Creating quotes and proposals FASTER: 5 reasons (and 8 apps) to automate your proposal process

When a prospective client asks you for a quote, it's a powerful opportunity to make a sale. In fact, with the right response you may be able to ‘seal the deal’ almost immediately.

But if you take your time to respond, provide wildly different quotes for similar work, or otherwise send bad signals about your business, you could easily lose that client. Which is a pity, because it seemed they really wanted to do business with you.

That quote (or proposal, which we’ll get to in a moment) is where you can win the client over and get the sale.

Or lose them both.

The good news is that technology can now help you respond to prospective clients quickly and consistently, and show them just how capable and competent your business really is.

Software packages are now available that can automatically generate quotes and proposals. They even include templates you can quickly edit instead of having write the entire document from scratch—great for proposals that vary widely from client to client.

But while these software packages are becoming more and more sophisticated, they can only send a quote or proposal to someone who asks for one. And people won’t ask unless they recognise the value in your service.

Quotes or Proposals — Which best suits your business?

While automation is one way to streamline your business processes, it might be worth considering whether quotes or proposals are really working for you and serving a useful function in your business.

A quote is usually just a list of products or services, their quantities and the total price. But a proposal also:

acknowledges the issue from the client’s perspective
outlines a proposed, actionable solution.

Quotes are the standard for most industries because they’re quicker and easier to produce. And for those selling goods predominantly in retail (physical and digital), a quote is probably all the client needed. Chances are they’ll just be comparing your price to that of your competitor, and whoever has the lowest one wins the sale.

But in an industry such as ours, you often need to communicate how you’ll help a potential client, and why you’ll be of value to them. As explained earlier, you need to acknowledge their issue, and show them how you’ll solve it with a great solution. And for that, you’ll need to send them a proposal.

But unlike the quote, where they’ll be weighing up your price against your competitor’s, they’ll be weighing up your price against the benefits you’ll be giving them.

Yes, proposals take more time and effort to produce. You have to know your clients, understand their problems, and come up with ways to help them. But proposals also make it easier to make a sale, because instead of just giving them a product or service you’re actually solving their problem.

Whether it’s quotes or proposals that make sense for your business, drafting and sending them can still be time consuming — even with the help of templates.

Fortunately, automated quote and proposal software can help you prepare and submit them much quicker, which frees up your time for more productive tasks. It can also reduce turnaround times and the need to train new team members, and give your business an air of professionalism.

5 reasons to use software that automatically generates quotes and proposals

1. Producing quotes and proposals manually is a huge time sink

Your team members’ time is worth too much for them to be creating these documents—especially quotes. After all, other than the quantities, prices and addressee every quote is pretty much the same, isn’t it? Wouldn’t they be better off spending the time reaching out to prospects, checking in with past and current clients, or delivering extra value?

Automation allows more time for high-touch, creative and innovative activities, which all require a human touch.

2. It signals your business as being capable and quick to act

Automating your quotes and proposals means you can get it to the prospect sooner. And that shows not only competency, but also that you respect their time. Nobody likes to be kept waiting.

Within minutes your prospect can be reading your professionally laid out document full of comprehensive information without any errors or unclear/undefined elements. Add a good call to action, and it will be a no-brainer for the client to accept.

3. It enables faster turnaround

Quotes and proposals help you and your client understand each other, and formally document:

the product or service you’re providing
the cost to receive your product or service
any relevant terms and conditions.

They also put the ball in the client's court. Once they have your quote or proposal, they need to make a decision. And so the faster you can give them one, the less time they have to investigate alternatives or reconsider.

Of course, they can still look into competitors after they get your quote. But they won't be doing it beforehand. And if it meets their expectations (i.e. you can solve their problem for a price they’re happy with), they can accept it without spending any more time looking around.

Perfect.

4. It can help with branding

By using software to generate your quotes and proposals, you’ll be consistent with both your presentation and pricing strategy.

Some clients will come from word-of-mouth, and so quoting different prices to different prospects for similar services could raise a few eyebrows. People may think you don't have any pricing strategy and just make it up as you go along, which makes you look unprofessional.

Giving your document a consistent look is also important. Your logo, colour palate, website design, stationery design and vehicle signage all influence people at a subconscious level. It increases trust, and boosts your reputation in the eyes of your prospects. And your branding should flow through to your quotes and proposals to ensure they look clean, crisp and are an integral part of your business.

