Job quote-pack-from-customer-brief · revised 11 October 2026
Produce a batch of customer quotations from your price list and briefs
Each customer brief (a reference, item codes and quantities) becomes one checked quotation in your template, with totals worked from your price list and rules and a proof sheet of every calculation.
You might be seeing
- Two quotes for the same item show different prices
- A quote went out with a field code or a blank where a price should be
No passwords, keys, card details or admin invites needed to start.
What usually happened
Quotations written by hand from a price list copy a stale price, multiply the wrong quantity, or round line by line in one document and on the total in another. Each is a separate file, so nobody sees the pattern. A mail-merge template can make it worse: merged numbers arrive without currency symbols and with whatever number of decimals the source cell held.
Who it’s for: A small trade, supply or services business owner, or an office manager, who writes quotations by copying prices from a list into Word or Excel.
Usually starts when: A busy season or a campaign needs dozens of similar quotations, and hand-copying produces wrong quantities, out-of-date prices and inconsistent layouts.
The result: You receive one quotation document per brief in your approved template, showing your customer reference, with each line looked up from your price list and each total worked by the rounding, discount and tax-rate rules you give us. A proof sheet lists every brief, lookup and calculation, and you keep the template and the workbook we build for your batch, to repeat the process.
Check whether this job fits
Answer these without sending any file. Nothing is submitted unless you choose to contact us.
Checks you can run yourself
Calculate three quotes by hand
Take three recent briefs and work out the lines and totals using your price list and your rules. Note every step, including the rounding.
Look for: Any step where you made a judgement. Those steps are the ones that cannot be automated without a written rule.
What you get
- One quotation document per brief that can be quoted, in your template, showing the customer reference
- A proof sheet: for each quote the brief, the lookups, the line totals and the grand total
- The Word template with its merge fields and the workbook that works out the lines, both built for your batch, so you can add names and addresses yourself and run further batches
Included
- One approved Word template, one price list in a spreadsheet with a unique item code, and up to 40 customer briefs in one structured table that holds a customer reference, item codes and quantities only
- Lookup rules, quantity breaks if your list has them, one discount rule, one rounding rule and the tax rate, all stated by you in writing
- Merge each brief into its own Word document with your customer reference where the name and address will go, and not send any of them
- A proof sheet and an exceptions list for briefs that cannot be quoted, such as an item code missing from the price list
Not included
- Customer names, addresses, email addresses, phone numbers or any other personal data: they are not accepted at all, and adding them to the quotations is your step
- Setting prices or discounts, deciding the tax treatment, or advising whether a quotation is legally binding
- Sending quotations to customers or following them up
- Writing contract terms or legal wording for the template
- Connecting to a customer-relationship, stock or accounting system
- Quotes whose prices depend on a judgement you cannot write down
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
For ten agreed test briefs, including a zero-quantity line, a quantity at a break point and an item missing from the price list, the quotation lines and totals equal the figures you calculated by hand under the same rules, and the missing item is on the exceptions list.
Evidence: The test table with brief, expected figures, produced figures and a pass or fail mark.
No quotation contains a blank price, an unfilled merge field other than the name and address fields you complete yourself, or a price that is not on the supplied price list.
Evidence: A scan of all documents for unfilled fields and a comparison of each line price with the price list.
Every quotation shows the layout of the approved template, with currency symbols and decimals as agreed.
Evidence: A sample of documents compared with the template.
The sum of the quotation grand totals equals the sum of the totals on the proof sheet, and a reviewer who did not build the workbook recomputes a sample of quotations from your price list, rules and briefs and gets the same figures.
Evidence: The reconciliation on the proof sheet and the reviewer's recomputation of the sample.
Sign-off. You read a sample of quotations, check three against your own calculation and sign off in writing. Payment follows sign-off. We send nothing to your customers.
If it fails. If the agreed checks do not pass, you do not pay for this fixed scope. If your prices turn out to depend on a judgement that cannot be written down, we explain why, hand back what we have and agree whether to re-quote or stop. No surprise work.
