SaaS quotes are notoriously complicated to prepare due to the amount of factors that need to be taken into consideration like different subscription tiers, licence quantities and billing cycles. Add setup fees and customer-specific discounts and it’s easy to miss a charge or create an unclear proposal leaving the customer confused. We’ve put together this guide to let you know how to create quote templates for SaaS products smoothly and efficiently with QuoteWerks from Quintadena.
What Should SaaS Quotes Include?
The purpose of a SaaS quote is to make it easy for customers to understand what they’re buying, how much it costs and how long they’re committing for, which is why it should include the following:
- Your business and customer details: Company names, addresses, contact information
- Quote reference and validity: Unique quote number, the date issued and an expiry date
- Product and subscription details: The specific software, subscription tier, included features and any support / service limitations.
- License quantities and unit prices: Number of users / licences covered and the price per unit
- Billing frequency & contract length: How much the customer pays and how long the contract lasts
- One-off fees and optional extras: Onboarding, configuration, migration or training charges listed separately from recurring costs
- Discounts and taxes: Explain how long those apply and whether prices include or exclude VAT / other applicable taxes
- Clear pricing totals: Separate the amount due upfront from ongoing charges
- Terms: Payment terms, renewal / cancellation conditions and how the customer should accept the quote
How to Create Quote Templates for SaaS Products
Choose Your Quoting Tool and Template Layout
You should start by choosing a quoting tool that can accommodate your subscription pricing and any additional services you offer and fits your existing workflow and business requirements. Quotewerks is a fantastic option for businesses offering SaaS products as it supports both recurring subscription charges and one-off costs and allows you to create reusable templates with your products and services.
Quintadena can help you customise your QuoteWerks templates to support your workflow and needs.
Add Your SaaS Products and Pricing Options
Add the software products and subscription models your business offers making sure to give each one a clear name and description so it’s clear to customers what’s being offered and what it includes.
Quotewerks for example lets you add products and services from your configured product database after which you can adjust quantities / prices for the specific quote. For per-user subscriptions you can use the quantities to represent the number of licenses and then specify the price per license for the relevant billing period.
Separate Subscription Charges From One-Off Fees
To help customers better understand the charges involved you should make sure to keep the ongoing charges e.g. subscription fees separate from any one-off fees e.g. onboarding training, configuration, etc. In Quotewerks you can do this by marking subscription costs as recurring and then adding the one-off charges as separate / non-recurring line items.
Make Billing Frequency and Contract Length Clear in Your SaaS Quotes
Your SaaS quotes will need to clearly state how often the customer will pay and how long they’re committing to the subscription for as monthly payments for example don’t necessarily mean the agreement is on a monthly rolling basis. An example would be ‘£200 / month billed monthly over a 12 month period’ instead of just ‘£200 per month’.
Quotewerks supports this by letting you set the recurring billing cycle as well as contract start / end dates.
Include Optional Extras and Discounts
If you have any optional extras like additional modules for example or training, support, etc. you’ll need to include those with clear pricing and billing frequencies as well. Quotewerks supports this too by letting you mark these as optional while with the QuoteValet add on, your customers can select these options online and see their quote total update.
Add Your Terms and Acceptance Instructions
Make sure to include:
- Payment terms
- Quote expiry date
- Relevant subscription conditions (renewal / cancellation arrangements, etc)
- Clear instructions as to how the customer can accept the quote and who to contact with questions
In Quotewerks you can set your payment terms and expiry dates alongside any supporting wording and QuoteValet allows your customer to conveniently review and sign the quote online electronically.
Test and Save Your Reusable SaaS Quotes Template
Finally, before you save your template, create a sample quote, make sure everything is functioning correctly and have a look at what the customer-facing document looks like. If you’re happy with your SaaS quotes template, save it as a reusable document template in Quotewerks and your team will be able to use it at the starting point for future quoting. You can review it whenever anything changes in terms of pricing, products or terms to keep everything accurate.
How to Create Quote Templates for Saas Products with Quintadena
Quintadena has been the number one Quotewerks partner since 2007 and as such we’ve helped countless businesses across a wide range of sectors improve their quoting process. If you’re looking for advice on how to create quote templates for SaaS products that support your workflow, we can help you find the best solution for your business.
To request a free, no-obligation demo or if you have any questions about our solutions, get in touch with our team online or call us at 0121 669 1111.
