Quotation, order and pricing workflows
Sales workflow for quotations, orders and customer price lists
The sales workflow helps connect quotations, sales orders, customer price lists, discounts, delivery status and pre-invoicing data into one workflow. It is especially useful for wholesale, project sales and repeat B2B transactions.
Start with the operating workflow
Sales Management
The goal is to make every quote and order clear in version, pricing logic, product data and downstream delivery information.
When quotes live in old spreadsheets, email attachments and different PDF versions, it becomes hard to confirm the latest price, validity and delivery promise.
SME operating issues and ERP support
Common SME problems, and how Easy Scan SME ERP can help
Each workflow should start from real operating issues: understand how the customer works today, then plan fields, workflow, permissions, hardware, training and rollout order.
Common SME operating problems
- Quotation versions and pricing rules are scattered, so sales users may apply old prices or miss terms.
- After quote confirmation, order, delivery and invoice details are still retyped manually.
- Wholesale, retail, online and company-account customers may need different prices, which frontline users cannot always confirm quickly.
How Easy Scan SME ERP can help
- Easy Scan SME ERP can help organise quotation fields, pricelists, discount rules, taxes and approval steps.
- The ERP workflow can map quotation to sales order, delivery, invoice and customer communication handoff.
- Product variants, price groups and customer types can be planned around mixed Hong Kong B2B and B2C sales models.
Core workflow areas
Sales Management key functions
Quotation control
Keep products, quantities, discounts, terms and validity in one quotation to reduce version confusion.
Sales orders
Convert accepted quotations into orders so delivery, invoicing and payment can share one data source.
Price lists and terms
Set pricing by customer, product group or agreed terms instead of checking prices manually each time.
Feature depth and user-guide references
Plan around real workflows
The official Sales material covers quotation building, quote templates, pricing and taxes, customer portal, online payment, electronic signatures, qualified leads, custom pricing, promotions, loyalty, product variants, invoicing, shipping and upselling.
Quotation templates
Standardise common products, services, terms and pricing rules to reduce repeated quote preparation.
Pricing and promotion strategy
Support pricelists, discounts, promotions, loyalty, gift card or wallet-style arrangements for mixed retail and wholesale models.
Customer portal and signature
Customers can review quotations, orders and delivery status, with online payment or electronic sign-off where suitable.
Product control
Prices, variants and categories can connect with online store, inventory and manufacturing data.
Order to billing flow
Confirmed quotations can lead into sales orders, invoices, delivery and communication records.
Workflow in practice
How the workflow supports daily operations
The following examples show how SMEs can turn fields, status, owners, scanning steps and reporting needs into daily workflows that teams can follow and review.
quotation form and product lines
In daily operations, customer details, product lines, pricing, payment terms and quotation confirmation need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
product catalogue into quotations
In daily operations, product selection, categories, quotation items and sales data consistency need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
customer pricelist rule workflow example
In daily operations, customer-specific pricing, discount conditions and product price control need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
delivery information handover
In daily operations, delivery policy, fulfilment timing, warehouse handover and customer notification need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
customer confirmation and payment
In daily operations, customer approval, online payment, order confirmation and finance handover need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
optional product suggestions
In daily operations, related products, add-on suggestions, sales prompts and quotation completeness need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
quotation main workflow example
In daily operations, quotation data, product lines, pricing, tax and confirmation flow need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
sales order management workflow example
In daily operations, quotation-to-order, delivery, invoicing and customer communication handover need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
customer portal workflow example
In daily operations, customer self-service for quotations, order confirmation and communication need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
pricing rule workflow example
In daily operations, pricelists, discounts, customer groups and exception pricing control need clear records and ownership. Easy Scan SME ERP can help customers define data fields, frontline steps, permissions and management reports so the workflow is easier to control from team handover to manager review.
Suggested implementation order
Start with one clear workflow
- Prepare quotation templates
- Confirm product and pricing data
- Define approval rules
- Connect delivery and invoicing workflows
Hong Kong rollout checklist
Data and frontline conditions to confirm first
These checks help retail, warehouse, wholesale, service, manufacturing, finance and management teams align before rollout.
- Define data owners for customers, products, prices, locations, suppliers and permissions before configuration.
- Turn existing spreadsheets, POS exports, accounting files, warehouse records or service forms into a migration field list.
- Allow practical testing time for Hong Kong frontline users, including mobile devices, scanning, label printing, payments or sign-off steps.
- Start with one measurable workflow such as enquiry to quotation, purchase to receipt, sales to delivery, or work order to billing.
Related hardware and product categories
Plan frontline hardware and labels together with the workflow
For ERP workflows to work in daily operations, scanning, printing, labels and frontline lookup tools should be planned together. Use these categories to compare suitable device options by scenario.
Barcode Scanners
Useful for POS checkout, receiving, picking, stock counts and document checking.
Barcode Printers
For product labels, shelf labels, receiving labels, delivery labels and production tracking labels.
Labels and Ribbons
Match label material, warehouse environment, packaging and durability requirements.
Related workflows
Workflows to compare next
FAQ
Sales Management questions
Is the sales workflow the same as CRM?
No. CRM focuses on opportunities and follow-up, while sales focuses on quotations, orders, pricing and delivery-ready data.
Can different customer price lists be supported?
Yes, subject to the actual pricing structure, discount rules and data setup.
What should be prepared first?
Prepare product data, price lists, terms, quotation formats and the order process.
How is Sales different from CRM?
CRM focuses on leads and opportunities. Sales focuses on quotations, orders, pricing, payment, delivery and invoicing.
Can different customer prices be supported?
Yes, through pricelists, customer types, promotions or product rules, but the existing pricing logic should be cleaned up first.
Planning SME ERP or business management workflows?
Start with the workflow that affects daily operations most, then confirm data, permissions, frontline actions, hardware and reporting needs before expanding to other teams.
