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Winning More Deals

Best practices for creating quotes that convert, from timing to presentation.

Creating a quote is easy. Creating a quote that wins the deal takes a bit more thought. This guide covers proven practices for improving your win rate.

Speed Wins Deals

The 24-Hour Rule

In B2B product sales, the first quote often wins. Customers have momentum when they request a quote — capitalize on it.

Target response times:

Request TypeTarget Response
Email inquirySame day
Phone requestWithin 2 hours
Urgent projectWithin 1 hour

Quotejam helps here: with your catalog pre-built, quotes take minutes instead of hours.

Acknowledge Immediately

If you can’t quote immediately, acknowledge the request:

“Got your request for the Johnson project. I’ll have a quote to you by end of day.”

This buys you time while showing you’re on it.

Professional Presentation

Your Quote Is Your First Impression

Many customers judge your company by your quote before they meet you. A professional quote says:

  • “We’re organized”
  • “We pay attention to detail”
  • “We’re serious about this business”

Branding Matters

In Quotejam, customize:

  • Logo — High-resolution, prominent placement
  • Colors — Match your brand
  • Footer — Include contact info and certifications

Clarity Over Cleverness

Your quote should be scannable. Customers should find:

  1. What they’re getting (products, specs)
  2. How much it costs (clear line items)
  3. What happens next (payment terms, validity)

Avoid jargon. If your customer doesn’t know what “XYZ-200-A” means, add a description.

Strategic Pricing

Show Your Value

Don’t just list prices — show what customers get:

  • Include specifications — Makes comparison harder
  • Bundle strategically — Kits feel like better value than parts lists
  • Highlight inclusions — “Price includes installation materials and 2-year warranty”

Discount Psychology

When discounting:

  • Round numbers feel arbitrary — “15% off” feels made up
  • Specific numbers feel calculated — “12.3% off” feels like you ran the numbers
  • Explain the discount — “Volume discount for 10+ units” justifies the price

Follow-Up Strategy

Quotejam gives every quote a unique shareable link. Customers can view your quote, acknowledge receipt, and leave comments via a secure portal — no login required. Use the portal link instead of just attaching a PDF, so customers can interact with your quote directly.

Timing Your Follow-Up

Don’t be pushy, but do be present:

  • Day 1-2: No follow-up unless they’ve responded via the portal
  • Day 3: Soft check-in (“Just making sure you received…”)
  • Day 7: More direct (“Any questions I can answer?”)
  • Day 14: Final push or move on

Add Value, Not Pressure

Follow-ups should offer something:

  • “I noticed the system we quoted has a new efficiency rating…”
  • “Just wanted to share a case study from a similar project…”
  • “Happy to schedule a quick call if you have questions…”

Handling Objections

Price Objection

When they say “too expensive”:

  1. Understand the comparison — “Compared to what?”
  2. Reframe value — “This includes X, Y, Z which others quote separately”
  3. Offer alternatives — “I can quote a smaller system that fits your budget”

Timing Objection

When they say “not right now”:

  1. Set a future date — “When would be a better time to revisit?”
  2. Stay in touch — Add to your follow-up calendar
  3. Extend validity — “I’ll keep this quote valid for 60 days”

Comparison Objection

When they’re shopping around:

  1. Highlight differentiators — What makes your offer unique?
  2. Offer to match — If you can, match on the important items
  3. Ask for the opportunity — “If I can match the other quote, would you go with us?”

Using Projects to Stay Organized

Quotejam’s project tracking helps you organize quotes by opportunity:

Keep Everything in One Place

  • Link all quotes for a deal to a single project
  • See what your team has quoted
  • Track which quotes have been sent and their status

Review Before Finalizing

Before sending your quote:

  • Check if other team members have already quoted this project
  • Make sure you’re not duplicating effort
  • Coordinate pricing with your team

Conversion Metrics

Track these in Quotejam:

MetricWhat to Watch
Win Rate% of quotes that become orders
Response TimeAverage time to quote after request
Average DiscountAre you giving away too much margin?

Review monthly. Look for patterns:

  • Which product categories convert best?
  • Which customers have highest win rates?
  • Does response time correlate with wins?

Quick Wins Checklist

  • Respond to quote requests within 24 hours
  • Use professional branding on all quotes
  • Include product specs, not just model numbers
  • Use portal links so customers can interact with quotes
  • Follow up within a few days of sending
  • Link quotes to projects for team visibility
  • Review win rate monthly

Need help improving your win rate? Contact our team for a quote review.