Business Quote Database Template

Overview

This Business Quote Database streamlines the entire quote-to-cash lifecycle, moving beyond simple list-keeping to manage complex relationships between customers, services, and transactions. It centers around the Quotes and Invoices table, which connects Users (customers and sales reps) to specific Line Items, automatically calculating totals based on your active Catalog of products or services.

By separating Line Items from the main invoices, the template allows for detailed breakdowns of products, services, and discounts without cluttering your data. Key fields like "Status" (Draft, Open, Paid) and calculated formulas for tax and subtotals ensure accuracy at every stage of the deal.

Why use this Business Quote Database (instead of spreadsheets)

The power of Softr Databases

Spreadsheets often struggle with the "header-and-detail" structure required for quotes, forcing you to duplicate customer data for every single line item or rely on fragile cross-sheet VLOOKUPs. Softr Databases solve this with native relational fields. In this template, a single Quote record links to multiple Line Items and a specific Customer, ensuring data integrity. If a product price changes in the Catalog, your historical data remains structured and referenceable without breaking formulas.

Core features and functionality

This template automates the math so you can focus on sales. Built-in Rollup fields automatically sum up line item costs to calculate Subtotals, while Formulas handle Tax and Final Totals in real time. Additionally, with Database AI agents, you could automate tasks like categorizing new leads or fetching external pricing data to keep your catalog competitive.

Who is this Business Quote Database for

This template is designed for teams and individuals who need to structure their sales process profesionaly:

• Sales Teams: Track deal stages from "Requested" to "Paid" and assign leads to specific reps.
• Service Providers: Manage a standardized catalog of services (e.g., HVAC, Solar, Maintenance) with unit costs.
• Freelancers: Generate consistent quotes and track outstanding invoices without expensive accounting software.

How to take it further

1. Customize the database
Adjust the Catalog table choices to match your business model, whether you sell physical products "per panel" or services "per hour." You can also modify the "Tax Percent" field in the Quotes table to reflect your local regulations.

2. Import your existing data
Stop manually typing data. Use the CSV import feature to bulk-upload your existing client list into the Users table and your full price list into the Catalog table to start quoting immediately.

3. Build an app on top
Turn this database into a secure client portal using the interface builder. You can set up users and permissions so customers can log in to view only their own quotes and pay invoices, while sales reps see their assigned territory—creating a fully functional sales application.