The Lifecycle of a Typical Sales Quote in VARStreet Platform Explained
Table of Content
VARStreet handles that entire flow for IT and office supply VARs, from pulling real-time distributor pricing to automating approvals and converting accepted quotes into purchase orders.
This blog walks through all eight stages of a sales quote lifecycle inside the platform.
Key Takeaways:
- VARStreet quoting software orchestrates the entire journey from initial customer request to final payment, so VARs manage quotes, orders, and fulfillment inside one connected system.
- Integrated distributor catalogs, rich content feeds, and CPQ-style bundling tools let sales reps assemble accurate, configuration-ready quotes quickly without manual product research.
- Rule-based approvals driven by margin, deal value, and user roles turn management policies into automated workflows that protect profitability while removing email-based bottlenecks from the quoting process.
- Embedded e-signatures, instant payment options, and flexible net terms convert approved quotes into a live digital buying experience that accelerates customer decisions and improves cash flow.
- Versioning, automated reminders, and quote-to-order analytics enable teams to refine pricing and follow-up strategies using real performance data instead of guesswork.
The Lifecycle of a Typical Sales Quote in the VARStreet Quoting Platform
The following are the lifecycle stages of a typical sales quote in the VARStreet quoting platform:
1. Quote Creation
When a customer requests a quote via email or store, it’s important to respond at the earliest. VARStreet’s quotation management tool for VARs provides an easy way to create sales quotes. As a value-added reseller, you can use pre-built quoting templates to standardize the process and ensure consistency. As the platform integrates with multiple distributor catalogs, VARs can easily select products and add them to the quote. There is a provision to import quote items in bulk via Excel.
VARStreet InstaQuote software is also integrated with Etilize and Icecat, allowing VARs to access rich content while generating quotes. This includes short & long product descriptions, high-quality images, and specifications. Features like the ability to bundle products along with CPQ capabilities enable VARs to create quotes that align with customer needs. From complex bundles to configurations, you can rely on this software application to quote products with ease.
2. Quote Customization
With VARStreet quoting management tool for VARs, you can apply customer-specific pricing and discounts automatically while creating quotes. With the software pre-integrated with shipping carriers and tax compliance software, the applicable freight charges and taxes are calculated in real-time during quote generation. You can customize the quote template with company branding, contact details, and terms & conditions. For instance, you can add your company logo, change font size, etc., to make your quote document look professional.
Pro Tip:
Set up dashboards that break down drop-off rates at each quote lifecycle stage—creation, approval, signature, payment, and conversion—so you can target fixes like better templates, fewer approval layers, or clearer payment options exactly where deals stall.
3. Quote Approval Workflow
Many VARs have predefined approval process to ensure quotes are sent as per the pre-established criteria. VARStreet’s automated approval workflow allows VARs to set up rules based on margin, order value, and other factors. They can set up parallel/serial approval workflows with role-based permissions to ensure only authorized personnel can approve or modify quotes. This structured approach helps to eliminate bottlenecks in the quoting process.
4. Quote Sharing & Customer Engagement
Once approved, quotes can be sent to customers via email directly from the VARStreet platform. To accelerate the approval process, VARStreet is integrated with Docusign, an e-signature solution, which allows customers to sign off the quotes digitally. VARs can also provide an option for customers to confirm and make payments instantly, reducing the turnaround time for deal closures.
5. Quote Revisions & Follow-ups
Customer preferences can change, necessitating revisions to the initial quote. VARStreet simplifies this process by enabling users to quickly edit and create multiple versions of the same quote. Automated reminders ensure that customers are notified before a quote expires, keeping the sales conversation active. These proactive follow-ups prevent missed opportunities and improve the chances of closing deals successfully.
6. Quote to Order Conversion
Once a customer accepts the quote, VARs can convert it into a sales order with just one click. VARStreet further enhances efficiency by enabling VARs to generate the purchase order directly from the sales order. The purchase order is then sent to the distributor with a click of a mouse for order fulfillment. Additionally, VARs can automate the process of converting quotes into SOs and subsequently into purchase orders, reducing manual effort. The platform also supports splitting quotes into multiple orders for streamlined order fulfillment.
Additionally, VARs can automate the process of converting quotes into SOs and subsequently into purchase orders, reducing manual effort. The platform also supports splitting quotes into multiple orders for streamlined order fulfillment.
Pro Tip:
Before scaling adoption, encode discount rules, approval thresholds, and standard quote layouts directly into VARStreet so reps can work inside guardrails while leadership confidently delegates more quoting authority without risking margin leaks.
7. Payment & Order Processing
VARStreet quoting software is integrated with multiple payment gateways, enabling customers to make payments online. B2B customers can also benefit from net payment terms (e.g., Net 30, Net 60), allowing them to make payments within an agreed timeframe. This flexibility helps VARs maintain strong relationships with customers while ensuring cash flow efficiency.
8. Post-Sales & Reporting
VARStreet provides analytics and reporting to track quote-to-order conversion rates and measure the impact on revenue. By evaluating their sales performance, businesses to make data-driven decisions and refine their sales strategies. Understanding how quotes perform enables VARs to optimize pricing and improve customer engagement.
Conclusion
The lifecycle of a sales quote in VARStreet is a well-structured process designed to enhance efficiency and customer experience. It simplifies quoting complex configurations, allowing users to deliver personalized quotes in minutes. From quote creation to final payment, every stage is optimized to reduce manual work and speed up sales cycles. By leveraging VARStreet sales quotation software, VARs can ensure a smooth quoting process, which will provide better sales outcomes. Book a free demo now to know more!
FAQs
What are the stages of a sales quote lifecycle?
Eight steps: creation, customization, approval, sharing, revisions, quote-to-order conversion, payment, and post-sale reporting. Each stage feeds into the next, and automating the handoffs between them is what separates a fast quoting operation from a slow one.
How does VARStreet automate the quote approval process?
You set rules based on margin thresholds, deal value, or user roles. Quotes that fall outside those guardrails get automatically routed to the right approver.
Can I revise a quote after sending it to a customer?
Yes. VARStreet supports multiple versions of the same quote, so you can edit pricing, swap products, or adjust terms without starting from scratch.
How does a quote convert into an order?
One click. The accepted quote becomes a sales order, which then generates a purchase order sent directly to the distributor for fulfillment. The entire flow from quote acceptance to PO submission can be automated.
