Export Options

Export Overview

Quotrum offers flexible export options to meet different needs. Whether you’re sending a proposal to a customer, sharing pricing with your team, or integrating with other systems, Quotrum has you covered.

Supported Export Formats

PDF Proposal

Professional branded proposal document.

Best for:

• Customer-facing proposals
• Executive reviews
• Formal RFP responses
• Contract attachments

Includes:

• Cover page with your logo
• Customer information
• Executive summary
• Service details per site
• Pricing summary (MRC, NRC, totals)
• Terms and conditions
• Contact information

Customization (Professional/Enterprise):

• Custom cover page
• Add/remove sections
• Reorder content
• Custom terms and conditions
• Brand colors and fonts

File size: ~500KB - 2MB (varies with site count)

Excel Pricing Sheet

Detailed line-item pricing in editable spreadsheet.

Best for:

• Internal pricing reviews
• Customer price analysis
• Finance approvals
• What-if scenarios

Includes:

• Summary sheet with totals
• Detailed pricing by site
• Line-item breakdown (MRC/NRC per item)
• Formulas for term calculations
• Discount calculations
• Notes and assumptions

Features:

• Editable (customers can adjust quantities)
• Formulas preserved
• Multi-sheet workbook
• Charts and graphs (optional)

File size: ~50KB - 500KB

JSON Export (Enterprise)

Machine-readable structured data.

Best for:

• API integrations
• CRM/ERP imports
• Custom reporting tools
• Data warehousing

Includes:

• Complete quote data
• Service configurations
• Pricing details
• Customer information
• Metadata (created date, version, etc.)

File size: ~10KB - 100KB

CSV Export

Simple comma-separated values.

Best for:

• Simple data imports
• Database loads
• Spreadsheet analysis (non-Excel)
• Legacy system integration

Includes:

• Flat data structure
• One row per line item
• No formatting
• Easy to parse

File size: ~5KB - 50KB

Exporting from Quote Wizard

During Quote Creation

At the final step (Review):

1. Choose export format(s)
2. Click Export
3. File downloads automatically
4. Quote is saved to library

Quick Export

For fastest export:

1. Select desired format
2. Click Quick Export
3. Uses default settings
4. No preview or customization

Custom Export

For full control:

1. Click Custom Export
2. Choose format
3. Select options (see Format Options below)
4. Preview (PDF only)
5. Click Export

Exporting from Quote Library

Single Quote

1. Open quote from library
2. Click Export button (top-right)
3. Choose format and options
4. Download file

Multiple Quotes

Bulk export multiple quotes:

1. In Quote Library, select quotes (checkboxes)
2. Click Bulk Actions → Export
3. Choose format
4. Files packaged in ZIP archive
5. Download ZIP

Pro Tip: Use filters before bulk export (e.g., “All Q4 2024 quotes”).

Format-Specific Options

PDF Options

Layout

• Page size: Letter (US) or A4 (International)
• Orientation: Portrait or Landscape (Landscape for wide pricing tables)
• Margins: Normal, Narrow, or Wide

Content

• Include cover page (yes/no)
• Include pricing (yes/no - for technical-only proposals)
• Include terms and conditions (yes/no)
• Include BOM (yes/no)
• Show discounts (yes/no)
• Show unit pricing (yes/no)

Branding (Professional/Enterprise)

• Logo placement (top-left, center, custom)
• Color scheme (brand colors)
• Footer text (company info, page numbers)
• Watermark (e.g., “DRAFT”, “CONFIDENTIAL”)

Excel Options

Sheets

• Summary only
• Summary + detail
• Summary + detail + per-site sheets
• Include BOM sheet (yes/no)

Formatting

• Basic (minimal styling)
• Standard (tables, colors, borders)
• Branded (company colors and fonts)

Data

• Show formulas (yes/no)
• Show notes and assumptions (yes/no)
• Include discount detail (yes/no)
• Lock cells (protect pricing from edits)

JSON Options (Enterprise)

Schema Version

• v1 (legacy)
• v2 (current)
• Latest (always newest)

Inclusions

• Complete (all fields)
• Pricing only
• Configuration only
• Custom (select specific fields)

Formatting

• Pretty print (human-readable)
• Minified (smallest file size)

Sharing Options

Direct Email (Professional/Enterprise)

Send exports directly from Quotrum:

1. Export quote
2. Click Share → Email
3. Enter recipient email(s)
4. Add custom message
5. Choose format (PDF, Excel, or both)
6. Click Send

Email includes:

• Exported file(s) as attachments
• Your custom message
• Automatic signature with your contact info
• Reply-to set to your email

Tracking: See when emails are opened (Enterprise).

