Quoting and invoicing
The quote you send is the first thing a client judges you on.
Most businesses quote in Word, price in Excel, and invoice somewhere else entirely. The numbers get retyped at least twice, the version that went out is not the version that got saved, and nobody can say afterwards which quotes actually won.
Generic invoicing software fixes the invoice and leaves the quote alone, which is the wrong half. The quote is where the margin is decided, where the approval rules matter, and where the pricing logic specific to your business lives.
Where quoting actually breaks
Your pricing has rules. The template has boxes.
Every business we have quoted for has pricing logic somebody carries in their head. Volume breaks. The rate this client has had since 2021. The margin floor nobody is allowed below without asking. The surcharge that applies only after hours, only in some suburbs, only for some work.
A template cannot hold any of that, so it lives with one person, and when that person is on leave the quotes go out wrong. Building the rules into the quote is not automation for its own sake: it is the difference between pricing knowledge that is owned by the business and pricing knowledge that is owned by an individual.
The second break is version drift
A quote gets revised three times. Which version did the client accept? If the answer involves searching an inbox, you have a dispute waiting to happen, and disputes about scope are almost always disputes about which version was agreed.
What changes
One record from enquiry to paid.
The useful version is a single record that starts as an enquiry, becomes a quote, gets versioned as it is negotiated, converts to a job or an order when accepted, and produces the invoice without anybody retyping a figure.
Accepted quotes carry their terms with them. Revisions keep their history. And because it is one record, the reporting nobody could previously produce becomes trivial: win rate by service, by salesperson, by client, and where quotes actually stall.
The scope
What gets built, and what we leave alone.
What gets built
- Quote builder with your pricing rules, not a blank template
- Volume breaks, client-specific rates and margin floors, enforced rather than remembered
- Versioning, so you can always prove what was accepted and when
- Approval rules for anything below the margin floor or above a threshold
- Branded quote documents that look like your business rather than like software
- E-signature acceptance, with the accepted version frozen
- One-click conversion to job, order or invoice with nothing retyped
- Win rate reporting by service, salesperson and client
- Xero, MYOB or QuickBooks sync for the accounting
What we will not build
- Accounting, BAS or tax lodgement. Xero and MYOB already do it and are certified for it
- A payment gateway. Use Stripe or your bank and we integrate
- E-signature cryptography. We integrate a real provider rather than inventing one
The rule. Anything regulated, certified or solved stays where it is. The pricing logic specific to your business is the part nobody can sell you, and it is the part worth owning.
The sum
Every subscription in the quote-to-cash chain, times sixty.
Do it on your own number
Count the quoting tool, the e-signature subscription, the proposal software and the per-user fees on all three. Businesses routinely run three products to do one job.
Common questions
Answered plainly.
How much does custom quoting software cost?
From $5,000 for a straightforward quote-to-invoice flow, fixed before anything is built. Premium at $9,000 covers pricing rules, approvals and reporting for most businesses. You pay once and own it.
Can it handle our pricing rules?
That is the reason to build rather than buy. Volume breaks, client-specific rates, margin floors, after-hours surcharges and the rules somebody currently carries in their head all become part of the system, so the quote is right whoever sends it.
Does it replace Xero?
No. Xero keeps the accounting and we sync to it. Rebuilding accounting would be daft, and Xero is certified for things a bespoke build is not.
Can clients accept and sign online?
Yes, through an integrated e-signature provider. The accepted version is frozen at acceptance, which is what makes it useful in a dispute rather than just convenient.
How long does a quoting build take?
Four to eight weeks. The pricing rules are the part worth taking time over, because a quoting system that gets the pricing wrong is worse than the Word template it replaced.
Where to next
Bring your last three quotes.
Including the one that got revised twice. Twenty minutes with those open tells us more about how your business prices work than any brief could, and whether a build is worth your money.