Features

Everything you need to run a professional quoting operation — from first contact to closed deal.

Offer Creation

Build structured offers in minutes from a centralized product catalog. Add products by SKU or name search, apply automatic pricing rules, organize items into sections, and configure per-offer settings: currency, price display mode, validity period, and trading terms.

Custom line items let you quote one-off services or ad-hoc products without a catalog entry.

Offer Lifecycle Management

Every offer progresses through a validated state machine:

• Draft — edit freely, add items, adjust pricing
• Sent — delivered to the client via email or public link
• Opened — client viewed the offer (tracked automatically)
• Negotiation — client replied with a question or counter-proposal
• Accepted — client confirmed the order
• Rejected — client declined (reason captured)
• Expired — validity period passed; clone and extend with one click

Invalid transitions are rejected by the system. Every change is audit-logged.

Branded PDF Documents

Generate print-ready PDFs with your company branding:

• Company logo, colors, and registration details
• Itemized pricing table with configurable columns (SKU, images, descriptions, discounts)
• Multi-VAT breakdown and totals summary
• Trading terms (payment, warranty, delivery, transport)
• Salesperson contact details and signature block

PDFs are rendered from immutable snapshots — a permanent record of what was offered, when.

Trackable Public Links

Share offers with clients via secure URLs. No client login required.

• Clients see a branded, responsive page with full offer details
• Three clear actions: Accept, Reply, Decline
• Every interaction tracked: opens, PDF downloads, replies, decisions
• Optional password protection (bcrypt-hashed PIN)
• Rate limiting and bot detection prevent abuse
• Links are revocable at any time

Product Catalog

Centralized management of products and services:

• SKU, name, descriptions, units of measure
• Product images (displayed in offers and PDFs)
• Hierarchical product groups for organization
• VAT rate assignment per product
• Bulk import from CSV/Excel with validation and deduplication
• Product bundles that resolve to multiple line items

Pricing Engine

Deterministic, auditable pricing with flexible rules:

• Per-customer pricing (individual discounts)
• Per-customer-group pricing (VIP, wholesale, retail)
• Date-range pricing (seasonal promotions)
• Priority-based rule evaluation (higher priority wins)
• Multi-currency support with automatic FX conversion
• Line-level and offer-level discounts (percentage or fixed amount)
• Full NET + VAT + GROSS breakdown per line and in totals

Customer Management

Complete B2B and B2C customer database:

• Company details: name, NIP (tax ID), VAT-EU, addresses
• Individual contacts: name, position, email, phone
• Multiple addresses per customer (billing, shipping, HQ)
• Customer lifecycle: Lead, Prospect, Client, Inactive
• Tags and groups for segmentation
• Custom discount percentage per customer
• Activity timeline: calls, meetings, emails, notes, offer history
• Reminders for follow-ups and renewals
• Automatic deduplication on tax ID and email

Sales Analytics

Three built-in reports with real-time data:

• Pipeline Value — sum of active offers, grouped by status and salesperson, converted to base currency
• Win Rate — conversion percentage over time, per salesperson, with monthly trends
• Time-to-Decision — median and average days from send to acceptance or rejection

All reports support date range filtering, per-salesperson breakdown, and CSV export.

Notifications

Stay informed about offer activity:

• In-app notification center with unread count
• Email notifications (immediate or daily digest)
• Per-user preferences for each event type
• Events: offer opened, accepted, rejected, replied, expiring, PDF ready

Security & Access Control

Enterprise-grade security built in:

• Role-based access control (Admin, Manager, Salesperson, Viewer)
• Two-factor authentication (TOTP) with admin enforcement
• Brute-force protection with account lockout
• Append-only audit log for all mutations
• IP whitelist (optional)
• Encrypted sessions with configurable lifetime

Backup & Data Protection

Protect your business data with built-in backup automation:

• Scheduled daily backups of the database and all uploaded files — zero downtime
• Optional GPG encryption and remote storage (S3, SFTP, Google Cloud, Azure, and 70+ more)
• Download backup archives directly from the admin panel
• Automatic retention cleanup — keeps disk usage predictable
• One-command disaster recovery to a fresh server
• Admin panel warnings when backups are disabled or overdue
• SHA-256 integrity checksums for every backup

Offer Operations

Advanced offer management capabilities:

• Clone — duplicate an offer with or without prices
• Extend Validity — clone and update the expiration date
• Update Prices — re-price from current catalog with new FX rates
• Use as Template — strip customer and prices for reuse
• Email Integration — send offers directly with tracked delivery

Branding & White-Label

Customize every client-facing surface:

• Company logo on offers, PDFs, emails, and public pages
• Primary and accent colors (CSS custom properties)
• Custom offer title and trading terms
• Configurable email templates
• “Powered by QuoteNode” badge removable on Pro+ licenses