ERP and CRM implementation quotation template
ERP and CRM implementation quotation template: discovery workshops, configuration per module, data import, user training sessions and go-live support days.
Templates by industry
- Discovery workshops and process design
- System configuration, per module
- Data import from the old system
- User training, per session
- Go-live support, per day
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Discovery workshops and process design", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Go-live support, per day", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Deliver the agreed test results and configuration notes, and assign owners for outstanding items. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Introducing an ERP or CRM system changes how a company sells, buys and books, and the software subscription is usually the smaller part of the cost. The implementation partner's quotation covers the rest: workshops that decide how processes will run, configuration of each module, moving data from the old system, training the people who will use it, and being there when it goes live. This template prices each of those, so the client can see where the effort sits and plan staff time.
Fields to prepare
- Deliverables and line items
- Discovery workshops and process design, System configuration, per module, Data import from the old system, User training, per session, Go-live support, per day: specify the planned quantity and delivery scope for each item.
- Discovery workshops and process design
- Name the processes the workshops will cover, such as order to cash, and the decisions the client must make in them.
- System configuration, per module
- List the modules, such as sales, purchasing and inventory, and what standard configuration includes; custom development is a separate quotation.
- Data import from the old system
- Say which objects are imported and from what format; cleansing the old data is the client's task unless quoted.
- User training, per session
- Give the number of people per session and whether materials are in the client's language.
- Go-live support, per day
- Say whether support is on site or remote, and the hours of each support day.
- Environment and dependencies
- Record target systems, integration counts, data volume and who supplies test access.
- Acceptance and support
- Set acceptance scenarios, the review window, support duration after handover and excluded work.
- Scope to agree
- Price configuration per module rather than as one sum, leave software subscriptions in the vendor's contract, and name the client staff who must be available.
Before sending
- Does “Discovery workshops and process design” say what is included and what quantity the price assumes?
- Would the customer read “System configuration, per module” the way you do, including what it leaves out?
- Can you still honour the price of “Data import from the old system” on the last day the quotation is valid?
Show 5 more
- Does “User training, per session” say what is included and what quantity the price assumes?
- Would the customer read “Go-live support, per day” the way you do, including what it leaves out?
- Separate third-party service charges from implementation fees.
- Agree who handles the production transition and what recovery work is included if it fails.
- Check quote validity, the customer approval method and payment milestones.
Worked example: sales, purchasing and inventory for a wholesaler
The figures are an example, with an example tax rate of 8%. A partner quotes four discovery workshops, configuration of three modules, one import of customers, items and open orders, five training sessions and four days of go-live support.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Discovery workshops and process design | 4 × $1,200.00 | $4,800.00 |
| System configuration, per module | 3 × $3,500.00 | $10,500.00 |
| Data import from the old system | 1 × $4,200.00 | $4,200.00 |
| User training, per session | 5 × $600.00 | $3,000.00 |
| Go-live support, per day | 4 × $900.00 | $3,600.00 |
| Subtotal | $26,100.00 | |
| Sales tax (8%) | $2,088.00 | |
| Total | $28,188.00 | |
The five lines come to $26,100.00; tax at 8% is $2,088.00; the quotation total is $28,188.00. The software subscription is not included; the client pays it to the vendor under its own contract.
Common mistakes on an ERP or CRM quotation
- Quoting configuration as one lump sum, so adding a module has no visible price.
- Hiding custom development inside configuration.
- Assuming the old data is clean without saying who will clean it.
- Leaving out the client's own staff time, which decides the schedule more than anything else.
What the document must show
These details make a quotation easier to approve and to file.
- Your business name, address and registration or tax number
- The customer's name and address
- Issue date and a document number you do not reuse
- Each line item with quantity, unit price and amount
- Tax shown separately from the net amount, and the total payable
- Payment terms: due date, bank details or accepted payment methods
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
Should the software licences go on my quotation?
Usually not. The client signs the subscription with the vendor, and your quotation covers the implementation. If you resell the licences, put them on separate lines with the term and the number of users.
The client wants a feature the standard system lacks. How do I quote it?
Keep it out of this quotation and offer it as a separate piece of development with its own estimate. Mixing custom work into configuration makes both harder to control.
How do I protect the timeline if the client's staff are not available?
Name the people and days you need in the notes, and say that missed workshops move the schedule. Extra sessions caused by absences can then be billed as agreed.
Can the quotation be split into phases?
Yes. Many projects start with one or two modules and add others later. Quote the first phase in full and list later modules as options with their own prices.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the ERP and CRM implementation quotation template: How to write a quotation: format, example and checklist and Quotation vs invoice: differences and timing. The VAT and GST calculator adds tax to your quoted prices.