Define the required inputs
List the information needed to prepare a quote: the requested service, quantities, timing and relevant job details. Decide what should happen when a required detail is missing. Use a fictional enquiry while planning.
Identify the approved pricing source
Make it clear where rates and conditions come from, who maintains them and how changes are approved. Avoid relying on values copied from an old document without checking that they still apply.
Separate preparation from approval
A workflow can prepare a draft and flag exceptions for review. Agree who checks the scope and price, when the document may be sent and which actions need explicit approval.
Handle duplicates and changes
Decide how a repeated enquiry, a revised scope or a failed system connection should be handled. The team needs to see what happened and which action is still outstanding.
Test a bounded first version
Run normal and exception examples through the proposed process. Compare preparation time and rework with the existing approach. Confirm the result is useful before extending the workflow.