You want to present your quotation in a professional-looking document, but it shouldn't take you hours to accomplish this. Wouldn't it be great if you could create your quotation in just a few clicks?
Building blocks
The way to do this is to use so-called building blocks in Microsoft Word. Building blocks are blocks of text, images or objects that are stored in a gallery so that they can be quickly added to a Word document. 'Quick parts' and 'Auto text' are two examples of galleries where you can save your building blocks. Building blocks are great for creating documents that you use regularly, but that differ in the way they are built each time.
Building your quote
You simply put together your quotation by building it with all the relevant building blocks you have stored in the galleries in Microsoft Word. For your sales quote, for example, select the property you are offering and add the various components and options you want to offer. A final check and perhaps add a personal touch to the document and the quotation is ready to send. Since the information in the quotation will probably come from your ERP or CRM system, consider implementing an import function to take the quotation from your ERP or CRM system and put it into Microsoft Word. This makes the process even better.
The benefits
This is why you should at least consider using building blocks in Microsoft Word for creating quotes:
It saves you time: Producing quotations is part of the daily work in the back office. How long does it currently take to prepare a quotation? Calculate how much time you could save every day if it only took you a few minutes.
It prevents errors in quotations: Set your building blocks correctly and all your quotes will be sent without spelling mistakes, counting errors, strange formatting, etc.
You exceed customer expectations: Surprise your customers with a professional-looking quote that lands in their Inbox faster than they can imagine.
You increase the success rate on quotations: All of the above contribute to the most important benefit of building blocks: the conversion rate from quote to order will increase because you are able to present a great looking quote to your customers instantly.
As Product Owner, Joan Gaastra has the wheel in his hands at Dysel. He determines which functionality will be developed and where the priorities lie.