5. You won't spend as much time training new staff

With automation software you’ll spend less time training new team members, as most of the document is produced automatically. All you’ll need to teach them is how to use the app to make any necessary adjustments or additions for special cases.

As you can, there are many advantages to using software that can automatically generate quotes and proposals for clients. So why isn’t every business using it?

Some business owners think the software will limit their ability to make modifications because everything is generated automatically. Of course, some people might say, "Well that's the price of eliminating mistakes and getting it presentable and consistent". But the software will often take this concern into account by letting you add a ‘miscellaneous’ field to the template where you can make amendments or comments. Some templates even include one by default.

Another concern is how the software will get the information it needs to generate the quotes and proposals. Fortunately, nearly all of the software packages will integrate with at least one CRM. And for those that don't integrate directly, the third-party app Zapier can probably link them together.

Automation software that’s currently available

Here are just some of the software packages that can automatically generate quotes and proposals:

Proposable lets you query clients and respond to their questions with inline comments—useful for high-touch businesses or those dealing with detailed and specific services.

They all integrate with a number of CRMs. However, as part of your evaluation you should confirm which ones will integrate with your CRM (or allow a connection via Zapier).

There are plenty of reasons to automate your quotes and proposals. The time you could save (and reinvest in wiser, more productive avenues) is just one aspect that makes it worth considering. Add to that the boosted reputation and sales figures (thanks to the quick turnarounds), and automation quickly becomes an option you can’t afford to ignore.

< Older Post Newer Post >

Need help with your accounting?

Find Out What We Do

What Registrations Do I Actually Need When Starting a Business?

February 13, 2026

Starting a business is an exciting milestone, but the paperwork can quickly become overwhelming. At Ascent Accountants, we often see new business owners get caught in the "registration trap"—either registering for everything at once (and creating unnecessary admin) or missing critical deadlines that lead to penalties. Knowing which registrations are mandatory and which are optional depends on your business structure, turnover, and whether you have a team. Here is our high-level guide to the essential registrations you need to consider. 1. The Foundations ABN & TFN. Australian Business Number (ABN): Your ABN is your business’s unique 11-digit identifier. While not strictly compulsory for everyone , you almost certainly need one. Without an ABN, other businesses must withhold 47% of any payments they make to you. Tax File Number (TFN): Sole Traders: You use your personal TFN. Companies, Partnerships, and Trusts: You must apply for a separate business TFN. 2. Tax Registrations (ATO) Goods and Services Tax (GST): You must register for GST if your business has a GST turnover of $75,000 or more ($150,000 for non-profits). If you drive a taxi or provide ride-sourcing services (like Uber), you must register regardless of your turnover. Fuel Tax Credits: If your business uses fuel in heavy vehicles, machinery, or for other eligible activities, you can claim a credit for the excise or customs duty included in the price. Note: You must be registered for GST before you can register for Fuel Tax Credits. 3. Employer obligations when hiring a team. If you’re moving from a "solo-preneur" to an employer, your registration requirements change significantly: PAYG withholding: You must register for Pay As You Go (PAYG) withholding before you make your first payment to employees or certain contractors. This allows you to withhold tax from their wages and send it to the ATO. Superannuation: You don't "register" for super in the traditional sense, but you have a legal obligation to pay the Superannuation Guarantee (currently 12% on July 1, 2025) for eligible employees. We recommend setting up a Superannuation Clearing House to streamline these payments. On 1st July 2026, super will be required to be paid each payday. Workers’ compensation insurance: This is a mandatory insurance policy for almost all employers in Australia. It protects you and your employees in the event of a work-related injury. Each state has different rules; for example, in WA, you must have a policy if you employ anyone defined as a "worker." 4. Business Identity: ASIC If you want to trade under anything other than your own legal name (e.g., "John Smith" vs. "Smith’s Landscaping"), you must register the name with the Australian Securities and Investments Commission (ASIC). Our advice? Don’t over-register too early. We often see clients register for GST before they reach the $75k threshold. While this allows you to claim GST credits on your setup costs, it also means you must lodge regular Business Activity Statements (BAS). Speak with us before you hit "submit" on your registrations. We can help you determine the most tax-effective timing for your specific situation. Contact the team today.

Protecting Your Property Investment With Title Insurance.

