Step-by-Step Process for Managing Material Quoting and Pricing

Introduction: Quoting Isn’t Just About Pricing—It’s About Strategy

For building material suppliers, quoting isn’t a one-size-fits-all process. With fluctuating material costs, varied customer types, and complex specifications, quoting needs to be dynamic, responsive, and traceable. A great quoting process—especially when powered by ERP—creates trust and closes more deals.

Let’s walk through a step-by-step process that modern ERP systems should support.

Step 1: Gather Complete Material Requirements

Whether quoting for drywall, insulation, lumber, or concrete:

Start with exact quantities, specs, and delivery schedules

Use ERP forms or templates for each category (e.g., by R-value, length, or mix)

💡 Pro Tip: Use customer order history in your ERP to pre-fill common configurations and specs.

Step 2: Apply Real-Time Pricing Logic

ERP systems should:

Pull current vendor prices (including bulk tiers or discounts)

Factor in freight, fuel surcharge, or delivery zone pricing

Include labor if installation is offered

This ensures your quotes reflect up-to-date, margin-safe numbers.

Step 3: Add Customer-Specific Rules

Different customers get different terms. Your ERP should handle:

Contracted pricing

Markups or discounts by product category

Payment terms or credit status

Use pricing groups in ERP to automate these rules and avoid mistakes.

Step 4: Generate a Branded Quote with Optional Items

Quotes should be:

PDF/email-ready

Include itemized materials

Offer options for upgraded specs or value-engineered alternatives

Allow sales reps to send via CRM-linked ERP and track quote open status.

Step 5: Review, Approve, and Convert

Once reviewed:

Convert quote into a formal order or job package

Auto-link quote to inventory reservations

Update sales pipeline status

All of this should be one-click inside your ERP—no duplication.

Conclusion

A streamlined quoting process not only protects your margins—it boosts sales conversion and professionalism.

👉 Want better quoting tools for building materials? Let our ERP experts walk you through it.