Professional Quoting for Modern Sales Teams

QuoteNode is a self-hosted CRM and quoting platform that gives you full control over your commercial workflow — from customer acquisition to closed deal. No SaaS lock-in. No shared databases. Your instance, your data, your rules.

The Offer Creation Workflow

Creating a professional offer in QuoteNode takes minutes, not hours.

Step 1 — Select Your Customer

Pick an existing B2B company or B2C individual from your customer database, or create a new contact on the fly. Assign a specific contact person for the offer header.

Step 2 — Configure the Offer

Set the currency (with automatic FX rate handling for multi-currency environments), choose a price display mode (NET, GROSS, or full NET+VAT+GROSS breakdown), and define the validity period.

Step 3 — Add Products and Services

Search your product catalog by name or SKU. Products auto-populate with their name, description, unit price, VAT rate, and images. Pricing rules (per customer group or per individual customer) apply automatically — volume discounts, VIP markdowns, or seasonal adjustments are all handled by the pricing engine.

Need to quote a one-off service or custom item? Add it manually without a catalog reference.

Step 4 — Organize with Sections

Group line items into logical sections — “Equipment”, “Professional Services”, “Annual Support” — to make complex offers easy to read.

Step 5 — Review, Brand, and Send

Preview your offer with your company logo, colors, and trading terms. Generate a branded PDF or share a secure public link. Send it directly via integrated email with tracking enabled.

The Offer Lifecycle

Every offer follows a clear, audited path from draft to decision:

Draft — Work in progress. Edit freely, add items, adjust pricing.
Sent — Delivered to the client via email or shared link.
Opened — The client viewed the offer (tracked automatically).
Negotiation — The client replied with questions or a counter-proposal. A full conversation thread is maintained.
Accepted — The client clicked “Accept” on the public link. Conversion recorded.
Rejected — The client declined. Reason captured for analytics.
Expired — Validity period passed. One click to clone and extend.

Each status transition is validated by a state machine, timestamped, and recorded in an immutable audit log.

Trackable Public Links

Share offers with clients through secure, password-optional public links — no login required on the client side.

When a client opens the link, they see a fully branded, responsive page with your logo, company details, and the complete offer. Three clear actions are available: Accept, Reply, or Decline.

Every interaction is tracked: opens, PDF downloads, replies, and decisions. You know exactly when your client engaged with the offer and from where (country-level GeoIP).

Rate limiting and bot detection protect your links from abuse.

Branded PDF Generation

Generate high-quality, print-ready PDF documents with your company branding. The PDF includes your logo, colors, itemized pricing table, VAT breakdown, shipping details, and configurable trading terms (payment, warranty, delivery conditions).

Template options let you control which columns appear (SKU, images, descriptions, discounts), how prices are displayed, and whether product photos are included.

Every PDF is rendered from an immutable snapshot — what was offered on that date is preserved exactly, regardless of future catalog changes.

Product Catalog

Maintain a centralized catalog of products and services with:

SKU codes, descriptions, units of measure
Base pricing with per-customer and per-group pricing rules
Product images (displayed in offers and PDFs when configured)
Hierarchical product groups for organization
VAT rate assignment per product
Bulk import from CSV/Excel with validation and deduplication

Real-Time Sales Analytics

Three built-in reports give you immediate visibility:

Pipeline Value — Total value of active offers (sent, opened, in negotiation), broken down by salesperson and status.
Win Rate — Conversion percentage over time, tracked per salesperson with monthly trend analysis.
Time-to-Decision — Median and average days from sending to acceptance or rejection, helping you identify slow-moving deals.

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

Customer Management

Manage B2B and B2C customers with:

Company details (NIP/tax ID, VAT-EU, addresses)
Multiple contact persons per organization
Customer lifecycle tracking (Lead, Prospect, Client, Inactive)
Activity timeline (calls, meetings, emails, notes, offer history)
Tags, groups, and custom discounts
Automated deduplication on tax ID and email
Reminders for follow-ups, renewals, and important dates

Data Import from Excel and CSV

Get started quickly by importing your existing product catalog:

Download the official Excel template with column definitions and example data.
Map your columns to QuoteNode fields — the system auto-detects common formats.
Validate with a dry-run preview before committing.
Bulk import product images via ZIP upload, matched to products by SKU.
Save column mapping templates for recurring imports from the same ERP or supplier format.

No manual data entry required — import thousands of products from your existing spreadsheets in minutes.

Built for Small and Medium Businesses

QuoteNode is designed for organizations with 1 to 50 users:

Freelancers and consultants — professional offer documents without enterprise CRM costs.
Small agencies (5-15 people) — centralized customer and offer management with team visibility.
Mid-size companies (15-50 people) — pipeline analytics, role-based access, and audit compliance.

The self-hosted model eliminates monthly per-seat SaaS fees. A 4 GB RAM server (around $10-20/month) comfortably runs the complete stack for a team of 20 users.

Multi-Language Support

QuoteNode currently supports English and Polish in the application UI and all client-facing surfaces.

After the public beta, we plan to add German, French, Spanish, and Portuguese — with the long-term goal of covering all major European languages.

Offer PDFs and public link pages can render in any supported locale independently of the UI language, allowing you to present offers to international clients in their preferred language.

Key Technical Advantages

Single-tenant architecture — Your database is yours alone.
Self-hosted deployment — Run on your own infrastructure or private cloud.
Deterministic pricing engine — Every calculation is reproducible and audited.
Immutable snapshots — Proof of what was offered, when, and to whom.
Role-based access control — Admin, Manager, Salesperson, Viewer roles with per-endpoint permissions.
Offline-capable — Deploy in closed networks with no external dependencies.
Automated backups — Scheduled database and file backups with optional GPG encryption and remote storage.
GeoIP access control — Restrict application access by country or track offer interaction geography.