February 13, 2026

When you find your dream home, the process often feels like a whirlwind of inspections, mortgage documents, and packing boxes. Most buyers are diligent about checking for termites or structural cracks, but there is one significant risk that a physical inspection can’t uncover: legal defects in the property’s title. When it comes to real estate, one of the most effective ways to safeguard your equity is through Title Insurance. What is title insurance? Unlike standard home and contents insurance—which covers future events like fires, storms, or theft—Title Insurance is a specialised policy that protects you against existing but unknown legal risks that occurred before you bought the property. It is a one-off premium paid at the time of settlement that provides cover for as long as you own the home. Despite its value, statistics suggest only about 50% of buyers currently opt-in. How it works: real-world scenarios. Title insurance steps in when "discrepancies" surface after you’ve already moved in. Here are the most common ways it protects you: Illegal building work & conversions: It’s common to find a garage that was converted into a bedroom or a deck built without council approval. If the local council discovers this later and demands you bring it up to code or demolish it, Title Insurance can cover the legal and construction costs. Boundary & encroachment issues: Imagine discovering your fence, garage, or driveway is actually sitting on your neighbour’s land or Crown land. The cost of surveys, new building plans, and reconstruction can be staggering. Title insurance handles these expenses. Unpaid rates or taxes: If the previous owner left behind land tax or council rate debts that weren't discovered during settlement, the policy can cover these outstanding costs. Planning & zoning violations: Protection against loss if you cannot live in the house because it doesn't comply with local zoning laws. Is it worth It? These problems often stay hidden for years. You might buy a house that looks perfect, only to find out it has issues when you apply for your own renovation permits. For a relatively low, one-time fee, Title Insurance offers "peace of mind for your purchase." However, it is not a substitute for due diligence. Before you sign: Consult your conveyancer: They can help you finalise the policy during the settlement process. Research the provider: Ensure the company has a strong history of payouts and longevity in the market. Review the coverage: Understand what is specific to your property type (e.g., strata vs. green title). The Ascent perspective. From a financial planning standpoint, an unexpected $20,000 council-ordered demolition or a boundary dispute can derail your investment strategy. Title insurance is a small price to pay to ensure your property remains a secure asset rather than a legal liability. Are you planning a property purchase? Talk to the team at Ascent Property Co and Ascent Accountants to ensure your tax and financial structures are as solid as the roof over your head.

Understanding the New Payday Superannuation Requirements (1 July 2026).

February 13, 2026

From 1 July 2026, the way employers make superannuation guarantee (SG) contributions will change. The Australian Taxation Office (ATO) has introduced Payday Super . This reform requires employers to pay super at the same time they pay employees’ wages. This is a significant update to the timing of super payments, and it’s important that your payroll processes and software are prepared well before the new rules commence. For full details, including eligibility and exceptions, see the ATO’s information on Payday Super. Key changes. Current requirements. Under the existing system, employers can make Super Guarantee payments to an employee’s fund up to 28 days after the end of the quarter. SG can be paid quarterly or more frequently (for example, monthly), and the current quarterly due dates are 28 October, 28 January, 28 April, 28 July. From 1 July 2026 Under the new Payday Super regime, Super Guarantee payments must be paid to an employee’s super fund at the same time as paying qualifying earnings (QE) — that is, on the employee’s payday . The payment must be received by the super fund within 7 business days of payday. There are limited exceptions to this 7-day deadline, such as for new employees. What you should do now. To ensure compliance with the new requirements, we recommend the following steps: 1. Review your payroll software and processes Confirm that your current systems can support on-payday super payments. If updates or changes are required, plan for implementation well in advance of July 2026. 2. Adjust internal procedures Update payroll calendars and workflows to align with the new payment timing, and ensure responsibilities and deadlines within your team are clear. 3. Seek advice if needed If you are unsure how the changes affect your business, or if your current setup requires modification, please contact us! We are here to help. 4. Review business cashflow. Ensure that the business cashflow will allow you to pay the superannuation on time, each payday. If not, you’ll need to put plans in place. We’re here to support you. These changes will affect all employers with staff and will require planning and preparation. If you have any questions or need assistance reviewing your systems and processes, please get in touch with the Ascent team.

Creating quotes and proposals FASTER: 5 reasons (and 8 apps) to automate your proposal process

Quotes or Proposals — Which best suits your business?