Create a Quotation System with Excel

Create a Quotation System with Excel

Table of Contents

1. Introduction
2. Creating the Quotation System Template
   • Creating the Worksheets
   • Adding Graphics and Text Boxes
   • Formatting the Quotation Header
   • Creating the Quotation Footer
   • Creating Customer and Product Databases
3. Automating the Quotation Process with Formulas
   • Using XLOOKUP and CONCATENATE Functions
   • Retrieving Product Description and Price
   • Calculating Line Total and Total Quote Value
4. Adding Date, Sender's Details, and Recipient's Salutations
5. Formatting and Finalizing the Quotation Template
   • Adding Borders and Adjusting Graphics
   • Setting Printing Coordinates
6. Conclusion

Creating Your Own Quotation System Template Using Excel Spreadsheet

Are you tired of spending ages sending out quotations for your business? If so, then it's time to automate the process and create your own quotation system template using an Excel spreadsheet. In this article, we will guide you step by step on how to create a professional and easy-to-use quotation template that will save you time and effort.

1. Introduction

Sending out quotations is an essential part of any business, but it can be a time-consuming task. By creating a quotation system template, you can automate the entire process and make it more efficient. In this article, we will show you how to create a quotation template using Excel spreadsheet that includes a customer and a products or services database. The completed template is simple to use and can be either printed or saved as a PDF for emailing to potential customers.

2. Creating the Quotation System Template

Creating the Worksheets

To start, open a new workbook in Excel and create three worksheets: Quotation, Customers, and Products. Navigate to the Quotation worksheet and deselect the View Gridlines box from the Page Layout Ribbon. This will remove the gridlines from the worksheet, creating a cleaner and more professional look.

Adding Graphics and Text Boxes

To make the template visually appealing, we will add graphics and text boxes. From the Insert Ribbon, select the Illustrations Tool and then the Icons Tool. Choose an appropriate icon, such as an abacus, and insert it into the worksheet. Resize and format the icon as desired. Next, insert a Word Art text box and enter your business name. Resize and position the text box accordingly. Create additional text boxes for your business strap line and the word "Quotation". Format the text and boxes to match your branding.

Formatting the Quotation Header

In the Quotation worksheet, highlight the range N8:N9 and use the Merge and Center tool from the Home Ribbon to merge and center the cells. Enter the number of the quotation (e.g., 1035) and format it to be bold and increase the font size. In the range D10:N10, add the quotation headings (Code, Product, Qty, Price, and Total). Format the text to a mid-green color and make it bold. Your quotation header is now complete.

Creating the Quotation Footer

To create the quotation footer, select the range D26:N26 and apply the Top Border using the Borders Tool on the Home Ribbon. Merge and Center the range D27:N27 and enter your business contact details. Your quotation footer is now complete.

Creating Customer and Product Databases

In the Customers worksheet, copy the customer table headings from the range C3:J3. Below the headings, copy and paste your customer data, including details such as name, address, and contact information. Highlight the range C3:J25 and use the Insert Table tool from the Insert Ribbon to convert the range into a table. Repeat the same process for the Products worksheet, copying and pasting the product data into the appropriate range.

3. Automating the Quotation Process with Formulas

To automate the quotation process, we will use Excel formulas to retrieve product information, calculate line totals, and generate the total quote value.

Using XLOOKUP and CONCATENATE Functions

In the Quotation worksheet, enter the product code in cell D12. To retrieve the product description and price from the Products Table, use the XLOOKUP function. Give names to the ranges in the Products worksheet that the XLOOKUP command will use. Enter the XLOOKUP formulas in cells E12 and M12 to retrieve the product description and price, respectively. Finally, calculate the line total in cell N12 by multiplying the quantity (in cell L12) with the price (in cell M12).

Retrieving Product Description and Price

Drag the formulas in the range D12:N12 down to copy them to the remaining rows. This will automatically retrieve the product information and calculate the line totals for each item in the quotation.

Calculating Line Total and Total Quote Value

To calculate the total quote value, use the AutoSum function to sum the values in the Total column. Increase the font size and make it bold to highlight the total value. Enter the narrative "Total Quote Value" in cell K24 and copy the cell formatting to match the rest of the document. In cell D24, enter the formula =TODAY() to retrieve the current date. Format cells D24 and E24 to match the green text used in the document.

4. Adding Date, Sender's Details, and Recipient's Salutations

Enter the sender's details, such as your name and contact information, in cell E24. We can use a combination of the XLOOKUP and CONCATENATE functions to create an automated salutation for the recipient. Give names to the ranges in the Customers worksheet that the XLOOKUP command will use. Enter the CONCATENATE formula in cell D9 to create the salutation, combining the recipient's name and business name. Hide the contents of cell C9 by changing the font color to white.

5. Formatting and Finalizing the Quotation Template

Highlight the range C2:O28 and add a border using the Outside Borders option from the Borders tool. Adjust the formatting and positioning of the graphics to ensure that the completed template looks presentable. Finally, set the document's printing coordinates by selecting File from the Menu Bar, choosing Print, and adjusting the page setup to your liking. You can now print the quotation or save it as a PDF for emailing.

6. Conclusion

Creating your own quotation system template using an Excel spreadsheet can significantly improve the efficiency of your business. By automating the process and incorporating professional design elements, you can save time and present a polished image to your clients. We hope that this step-by-step guide has been informative and useful for creating a quotation template that meets your business needs.

Highlights

• Create a professional and easy-to-use quotation system template using Excel
• Automate the quotation process and save time
• Add graphics and text boxes to make the template visually appealing
• Retrieve product information and calculate line totals with Excel formulas
• Generate a total quote value and include the current date and sender's details
• Customize the formatting and finalize the quotation template

FAQ

Q: Can I customize the graphics and text boxes in the quotation template? A: Yes, you can choose different icons and formatting options to match your business branding.

Q: How can I add more rows for products or customers in the databases? A: Simply copy and paste additional rows in the Products or Customers worksheet, and the quotation template will automatically adjust to accommodate the new data.

Q: Is it possible to add more columns or customize the quotation header? A: Yes, you can modify the quotation header by adding or removing columns, and format it according to your preferences.

Q: Can I use this template for different types of quotations or invoices? A: Absolutely! You can adapt the template to suit various types of quotations or invoices by modifying the headings, formulas, and formatting as needed.

Q: Is it easy to print or email the completed quotation? A: Yes, the template is designed to be easily printable, and you can also save it as a PDF for emailing to your potential customers.