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Beagle Software

Quoting

Quoting software for small businesses that want to know where every quote stands

A quote is often the first piece of paper a customer sees from you, and the one most likely to vanish into an inbox. You price the job, attach a file, and then wait without knowing whether anyone has looked at it.

Beagle CRM builds the quote from your own price list, sends it as a tidy PDF, tells you when it has been opened and reminds you before it lapses. Every quote sits on the lead it was written for, so the sales pipeline updates itself as quotes go out and come back.

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The problem

Why quotes go quiet

  • Pricing from memory.

    Each quote is rebuilt in a spreadsheet or a word processor, so the same product ends up at three different prices.

  • Discounts with no ceiling.

    Anyone can knock a fifth off a line to win the job, and nobody notices until the margin has gone.

  • No idea if it was read.

    Once the email leaves, you can't tell an unread quote from one the customer is weighing up.

  • Expired offers still in play.

    Old prices linger in customers' inboxes long after the date you meant them to stop.

What's included

What the quoting tools do

  • Lines from your catalogue

    Search your products as you type and the name, price and VAT rate drop in. Add free-text service lines for labour or one-off work.

    How the product catalogue works

  • Per-line discounts

    Take a percentage or a fixed amount off any line. A customer's default discount fills in on each new line you add.

    Discounting quote lines

  • A discount limit for the team

    Set a maximum discount for non-admin members. A line over the limit won't save; admins aren't capped.

    Setting a discount limit

  • PDF with your branding

    Your logo, the valid-until date, a discount column only when a line is discounted, your notes and your terms of sale. VAT is shown when you're VAT-registered.

    What the quote PDF shows

  • Email it from the CRM

    Sent to every contact on the lead who's set to receive emails, with the PDF attached and your own intro text. Replies go to the quote's owner.

    Sending quotes by email

  • Opened tracking

    A quote moves from Sent to Viewed when the email is opened, with a view count and the time of the last view.

    How opened tracking works

  • Expiry you can see

    Every quote has a valid-until date. Filter for expiring and expired quotes, and get them in your daily digest email.

    Valid-until dates and expiry

  • Revisions

    Revise an open quote and Beagle creates a new numbered copy, marks the old one superseded and keeps it on file.

    Revising a quote

  • Optional: acceptance in the portal

    If you've invited the customer to their project portal, they can accept or decline the quote there with a comment, and you're notified.

    Quotes in the project portal

  • Follow-up on autopilot

    Sending a quote sets a follow-up date on the lead three days out. Switch on the Quote Sent Follow-up automation to get a task as well.

    The Quote Sent Follow-up automation

  • Won quotes keep moving

    Marking a quote won raises a confirmed sales order, lines and discounts included. You can also invoice it straight away.

    From quote to paid invoice

How it works

One quote, from blank page to yes

Take a landscaping firm asked to price a back-garden redesign: new patio, turf and planting.

  1. Start from the enquiry.

    The enquiry is already a lead. Open it and create a quote, so the customer and lead are filled in. Pick a valid-until date four weeks out.

  2. Build the lines.

    Search the catalogue for the paving slabs and turf, and their prices and VAT rates come in. Add the labour as free-text service lines. The customer is a regular, so their usual ten per cent comes up on each new line.

  3. Check it before it goes.

    The estimator tries to take thirty per cent off the patio labour. The firm caps member discounts at fifteen, so the line is flagged and won't save until it's brought back within the limit.

  4. Send it.

    Send Email attaches the PDF, with the firm's logo and its terms of sale, and sends it to the customer's contacts on the lead. The quote shows as Sent, and the lead gets a follow-up date three days away.

  5. See it opened.

    Two days later the quote turns to Viewed. The owner calls while the customer still has it open in their head.

  6. Change the scope.

    The customer wants a smaller patio. Revise creates a new quote number with the same lines to edit, and the first version is marked superseded rather than deleted.

  7. Get the yes.

    The customer replies to say go ahead, and the owner marks the quote won.

    Optional: had the firm invited them to a project portal for the job, they could have accepted the revised quote there, with a comment about start dates. Either way, the firm then has a sales order raised from the quote, with no re-typing.

What it doesn't do

The honest edges

There's no "accept" button in the quote email. The email asks the customer to reply to accept or ask questions, and you mark the quote won. Clicking to accept online only works for customers you've invited to a project portal, and it's a recorded confirmation (who accepted, when, and from which IP address), not a legal e-signature.

Opened tracking depends on images loading. A customer whose email blocks images can read the quote without it ever showing as Viewed, and some mail apps open emails automatically, so Beagle ignores views in the first thirty seconds after sending.

Quotes don't expire on their own. The valid-until date is printed on the PDF and flagged in lists and your digest, but an out-of-date quote stays open until you close it.

There are no reusable quote templates and no optional or alternative lines for the customer to tick. Each quote belongs to a lead, so a one-off price for an existing customer still starts with a lead.

Pricing

Quoting is in the one plan

£29 per user per month, or £290 per user per year (two months free)

Quotes, PDFs, tracking, the portal and everything else are included, with no add-ons.

All prices exclude VAT.

See pricing in full

Questions, answered

Frequently asked questions

How does a customer accept a quote?
Most reply to the quote email, which goes to the quote's owner, and you mark it won. Optionally, customers you've invited to a project portal can accept or decline the quote there with a comment, and you're notified.
Will I know when a customer has opened my quote?
Usually. The quote email carries a tracking image, and the quote moves to Viewed when it loads. If the customer's email blocks images, it won't register, so treat Viewed as a good sign rather than proof.
Can I stop staff giving away too much discount?
Yes. Set a maximum discount percentage for members in Organisation Settings. Any line over it, by percentage or fixed amount, is rejected when the quote is saved. Admins can go above it.
What happens when I change a quote after sending it?
Use Revise. Beagle makes a new quote with its own number and the same lines, ready to edit, and marks the earlier one superseded. Superseded quotes are hidden from the customer portal, so the customer only sees the current version.
Does the quote PDF show VAT?
Yes, when your organisation has a VAT number. VAT is worked out per line from each line's rate, after any discount, and your VAT number appears on the PDF.
Can a won quote become an invoice?
Yes. Marking a quote won raises a confirmed sales order, and you can invoice from that order or straight from the quote. Lines, prices and discounts carry across.

Related

Send a quote you can keep an eye on

Try every quoting feature free for 14 days, with no card needed, or book a demo and we'll build one of your real quotes with you.

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