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Streamline Quote Creation and Approval with Quote Module

At Golden Eagle IT Technologies, we believe in creating solutions that make life easier for businesses and their clients. Our journey into building the Quote Module began with a simple goal: streamlining how organisations create and manage quotes.

Imagine a system that allows you to generate detailed project quotes effortlessly—where entering client details, adding line items, and calculating totals feels as seamless as sending an email. This is what our Quote Module offers. It not only captures all essential details, like project title, scope of work, and pricing but also provides a professional, customisable format that leaves a lasting impression on clients.

Our module ensures every quote is accurate, easy to understand, and simple to approve—saving time and improving transparency. With secure data storage, real-time approval tracking, and seamless integration with other workflows, we’ve redefined how organisations manage their quotes.

Problem Statement

For many organisations, generating and managing quotes is a tedious process riddled with inefficiencies and errors. Here are the common challenges we saw:

  • Manual Workloads : Team members spent hours creating quotes, often leading to mistakes in pricing or calculations.
  • Approval Delays : Clients found it difficult to approve quotes quickly due to outdated workflows.
  • Fragmented Processes : Disconnected systems made it hard to track approvals and manage client-specific data.
  • Lack of Transparency : Businesses struggled to provide clear, professional quotes, impacting client trust and satisfaction.

These issues created a ripple effect, slowing down operations, reducing productivity, and leaving clients frustrated.

Solution

Golden Eagle IT Technologies designed a Quote Module that puts the user experience first. By addressing the pain points of traditional quote management, our solution simplifies the process from start to finish.

Here’s what makes it stand out:

1. Effortless Quote Creation

  • Enter client details, project information, and scope of work in an intuitive form.
  • Add dynamic line items with fields for quantity, unit price, taxes, and discounts.
  • Upload images for clarity, giving clients a complete understanding of the quote.

2. Accurate Calculations in Real Time

  • Automatic calculations for subtotal, discounts, taxes, and grand total.
  • Live updates as changes are made, ensuring transparency and accuracy.

3. Customisable and Professional Layouts

  • Automatic calculations for subtotal, discounts, taxes, and grand total.
  • Live updates as changes are made, ensuring transparency and accuracy.

4. Digital Approval Workflow

  • Clients can approve quotes digitally through a secure link or OTP validation.
  • Real-time tracking of approvals, with statuses like "Accepted," "Rejected," or "Pending."

5. Seamless Sharing and Collaboration

  • Share quotes via email or generate public links for easy client access.
  • Manage permissions for secure collaboration with clients.

6. Integration with Other Workflows

  • Link approved quotes to inspection modules, ensuring pricing and details stay consistent.

7. Secure and Compliant Storage:

  • All client and project data is encrypted and securely stored, meeting data privacy standards.

Create/edit the form of a quote

Show page of quote - where we have the details of the quote which we have created

Customise email box

Email template - which will be received by the client with a public URL to verify the quote page

Verify the quote page - from where the customer can accept or reject the quote line items and approve the quote

Status of quote after quote approved

Quote layout page - to create the design of quote pdf using header, footer and quote details.

Index page of quote - where we have a listing of all quotes

Quote cover page - To design a quote pdf cover page(first page of quote) using macros, HTML and CSS

Quote Template

Feature Highlights

01
Dynamic line items for detailed product/service breakdowns.
02
Real-time pricing updates for accurate estimates.
03
Custom templates and layouts for a polished look.
04
Notifications for approvals and status changes.
05
Centralised library for frequently used line items.

Tech and Solution Stack

Backend

Ruby on Rails

Frontend

HTML, CSS, JavaScript

Database

PostgreSQL

Authentication

Devise, OAuth, and OTP services (e.g., Twilio)

Hosting

  • Cloud Hosting : AWS or Heroku ensures scalability and reliability.
  • Database Hosting : AWS RDS or Heroku Postgres for secure data management.
  • Backup : Regular automated backups with a disaster recovery plan.

Team & Support

We didn’t just build a tool; we built a team to support it:

  • Development Team : Expert engineers who ensure the feature runs smoothly.
  • Support Team : Always available to address queries and troubleshoot issues.
  • Project Management : Ensuring deadlines are met and quality is upheld.

Maintenance

To keep the Quote Module running flawlessly, we:

  • Roll out regular updates with security patches and new features.
  • Actively monitor and fix bugs.
  • Gather feedback from users to refine and enhance the module continuously.

At Golden Eagle IT Technologies, we’re proud to see how this module has transformed the way organisations create and manage quotes. It’s not just a feature—it’s a partner in helping businesses save time, reduce errors, and impress their clients.