Manual Quote Preparation Process

Table of Contents

1. Introduction
2. Manual Quote Preparation Process
3. Guiding Principles

Introduction

At LED Sign City, we strive to make quoting as seamless as possible. Most quotes can be instantly calculated on our website, giving customers quick, reliable pricing. However, for certain unique or complex projects, a manual quote is necessary to capture the project’s specific requirements accurately.

These manual quotes are typically for projects that may involve elements like:

• Signs installed at high altitudes
• Installations requiring specific materials, such as stonework or custom finishes
• Projects where a particular aesthetic or architectural alignment is crucial

In some cases, our trained installers conduct an on-site assessment to ensure the quote aligns precisely with your project’s needs. For other projects, we may incorporate additional customization options directly into our online calculator, allowing you to specify unique requirements without the need for a site visit. This flexibility enables us to offer an accurate, customized price while maintaining the convenience of our digital quoting system.

Here’s how our manual quoting process works:

Manual Quote Preparation Process

1. Determine the Need for a Manual Quote

   • If your project includes unique elements beyond the scope of our standard online calculator, our sales team will recommend a manual quote.
   • Common indicators include special materials, high installations, or specific design requirements.

2. Sales Handoff and Quoting Specialist Assignment

   • The sales team transfers your project details to a quoting specialist, who will manage the quote preparation and all related communications.
   • The quoting specialist reviews all initial information you’ve provided to ensure a clear understanding of your project needs.

3. Setting Up Customer Communication

   • Timeline and Expectations: The quoting specialist establishes an email communication channel to keep you informed throughout the process. They will send an initial email confirming the timeline and estimated date for receiving your custom quote.
   • Proactive Updates: If the quote preparation timeline is delayed, the quoting specialist will proactively email you with a revised estimate and a brief explanation of the delay. This ensures you are always aware of the status of your quote and the expected delivery date.

4. Site Visit and Project Assessment (If Required)

   • Pre-Visit Preparation: Before a site visit, the quoting specialist reviews all project details and gathers any necessary tools or information to assess your project accurately.
   • On-Site Evaluation: During the site visit, the quoting specialist evaluates unique aspects, such as special installation requirements, custom materials, or specific finishes. This information is documented for accurate quote development.

5. Quote Development

   • Based on the project assessment, the quoting specialist creates a detailed quote, including:
     • Material and Finish Requirements: Any specific or custom materials required for the project.
     • Labor and Specialized Equipment: An estimate of labor, including any specialized skills or equipment needed.
     • Project Timeline: An estimated timeline for project completion.
   • Cost Breakdown: For transparency, the quote includes a breakdown of each cost element.

6. Internal Review for Accuracy

   • A second team member reviews the quote for accuracy, ensuring that all project requirements are accounted for and that the pricing aligns with your needs and expectations.

7. Quote Delivery and Confirmation

   • The quoting specialist emails the finalized quote by the agreed-upon date, ensuring that you receive it promptly.
   • Clarification and Follow-Up: The quoting specialist is available via email to answer any questions or provide additional details.

8. Follow-Up and Ongoing Engagement

   • If the quoting process extends beyond the initial timeline, the quoting specialist will provide regular email updates to keep you informed.
   • After the quote is delivered, they will follow up within a few days to address any remaining questions and make adjustments if needed.

Guiding Principles

• Transparency and Communication: Keeping you informed at each stage minimizes surprises and builds trust.
• Timeliness and Efficiency: We understand the importance of timing and work to ensure that any necessary delays are communicated clearly.
• Proactive Engagement: Continuous email updates keep you engaged and confident, even when more time is needed for quote completion.
• Continuous Improvement: Your feedback is invaluable, and we use it to enhance our process over time.

By following these steps, LED Sign City aims to make the manual quoting process both informative and customer-friendly, ensuring you feel supported and confident as we prepare a quote tailored to your project’s needs. Let us know if there are any special considerations you’d like us to include as we begin the quoting process for your project.