When it fits, and when we stop
It fits when
- Your price list has one unique code per item, and you can state the discount, rounding and tax-rate rules in writing
- A person in your business approves each quotation before it is sent
- Each brief can be reduced to a customer reference of your own, item codes and quantities, with no customer names, addresses or contact details in anything you send us
We stop and tell you if
- Prices depend on a judgement for each quote that you cannot write down
- The price list has no unique item codes and none can be added
- The quotes need regulated content, such as for insurance or credit
- The briefs cannot be separated from customers' names or contact details
What could go wrong
We never send anything. The documents, template and workbook are new files; if you do not want them, delete them. Your price list and existing templates are not changed.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| A total is wrong by a penny because of how rounding is applied. | Your rounding rule is written down, applied with a rounding function in the workbook, and tested on cases that fall on the boundary. |
| A quote goes out with an unfilled merge field or a missing price. | A brief with a missing code is put on the exceptions list and never given a blank or guessed price, and each quote is checked for unfilled fields. |
| An out-of-date price list is used. | The proof sheet records the price list version supplied to us, and you confirm that it is current. |
| Customer names or contact details reach us in a brief. | Briefs carry a customer reference only, and you confirm in writing that nothing else is included. If personal details appear we stop, do not process them and agree with you how the file is returned or deleted. |
A reviewer who did not build the workbook recomputes a sample of quotations from your price list and rules. A person in your business reads each quotation before it is sent.
How we deliver
We arrange the work and independent review, then show you the result against the agreed checks. You keep authority over your systems.
- Agree the template, the price list structure, the written rules and ten test briefs in writing
- Build the workbook that looks up each item and works out line and grand totals by your rules
- Set up the template merge fields and number formats so that currency symbols and decimals show correctly
- Run the ten test briefs and compare them with your hand-calculated totals
- Produce the full batch with a proof sheet, listing any brief that cannot be quoted
- Have an independent reviewer recompute a sample of quotes, then hand over
This is a one-off job, not a subscription. We confirm eligibility, the total price, a start window and a delivery date before you accept. Work starts only after the agreed files, the secure handling route and the acceptance checks are written down. An enquiry creates no charge or booking. We give no legal, medical, financial or tax advice.
Need to keep it working?
If you need a batch every month, the same process can be agreed as a recurring service. That is a separate quoted agreement.
Ongoing work is separately scoped and quoted: no monitoring, response-time guarantee or automatic subscription is included in this job.
Explore an ongoing engineering lane, or mention the responsibility you need in your enquiry.
What you can check
This is a new service. We have not delivered this job for a client yet.
Other ways to get this done
- Word can merge rows of an Excel spreadsheet into letters and other documents. For a simple layout without calculations, Microsoft's mail merge guide may be all you need. support.microsoft.com
- If you quote often, accounting or quoting software may already have a quotation feature. Compare it with your own rules before paying for a one-off batch.
Questions
Do you decide the prices or discounts?
No. You give us the price list and the rules in writing. We apply them and show every calculation.
Do the quotations carry my customers' names and addresses?
No. They carry your customer reference. We never receive names or contact details, and you add them yourself using the template we hand over.
Can you send the quotations to customers?
No. We return the documents to you. A person in your business approves and sends them.
Is the quotation legally binding?
We cannot advise on that. Check the wording of your own terms with someone qualified to advise you.
Can I run another batch myself later?
Yes. You keep the template and the workbook we build for your batch, with notes on how to refresh them.
Send an enquiry
Send us
- A description of your quotation, the number of items on the price list and how many quotes you need
- Your discount, rounding and tax-rate rules in words, with three invented example quotes and their totals
- No price list, customer details or template in the first enquiry
Later, once you agree
- The template, price list and briefs (customer reference, item codes and quantities only) through the secure handover route we agree in writing, with confirmation that you may share them
- Your rules in writing and ten test briefs with totals you calculated by hand
- A named person to approve the batch
You keep ownership of every file we work on and of what we return. No upload portal exists yet, and the first enquiry never includes documents: send a description, counts and an invented or redacted sample only. Work can start only after we have agreed with you, in writing, a secure way to hand the files over, who may see them, how long we keep them and how we delete them. If we cannot offer a way you are comfortable with, we decline and nothing is charged. Files may be handled by automated software, including services run by other companies, and we tell you which in writing before any file moves. We work on copies, never on your only original, and we do not send, publish or contact anyone for you. Your price list and template are confidential business files, and the same rules apply to them.
Email fallback: open your mail app
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