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FAQ
answers to your questions
Accounts
Click 'Sign Up' at the top right corner and fill out the registration form with your company information. You will receive a confirmation email to activate your account. Only the first user needs to sign up; additional sales team members can be invited later in the 'Settings -> Users' section. The first account created is for the Sales Manager and will have Admin privileges.
Yes, Sales Managers can invite team members and assign roles through the 'Users' section in your account settings.
Click 'Forgot Password' on the login page and follow the instructions to reset your password via email.
Yes, Sales Managers can deactivate accounts from the 'Account Settings' page. Please note that all quotes and data will remain. To remove your data completely, please contact support.
Go to 'Account Settings' and update your email or contact details. Don’t forget to save changes.
Yes, you can assign role Sales Manager, which gives administrator rights. Administrators can manage users, settings, products, options and their prices. Standard users can create and manage their own quotes within the limits set by Sales managers. Customer users can only view quotes sent to them.
Quotomation supports imports via Excel.
Currency Conversion
Yes, you can select a currency for each quote. Exchange rates are automatically applied based on the latest market data. At the moment we support EUR, USD, GBP, CHF and JPY.
Yes, you can override automatic rates in the quote settings to use a fixed rate for a specific customer or quote.
Exchange rates are updated daily from reliable financial sources to ensure accurate pricing.
You can choose one currency per quote. However, you can create separate quotes for different currencies if needed. The products and options on the quote can have prices defined in different currencies.
Yes, VAT and other taxes are calculated based on the selected currency and European tax rules.
Yes, all amounts are automatically rounded according to standard European currency rules.
Pricing
We offer a subscription-based pricing model with different tiers based on the number of users and features.
Our pricing starts at €39 per month for the Basic plan, which includes core features. The team plan is €79 per user per month and includes additional features like workflow, collaboration, automatic translations and automic currency conversion. The Pro plan is €129 per user per month and offers advanced features like workflow
Yes, we offer a 14-day free trial with access to all features, allowing you to create and send 3 quotes.
Yes, you can cancel your subscription at any time from your account settings. Your account will remain active until the end of the current billing cycle.
No, we do not currently offer discounts for annual subscriptions. However, we may introduce promotions in the future, so please check our website for updates.
Yes, you can upgrade or downgrade your subscription plan at any time from your account settings. Changes will take effect at the next billing cycle.
We do not currently offer specific discounts for non-profits or educational institutions, but we are open to discussing custom pricing for larger organizations. Please contact our sales team for more information.
The Basic plan allows you to create up to 3 quotes during the free trial. After the trial, the number of quotes you can create depends on your subscription plan. The Team and Pro plans offer unlimited quotes.
We use a secure payment gateway for processing payments. Billing is done on a monthly basis, and you can view your billing history and manage payment methods from your account settings.
Quotation Process
Once a quote is created, it can be submitted for approval when the limit for the team member creating the quote is exceeded. Sales managers receive notifications and can approve or reject it.
Yes, all quotes have a status indicator: Draft, Pending Approval, Approved, Rejected, Sent, Waiting, Won, Lost or Expired.
You can request revisions which will create a new version of the quote requiring approval.
Yes, the first one to approve will be recorded.
Yes, automated reminders can be sent to approvers until the quote is reviewed.
Yes, internal notes are visible only to your team and are not included in customer-facing PDFs.
Yes, all actions including creation, edits, approvals, and deletions are tracked in an audit log.
Quotes
Go to the 'Quotations' tab, click 'New,' select the customer details, add products and options, and save.
Yes, but you will need to create a new version.
Open the quote and click 'Copy' to create a new quote with the same products and settings.
Yes, you can upload supporting documents like specifications, images, or PDFs to each quote by adding the document to an item. General documents like terms and conditions can be added in the organization settings by Sales Managers and will always be attached to all quotes.
Yes, quotes can be sent directly through Quotomation’s email feature.
Yes, the platform shows a status indicating if a quote has been viewed or is pending.
Yes, every quote can have a custom expiration date to ensure timely responses from clients.
When you are ready to send a quote, click the 'Finalize' button, which will generate a PDF and allows you to invite the customer to view the quote online. You can send this invitation via email using your own email client.
Yes, customers can view the quote online through a secure link. They will be able to download the PDF version.
Yes, the quote status will update to 'Viewed' once the customer opens the quote.
Yes, you can set a custom expiration date for each quote to ensure timely responses from clients. Once the expiration date is reached, the quote will be marked as 'Expired' and will no longer be valid.
Yes, customers can accept the quote by means of electronic signature. Once accepted, the quote status will update to 'Customer Accepted'.
Yes, customers can request changes or ask questions through the online quote interface. These requests will be sent to the sales team for review and response.
Translations
Yes, you can select the language for each quote, and the system will display product descriptions, and options in that language based on the translations defined in the catalog.
In the catalog, you can add translations for each product and option by selecting the language and entering the translated text.
Yes, you can change the language of a quote at any time, and the system will update the displayed text based on the available translations
Yes, for product and option descriptions, we assist in translating using a reliable translation service. You can also manually edit translations in the catalog if needed.
Yes, you can upload documents like terms and conditions in multiple languages. These will be automatically attached to quotes based on the selected language, ensuring consistency in your communications.
Yes, when you add a product or option, you can use our integrated translation service to automatically generate translations for the supported languages.
Workflow & Support
Yes, Quotomation allows you to define approval chains, assign multiple approvers, and set conditional rules for automated workflow routing.
Zilverline provides email support, this FAQ, and live chat.
Yes, you can control which users can approve by setting their permissions based on role and quote and product margins.
All sales managers can approve quotes if a approver is unavailable.