Editor’s Note: This blog post was originally published in November 2011 and has been fully updated and improved in October 2024 to be comprehensive and easily understood.
Imagine the moment when a product catches the eye of a potential buyer, and all that’s needed is a well-crafted sales quote to seal the deal. In the following, we will present 5 simple steps for creating one. We will be using the example of a real client, bountifulpantry.com. But before we dive into the steps, let’s clarify what a sales quote is. A sales quote is a formal document that outlines the pricing and details of products or services offered by a seller to a potential buyer. It’s a crucial part of the sales process, helping both parties align on expectations. Check our knowledge base article for more detailed information.
To make this clear, we’ll walk through a scenario involving bountifulpantry.com, a small business based in Nantucket, MA. They produce and sell delicious handmade soup products and Gluten-Free Meat Mixes. Recently, Bountiful Pantry has been using Megaventory’s modules to streamline its workflow. Now they are looking to issue a sales quote for one of their clients.
Their imaginary client, Hyper Supermarket, is interested in purchasing a large supply of Bountiful Pantry’s products to stock in their stores. Pet, an employee at Bountiful Pantry, is responsible for preparing this sales quote. On the receiving end is Maria, an employee at Hyper Supermarket, who needs clear pricing and product details before placing the order.
By walking through the steps, you’ll see just how simple and efficient the process can be.
Step 1: Find the Template in Megaventory
Pat, an employee at Bountiful Pantry, receives a request from Hyper Supermarket for 100 units of their delicious handmade soup. Eager to meet this demand, Pat navigates to the Sales Quote section of their system to initiate the process. With the click of a button, Pat creates a draft, seamlessly accessing all relevant client data linked to Hyper Supermarket. This information allows Pat to ensure that the quote is accurate and tailored to the supermarket’s specific needs, laying the groundwork for a successful transaction.


Step 2: Add Your Client To The Sales Quote
First, Pat created a draft for the sales quote. This allows him to easily retrieve all related client data by selecting Hyper Supermarket from the Client menu. This feature simplifies the workflow significantly, as Pat can access important information, including the contact person, without having to search through multiple records.

Once he has selected Hyper Supermarket, it becomes a straightforward task to fill in the details of the order. Pat enters the Black Bean Soup code (SKU) and inputs the quantity requested, which is 100. This streamlined process enhances efficiency and accuracy in preparing the sales quote. This design helps Pat prepare a professional and accurate quote for Hyper Supermarket, facilitating a smoother transaction process.

Step 3: Add Any Remarks to The Sales Quote
As Pat finalizes the sales quote, he adds remarks about the transaction. He notes that the total price will include sales tax, informing Hyper Supermarket of any additional costs. Pat also reminds them of the delivery lead time, stating that the soups will be prepared fresh and need a few days for processing before shipment. This attention to detail clarifies expectations for the order. By including these remarks, Pat ensures both parties are aligned on the sale terms, paving the way for a successful business relationship.
Step 4: Save and Update it
After Pat enters all the necessary information, he clicks “Save and Update,” securely storing the editable draft of the sales quote. Once Hyper Supermarket receives it, Maria can review the quote and request any changes to better fit their needs. This collaborative process allows for modifications at any time, accommodating Maria’s additional requests. This flexibility enhances communication between Bountiful Pantry and Hyper Supermarket and fosters a more responsive, customer-oriented service experience.
Step 5: Acceptation from Both Sides
Once Maria reviews the sales quote, she finds everything in order and gives her approval. Simultaneously, Pat confirms the details on his end, ensuring that both parties are aligned on the terms of the transaction. With both Maria and Pat accepting the quote, the process wraps up efficiently, completing the sales quote stage. Following this acceptance, a sales order is automatically generated, marking the transition from quote to order. This streamlined workflow saves time and ensures accurate documentation, facilitating smooth processing and fulfillment of the order by Bountiful Pantry

3 Common Mistakes to Avoid
- Lack of Clarity and Detail: Watch out for vague descriptions of products or services. This could lead to misunderstandings and misaligned expectations. Always make sure that each item in the quote is clearly described, including specifications. Add any relevant details that clarify what the customer is purchasing.
- Pricing Mistakes: Keep an eye out for errors when it comes to pricing. It could be incorrect unit prices, missing discounts, or failure to include additional fees. Double-check all pricing before sending the quote and include taxes, shipping costs, and any other fees that could be relevant.
- Not Utilizing Technology: Relying solely on manual processes can lead to mistakes and inefficiencies. That’s why using management software that includes quote management and templates is important.
In Summary
The sales quote process illustrated through Bountiful Pantry and Hyper Supermarket highlights the efficiency and ease of using Megaventory. By following the outlined steps, businesses can streamline their transactions, ensuring both clarity and professionalism.
Utilizing the intuitive user interface of Megaventory simplifies tracking the pre-sale process. So, what does this mean for you? It means you can better organize your sales efforts from anywhere, save valuable time, and minimize mistakes during the early stages of your sales process. By leveraging these tools, you can enhance your operational efficiency and foster stronger relationships with your clients, ultimately driving greater success for your organization.
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Sarah Moore is a Digital Marketer for Megaventory the online inventory management system that can assist medium-sized businesses in coordinating supplies across multiple stores.