Quotation to sales order for a steel fabricator.
How a racking and shelving workshop in Balakong stopped losing track of revisions, and started every job with the deposit in.
Quotations
Open14WonLost
Selvora Logistics
- For
- Pulau Indah warehouse
- Sales
- KGKogulan · valid until 24 Oct
Approve 6% off?
Q-2423 Rev B · Wisma Calvero · from Kogulan
On screen: Quotes, revisions and deposits, then straight to production.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Steel fabricator, Balakong
- Team
- About 45 staff: 3 sales, 2 estimators
- Customers
- Warehouses, retailers and contractors
- First version
- 5 weeks
- Project size
- Business system, from RM 15k
How quotations worked before.
Three salespeople, two estimators and a shared folder of Excel files named “final”.
Every quotation was an Excel file on someone’s laptop. Rev A, Rev B and “final final” sat side by side.
Estimators priced steel from memory. When steel prices moved, old quotations went out at old prices.
Sales gave discounts on WhatsApp to close the deal. The owner found out at month-end.
Four steps from the first price to the factory floor.
Sales still talk to customers on WhatsApp. Everything from the first quotation to the job order changed.
Every quotation, and every revision, in one place.
Estimators quote from your price list and the current steel cost, and each revision keeps a note of what changed.
Q-2417 · Selvora Logistics
Revisions3ItemsFiles2Sent on WhatsApp. Opened three times.
4 levels per bayBay price RM 860The customer asked for 3 levels instead of 4.
4 levels→3 levelsRM 860 a bay→RM 700Installation added. 5% off, approved by Chee Wah.
Installation→RM 12,000Discount→5%A bigger discount? The owner approves on the phone.
Each salesperson has a discount limit, and the owner sees the margin before approving anything above it.
Discount approvals
AllWaiting1| Quotation | Asked | Margin | Decision |
|---|---|---|---|
| Q-2423 · Wisma CalveroKogulan · today 8:41 am | 6% | 18% | Waiting for Chee Wah |
| Q-2417 · Selvora LogisticsKogulan · Mon 5 Oct | 5% | 22% | Approved |
| Q-2419 · Lumira MartRevathi · Thu 1 Oct | 4% | 24% | Approved |
| Q-2405 · Hentara HomesKogulan · Mon 28 Sep | 8% | 15% | Offered 5% instead |
The customer accepts on the phone, and pays the deposit.
The quotation arrives on WhatsApp with drawings, payment is by FPX or bank transfer, and invoices reach AutoCount and MyInvois.
Quotation Q-2417
For Selvora Logistics · valid until 24 Oct
Deposit in. The job goes to the factory.
The quotation becomes an AutoCount sales order and a factory job with drawings and due date, without retyping.
Job orders
BoardListDeposit RM 51,300 · invoice sent 9:24 am
Deposit RM 11,520 due Fri
Deposit in Fri 2 Oct · drawings attached
Waiting for powder coat
82 of 120 done
3,400 of 5,000 done
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Five people, one quotation.
Sales, estimating, the owner, accounts and the factory all work from the same record.
- KGSales · Kogulan
Sends quotations and revisions, and sees which ones need a follow-up today.
- FDEstimator · Fadzil
Prices each job from the current steel cost, not from memory.
- CWOwner · Chee Wah
Approves bigger discounts on the phone, with the margin in front of him.
- RHAccounts · Rohani
Stopped chasing deposits by phone. Deposit invoices are already in AutoCount.
- MGFactory supervisor · Murugesan
Gets the job order, the drawings and the due date the day the deposit lands.
- Everyone knows which revision the customer accepted.
- The owner sees every discount before it goes out.
- No job starts before the deposit is in.
Quotations first, then the factory.
Sales used the new quotations after five weeks. The deposit page and job orders followed.
Quotations, kept tidy
From deposit to the factory floor
Want a quotation system like this?
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
Can it price from our own costing?
Yes. Your price list, material costs and labour rates are set up in the system, so each quotation starts from your own numbers. Estimators can still change any line.
Can we still send quotations as a PDF?
Yes. Every quotation and revision can go out as a PDF on your letterhead, as well as a link the customer can accept.
Does it replace AutoCount?
No. AutoCount stays. Deposits, sales orders and invoices go into it automatically, so the accounts team stops retyping.
Who owns the system?
You do. You get the source code, your data, the documentation and admin access.
Another question? Ask on WhatsAppWe reply within one working day.
Tell us how you work today.
We’ll show you what we’d build first and what it costs. Free, no obligation.
- 1
Send us a message
Pick what sounds familiar and a time. We reply within one working day.
- 2
A free 30-minute call
On WhatsApp or Google Meet. We look at how you work today.
- 3
A fixed price for every feature
Your written quote within 3 working days of the call.
Send on WhatsApp Or email sales@belcort.com · We reply within one working day.