Excel Quotation Generator with Database
Excel Price Quotation Template to create proforma invoices easily. Export to PDF. Save time with product/service database. Track your past quotes.
In the daily business life cycle, companies send a Price Quote or Proforma Invoice prior to the actual completion of the sale. While a simple price quotation serves the same purpose, the proforma invoice is generally considered to be more professional. Depending on the circumstances, it may be also legally binding. You can use this Excel Quotation Template with Database for both purposes.
Moreover, there are certain elements to be included in a formal price quotation such as item description, prices, terms, date, and so on. Most companies use Excel spreadsheets to prepare price quotations and send their customers. If they agree on the terms, they proceed to complete the sale, and then a Commercial Invoice is needed as a record of the sale.
Why would I need this Excel Quotation Template instead of simple ones?
If you are using simple spreadsheet templates to prepare price quotes frequently, this tool may be a perfect fit for the following reasons:
- Professional and Well-Structured: A nice-looking and neat price quotation is more convincing and improves your company image. It also includes all the necessary elements so that you don’t forget anything.
- Save time preparing new quotes: This tool has a separate database section for your products/services which lets you “select” instead of making inputs every time. You just keep your database section updated and prepare new quotes in 30 seconds!
- Record your past quotes: Do you ever wonder what was the price you offered to XYZ customer? Instead of browsing through several documents, they are just recorded in this template. You can, later on, make analyses and create reports with this data.
This template has many more handy features such as easy Export to PDF, Show / Hide discounts with a button, assigning and recording the responsible person who created the quote, and so on. All these features are super easy to use and come with on-sheet instructions.
Main Features of the Excel Quotation Template with Database
Basically, our templates consist of 4 main sections:
- Quote Generator
- Product / Service Database
- Add/ Edit Customer Database
- Quotation Records & Tracking
The flow is: Input your product/service info in the database > Create your quotes in the generator section > Analyse your past proforma invoice in the quotation records section.
1. QUOTE GENERATOR SECTION
QUOTATION TEMPLATE – MENU BUTTONS
Create PDF: This creates a temporary PDF as you see your quote in Excel. It makes some controls before creating the PDF like checking the unique ID, Date, total amount, and so on. When you create a PDF, don’t forget to save it to the relevant folder on your computer.
Record Quote Data: This sends the quote data to the Tracking section so that you can analyze what / when / how did you quote on certain customers.
Add/Delete Rows: This button adds new rows or deletes the existing ones in the invoice.
Show Discounts: Discount field is optional and sometimes you may want to hide it if there is no discount on the item level. This button switches the Discount column.
Reset Form: This button deletes all the existing information on the quote, refreshes formulas, and makes it ready for a new quote. Use with caution.
EXCEL QUOTATION TEMPLATE WITH DATABASE – OTHER
Company Logo: This is a dummy logo. You can easily replace this one with your own.
Quote ID: You should use Quote ID for recording the quotes in Tracking Section. In order to be able to distinguish the separate quotes from each other, you should use a Unique Quote ID on each quote.
You can either write Quote ID manually at the top section of the form OR click the “Auto Generate” button to create a new ID quickly (you can also change the prefix)
Responsible Person: Responsible Persons will be recorded in the tracking section to be able to follow who gave the quote later on. You can add/remove the people list in the Dashboard section.
Products / Services Section: You can select your Product/Service items from the drop-downs when you click on the first row under Description. All relevant info will appear automatically according to the data you input into the Database section. You can change the Amount values specific to the current quote (don’t worry about formulas as they will be recreated when you Reset the Form). Currency is defined at Dashboard.
Instructions: You can show/hide instructions from the switcher at the top right section.
Show / Hide Total Discount Selector: You can Show or Hide Total Discount with this selector. The tool will automatically calculate the discount you input here by subtracting it from the total quote amount.
Show / Hide TAX Selector: You can Show or Hide TAX here with this selector shown below. The tool will automatically calculate also the amount of TAX you input and add the total amount.
Bank Information: This is an optional field in which you can input your company bank info such as SWIFT code, IBAN, Account No, and so on. You can hide this section if you don’t want to show it on your Proforma Invoice. (hidden in the image above)
2. PRODUCT / SERVICE DATABASE SECTION
Clickable Info Links in the PDF: This is a unique feature of this template. It is a perfect method to send product links from your website in your price quotation. So, your customer will be able to look at the details without asking you about each item. If you put the links in the Info column in the database, they will appear in your price quotation.
If you don’t want to use product links, you can put any other info in this column or leave it empty.
Unit – Unit Price – Currency: This info will appear automatically in your quotation when you select the relevant item while preparing your proforma invoice as shown below. A great time saver!
Unit and Currency are defined at Dashboard in order to ensure data consistency throughout your workbook.
3. EDIT CUSTOMER DATABASE SECTION
This section helps you to collect your customer information in the database. After you add all of your customer’s information, you can select your customer from the dropdown button on the customer info section.
4. EXCEL QUOTATION RECORDS & TRACKING SECTION
All this information comes from Quote Generator. Every time you create a new price quote and click the record button. Also, the tool informs that you recorded the quote data to the tracking section as shown below:
This is really useful if you want to keep track of your quotes, the responsible person, and the prices you offered.
Excel Quotation Template with Database Features Summary:
- Unique Excel Template to create professional Price Quotes
- User-friendly Proforma Invoice section
- Database section for faster quote preparation
- Tracking section for quote records
- Individual currency for each product
- Export to PDF feature
- Full Print Ready
- Informational notes included
- No installation needed, ready-to-use
- Works both on Mac and Windows
- Compatible with Excel 2010 and later versions
- Includes VBA code and macros
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