Education & Training Quote Creation
A step-by-step process for building accurate, professional sales quotes that reflect agreed pricing, terms, and scope. Reduces errors and speeds up the buyer decision process.
Purpose
To produce consistent, error-free quotes that align with approved pricing structures and accelerate deal progression.
Scope
Applies to all formal price quotes issued to prospects and existing learners, from simple single-line quotes through to multi-course or service bundles.
Prerequisites
- Approved course and service catalogue with current pricing
- CRM or quoting tool configured with templates and approval workflows
- Understanding of discount authority levels and escalation paths
- Learner requirements documented from discovery or scoping sessions
Supports compliance with the ESOS framework, CRICOS requirements, ASQA standards, and state education department reporting.
Step-by-Step Procedure
Review Learner Requirements
Revisit the documented needs, scope, and any special conditions captured during the discovery or scoping phase.
- 1.1Open the opportunity record in the CRM and review attached notes
- 1.2Confirm the list of courses or services the learner has expressed interest in
- 1.3Note any custom requirements, volume commitments, or special terms discussed
- If requirements are ambiguous, clarify with the learner before quoting
Select Courses or Services
Choose the appropriate line items from the approved catalogue that match the learner stated needs.
- 2.1Search the course catalogue for matching items
- 2.2Verify each item is currently available and not deprecated
- 2.3Add line items to the quote draft in the quoting tool
- Consider including optional add-ons that complement the core offering
Apply Pricing and Discounts
Set unit prices based on the approved price list and apply any eligible discounts within your authority level.
- 3.1Enter standard pricing for each line item
- 3.2Apply volume or contract-term discounts per the discount matrix
- 3.3Flag any pricing outside your approval authority for escalation
- 3.4Verify total margin meets minimum threshold requirements
- Always show the list price alongside the discounted price so the learner sees value
- Document the rationale for any non-standard discount in the CRM
Add Terms and Conditions
Include the standard commercial terms and any deal-specific conditions that have been pre-approved by legal or management.
- 4.1Attach the standard terms and conditions template to the quote
- 4.2Add any negotiated exceptions or custom clauses
- 4.3Set the quote validity period (typically 30 days)
- Never modify standard terms without legal review — add exceptions as addenda instead
Perform Internal Review
Self-review the quote for accuracy in pricing, quantities, terms, and formatting before seeking approval.
- 5.1Verify all line items match the learner requirements document
- 5.2Check arithmetic — totals, taxes, and discount calculations
- 5.3Ensure the learner company name and contact details are correct
- 5.4Proofread all text for spelling and grammar errors
- Use a peer review for quotes above a set value threshold
Submit for Approval
Route the quote through the required approval workflow based on deal value and discount level.
- 6.1Submit the quote via the approval workflow in the quoting tool
- 6.2Include a brief justification note for any non-standard terms or discounts
- 6.3Monitor the approval queue and respond to any reviewer questions promptly
- Submit approvals before end of day to avoid overnight delays
Generate and Format the Quote Document
Produce the final quote document in the company branded template, ready for program delivery to the learner.
- 7.1Generate the PDF or digital quote from the approved record
- 7.2Verify branding, logos, and formatting are correct
- 7.3Save a copy to the opportunity record in the CRM
- Always deliver quotes as PDF to prevent accidental edits by the recipient
Deliver the Quote to the Learner
Send the quote to the learner with a personalised cover message that highlights key value points.
- 8.1Compose a brief email summarising the quote scope and value proposition
- 8.2Attach the quote document and reference the quote number
- 8.3Set a follow-up reminder in the CRM for 3-5 business days
- Call the learner to let them know the quote is on its way — email alone is easy to miss
- Mention the quote expiry date to create urgency
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Percentage of quotes delivered without requiring subsequent corrections, targeting above 95%.
Time from learner request to quote program delivery, targeting under 48 hours for standard quotes.
Percentage of delivered quotes that result in a signed deal, used to benchmark quoting effectiveness.
Frequently Asked Questions
What if the learner asks for a discount I cannot approve?
Escalate the request through the pricing approval workflow. Provide your sales manager with the deal context, competitive situation, and strategic value to support the request. Never verbally commit to a price you have not yet secured approval for.
How long should a quote remain valid?
Most organisations set a 30-day validity period. For volatile pricing environments or program-based work, 14 days may be more appropriate. Always state the expiry date clearly on the document.
Should quotes include tax?
This depends on your region and learner type. Best practice is to show the subtotal, applicable taxes as a separate line, and the grand total. Clearly state whether prices are tax-inclusive or tax-exclusive.
Want this customised for YOUR business?
We'll tailor every step to your exact operations, tools, and team structure.