Best quoting practices in B2B manufacturing

Best quoting practices in B2B manufacturing
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In the dynamic realm of B2B manufacturing, mastering the art of quoting is not just a competitive advantage – it's a game-changer. As the lifeblood of business growth, quotes hold the power to secure lucrative deals and propel success. Whether you're a seasoned industry player or a budding entrepreneur, understanding the importance of a streamlined and effective quoting process is paramount. Join us on a journey where we uncover the insights and strategies that will empower you to conquer the quoting landscape, leaving your competitors in awe and your bottom line flourishing.

What is a sales quote in B2B manufacturing?

In B2B manufacturing, a sales quote refers to a formal document provided to a potential customer that outlines the estimated cost, terms, and conditions for the production and delivery of a product or service. It serves as a detailed proposal that includes information such as pricing, quantities, specifications, payment terms, delivery schedules, and any additional terms specific to the transaction. The sales quote acts as a key communication tool between the manufacturer and the customer, providing a clear understanding of the proposed offering and facilitating the decision-making process for the customer. Additionally, it often includes a bifurcation or breakdown of the estimated cost, detailing the various components such as raw material costs, labor expenses, overhead charges, and shipping fees. This transparency in cost allocation helps the customer evaluate the value proposition of the offering and make informed decisions.
Sales quotes are typically provided in response to a customer's request for a proposal (RFP) or request for quote (RFQ). The quote is a key part of the sales process and can help a manufacturer win new business and secure customer loyalty. It holds the power to make or break any business.

Why is it so important?

Let’s understand it with an example.
Example - When the Quote is Not Given Correctly:
As a textile manufacturer, you provide an inaccurate quote for a luxury dress collection to a high-end fashion brand. The errors in the quote result in underestimating the costs involved in materials, labor, and production complexities. Consequently, when you begin production, you realize that the actual expenses are significantly higher than what was quoted.
  1. Financial Loss: Inadequate quoting directly impacts your profitability. With underestimated costs, you may not be able to cover expenses and still make a reasonable profit. This can lead to financial losses for your business, impacting cash flow, sustainability, and overall growth.
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  1. Strained Resources: The discrepancy between the quoted price and the actual costs puts a strain on your resources. You may need to find ways to compensate for the financial shortfall, such as cutting corners, compromising on quality, or rushing production. These compromises can further harm your reputation and potentially lead to dissatisfied customers.
  1. Damage to Reputation: Inaccurate quoting can damage your reputation as a reliable and trustworthy manufacturer. If word spreads within the industry about the financial losses caused by inadequate quoting, it can deter potential customers from working with you and erode the trust of existing clients.
To mitigate these risks, it is essential for textile manufacturers to prioritize accurate quoting practices. Thoroughly analyzing costs, considering all factors involved, and ensuring pricing accuracy are critical steps to prevent financial losses and maintain a solid financial foundation for the business.
Benefits of giving the sales quote correctly:
Informed decision making: This not only helps the buyers make informed decisions about whether or not to proceed with a purchase, but it also shows that you understand their needs and are committed to providing a transparent and accurate estimate.
Analysis and optimization: A sales quote is much more than just a pricing estimate. It's a powerful tool that can help you understand your pricing structure, identify areas where you can reduce costs, and make adjustments to your strategy as needed. By analyzing the costs associated with producing a product or service, you can improve profitability and stay competitive in a crowded market.
Reduced misunderstandings with the client: A sales quote is also a legal document that establishes the terms and conditions of the sale. It helps prevent misunderstandings and disputes by outlining important details such as payment terms, warranties, and delivery schedules.
Customer trust and confidence: And let's not forget about the power of a well-crafted sales quote to build trust and credibility with potential customers. By providing a clear and accurate estimate of the costs involved, you can create a positive impression and increase the likelihood of winning their business.
Smooth Production Process: With a correct quote, you can properly plan and allocate resources for the production process. This leads to better scheduling, efficient utilization of materials and labor, and overall streamlined operations. It minimizes disruptions, delays, and unexpected costs during production.
So if you're looking to take your B2B manufacturing business to the next level, a sales quote is an essential tool that can help you stand out from the competition, improve profitability, and build strong relationships with your customers.

What are the best quoting practices?


  • Mistakes and errors in quoting look unprofessional, harm reputation, and hinder future sales potential.
  • Avoid overpromising to prevent dissatisfaction among customers.
  • Carefully consider all elements that impact the cost of your product or service, including logistics, labor, and packaging.
  • Ensure that you rely on up-to-date pricing data rather than historical figures for accuracy.
  • Make your Request for Quote (RFQ) absolutely clear with no ambiguous specifications.
  • It's better to clarify any uncertainties with the customer than to submit a quote with errors.
  • Don't overlook taxes especially when operating globally with varying regulations.
  • Embrace automation to reduce human error, improve overall accuracy, and streamline quotation management, ultimately saving time and enhancing efficiency.
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  • Time-to-quote directly impacts profit margins. Factors like stakeholder input and customer requests can speed up or slow down the RFQ process.
  • Slow response times are B2B buyers' top complaint. Speedy service differentiates your business from competitors.
  • Quick and efficient quoting signals the quality of service buyers expect and influences their decision.
  • Slow response times harm current deals and future business opportunities.
  • Automating approval processes reduces time-to-quote. Integrated workflows and role assignments streamline approvals.
  • Simple clicks for sign-offs save time and present an efficient, professional image.

Customer experience

  • Customer experience is crucial in the B2B world. Manufacturing businesses must adapt to a digital-first environment.
  • Delivering a seller-assisted digital buyer experience is key to success. 43% of B2B customers prefer not to interact with sales reps.
  • Digitizing the quoting process enhances the customer experience. A quote management system allows tracking, changes, faster approvals, and seamless communication.
  • Technology empowers customers to drive their experience. Interactive sales quotations enable inputting order quantities and more options for customization.

Additional tips

  1. Send a quote within 24 hours of the initial meeting. You may also use cloud software for this. It ill help you to not miss out on opportunities.
  1. Embed a quoting engine on your website. It will help you to speed-up the process and provide 24/7 assistance to the clients.
  1. Follow up within two to three days of sending to ensure that the client has received and understood the quote. This might increase the chance of the quote being accepted
  1. Ask for feedback and improve on the required areas.