Cloud Links (Professional/Enterprise)

Generate shareable links:

1. Export quote
2. Click Share → Create Link
3. Set options:
   • View-only or download
   • Expiration date (1 day to never)
   • Password protection (optional)
4. Copy link
5. Share via email, Slack, etc.

Recipients can view/download without Quotrum account.

Analytics: Track link views and downloads (Enterprise).

Download and Forward

Traditional method:

1. Export quote
2. Download file to your computer
3. Attach to email or upload to your file sharing
4. Send/share as you normally would

This method works with any Quotrum plan (including free).

Customizing Export Templates

PDF Templates (Professional/Enterprise)

Create custom PDF templates:

1. Go to Settings → Export Templates
2. Click New PDF Template
3. Name template (e.g., “Enterprise Customer Proposal”)
4. Configure:
   • Select sections to include
   • Reorder sections
   • Add custom text blocks
   • Upload custom footer
   • Set font sizes and colors
5. Save template

Use template:

1. When exporting, click Custom Export
2. Choose Use Template
3. Select your template
4. Export

Excel Templates (Professional/Enterprise)

Customize Excel export structure:

1. Export a quote to Excel (standard)
2. Modify the exported file:
   • Add/remove columns
   • Change formatting
   • Add custom formulas
   • Add charts
3. Upload as template in Settings → Export Templates
4. Name template
5. Future exports use this structure

Default Templates

Set default template for quick exports:

1. Go to Settings → Export Templates
2. Find desired template
3. Click Set as Default
4. Quick Exports now use this template

Batch Export Features (Enterprise)

Scheduled Exports

Automatically export quotes on a schedule:

1. Go to Settings → Scheduled Exports
2. Click New Schedule
3. Configure:
   • Frequency (daily, weekly, monthly)
   • Filter criteria (e.g., “All open quotes”)
   • Export format
   • Delivery method (email, FTP, cloud storage)
4. Save schedule

Use cases:

• Daily export to CRM
• Weekly pricing reports for finance
• Monthly archive to cloud storage

API Exports

Programmatic export via API (Enterprise):

# Export single quote
GET /api/v2/quotes/{id}/export?format=pdf

# Bulk export
POST /api/v2/quotes/export
{
  "quote_ids": ["123", "456", "789"],
  "format": "excel",
  "template": "standard"
}

See API documentation for details.

Export Quality Settings

Resolution (PDF)

Choose quality vs file size:

• Screen (72 DPI) - Smallest files, screen viewing
• Standard (150 DPI) - Balanced, recommended
• High (300 DPI) - Print quality, larger files

Compression

Reduce file size:

• None - Original quality
• Standard - ~30% smaller, minimal quality loss
• High - ~50% smaller, some quality loss

Settings in Settings → Export → Quality.

Troubleshooting Exports

Export fails or hangs

Common causes:

• Large multi-site quote (100+ sites)
• Network timeout
• Corrupted quote data
• Browser issue (web version)

Solutions:

• Try exporting to CSV first (simpler format)
• Split large quotes into smaller ones
• Update Quotrum to latest version
• Try different browser (web version)
• Contact support if persistent

PDF looks wrong

Issues and fixes:

• Logo doesn’t appear: Upload logo in Settings → Company → Branding
• Pricing cut off: Try Landscape orientation
• Fonts look weird: Update Quotrum or try different PDF viewer
• Missing pages: Check that all sections are enabled in export options

Excel file won’t open

Possible causes:

• Unsupported Excel version (need 2010+)
• Corrupted file
• File extension renamed incorrectly

Solutions:

• Open with Excel 2010 or later
• Try opening with Google Sheets or LibreOffice
• Export again
• Try CSV format instead

Missing data in export

If data is missing:

• Verify data exists in quote (open in Quotrum)
• Check export template (field may be excluded)
• Review export options (content may be filtered)
• Try “Complete” export instead of summary

File size too large

If exported file is too large (for email, etc.):

• Use compression (PDF settings)
• Export to Excel instead of PDF
• Split multi-site quote
• Remove BOM from export (if included)
• Use cloud link instead of attachment

Best Practices

1. Preview before sending - Always preview PDFs before customer delivery
2. Use appropriate format - PDF for customers, Excel for internal
3. Secure sensitive pricing - Use password-protected PDFs or links with expiration
4. Version control - Name exports with version/date (e.g., “Acme-Quote-v2-2024-12-15”)
5. Archive exports - Keep copies of sent proposals
6. Test templates - Preview custom templates before using with customers
7. Choose quality wisely - High-res PDFs for print, standard for email

Next Steps

Explore related features:

• BOM Generation - Create detailed bills of materials
• Quote Wizard - Master quote creation
• Configuration - Set export defaults and templates