

Postcode districts

SO14
SO15
SO16
SO17
SO18
SO19
SO30
SO31
SO40
SO41
SO42
SO43
SO45
SO50
SO51
SO52
SO53
PO1
PO2
PO3
PO4
PO5
PO6
PO7
PO8
PO9
PO14
PO15
PO16
PO17
RG21
RG22
RG23
RG24
RG25
RG26
RG27
RG28
RG29
SP10
SP11
SO20
SO21
SO22
SO23
SO24
SO25
SO32
GU11
GU12
GU13
GU14

Areas we cover

Southampton, Portsmouth, Winchester, Basingstoke, Andover, Eastleigh, Fareham and Gosport.

Getting to you

Roughly 80 miles from our office in Olney, Buckinghamshire. Discovery, training and go-live are done on site as standard - not because it looks good on a proposal, but because most of what a system needs to know is learned in the building.

Quoting elsewhere in Hampshire

How it happens

What implementation actually involves

The same process wherever you are, and for Hampshire it is done in person.

Discovery
A structured session mapping how you work now - the systems, the spreadsheets and the bits held together by one person’s memory. We come back with what the platform covers as standard, what needs configuration, and what needs building.
Configuration
Your structure, sites, roles, approval chains, document templates and permissions set up to match the business - not a demo tenant with your logo dropped on it.
Data migration
Existing records brought across and reconciled: customers, stock, bills of materials, employees, holiday balances, contracts. We migrate, you check, then we cut over.
Training & rollout
Role-based training so people learn the parts they actually use, with a pilot team first where it makes sense. Documentation and short screen recordings left behind for new starters.
Ongoing support
UK support from the people who built the platform, with a named contact, agreed response times, and a product roadmap you can influence.

You might call it something else

Quoting goes by a lot of names - if you searched for any of these, this is the page you wanted.

Quotation software
Proposal software
Quote management software
Quote builder
Online quote acceptance

Questions

The things people ask first

Yes. Lines can be marked optional or offered as alternatives, and the customer chooses between them when accepting online. The accepted version is the one that carries forward.
Yes. Files can be attached to the quote or included in the proposal PDF, and they stay on the quote and the customer record afterwards.
The deal moves to won and its owner is told. With the accounting integration, the customer and a draft invoice or order can be created in Xero, Sage or QuickBooks automatically.
It records who accepted, when and exactly what they saw, which is usually what a business needs. Whether it forms a contract depends on your terms, so check them with your adviser.
For price-list and service quoting, yes. Estimating from bills of materials, live stock costs and production routings is part of CubeERP, which shares CubeCRM’s data model, so you can start with CubeCRM and move up later.