Equipment quotes the buyer configures before signing
Options and add-ons as optional items, spares with editable quantities, a build schedule and a deposit on signing.
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- Building QuoteCloud since 2013
Custom equipment builders use QuoteCloud to send machine and equipment proposals: the base machine, options and add-ons as optional items or single-choice groups the buyer selects, spares with quantity editing, a Gantt build schedule (Business), approval on large totals (Business) and a deposit on signing.
A sample equipment proposal from a fictional machine builder, Wexcombe Machine Works, for Brindle Foods: an exploded line drawing of a 9-metre case-packing conveyor with numbered callouts for the frame, a servo indexing unit, a remote-support HMI and a spares kit. In the option card the stainless washdown frame is chosen instead of the painted frame and the subtotal steps from $99,650.00 to $113,850.00 ex tax, or $125,235.00 including tax. The servo indexer and the HMI stay as options to tick and one spares kit is set. Then operations and finance both sign and $37,570.50 is paid on signing.
The buyer configures it inside the proposal
The base machine is fixed. The frame is a single choice, the servo indexer and the remote-support HMI are options to tick, and the spares kit has a quantity the buyer sets. Every change updates the subtotal, tax, total and the 30% paid on signing.
Try it here: change the frame, tick an option, add a spares kit. Brindle's engineers can try combinations before finance signs, and you see what they chose. Options don't depend on one another, so if a combination won't work, say so in the option's note.
- Single-choice groups for frames, motors or drives
- Optional items the buyer ticks
- Quantity editing for spares and consumables
- Payment on signing as a percentage or a fixed amount
Price tables: Essentials and up
How price tables workMachine, options and services
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Machine | |||
Case-packing conveyor module, 9 m2 lanes · guarding to your layout
|
1 ea | $86,500.00 | $86,500.00 |
| Frame · choose one | |||
| 1 ea | Included | Included | |
| 1 ea | $14,200.00 | $14,200.00 | |
| Options · tick what you need | |||
| 1 ea | $9,800.00 | $9,800.00 | |
| 1 ea | $3,600.00 | $3,600.00 | |
| Spares and services | |||
Spares kitBelts, sensors, bearings · set the number of kits
|
kit · you set this | $2,450.00 | $2,450.00 |
Factory acceptance testAt our works, with your product
|
1 test | $2,900.00 | $2,900.00 |
Installation & commissioningOn site, 4 days, 2 engineers
|
1 job | $7,800.00 | $7,800.00 |
- Subtotal
- $113,850.00
- Tax 10%
- $11,385.00
- Total
- $125,235.00
- 30% on signing, to order long-lead parts
- $37,570.50
The equipment proposal, page by page
Wexcombe's proposal for Brindle Foods' line 3 conveyor, from one equipment template.
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Wexcombe Machine WorksEquipment proposal WM-Q-0388 Sample · fictional business
Equipment proposal
Case-packing conveyor module, line 3
A 9-metre case-packing conveyor for line 3, built to your layout and tested at our works before delivery. Choose the frame and the options you need, set the number of spares kits, and the total follows.
Cover
The machine, for their line
A cover from your equipment template names the machine, the line it's built for, the date and the date the price expires.
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Wexcombe Machine WorksEquipment proposal WM-Q-0388 Sample · fictional business
Machine, options and services
Machine, options and services Item Qty Rate Amount Machine Case-packing conveyor module, 9 m2 lanes · guarding to your layout1 ea $86,500.00 $86,500.00 Frame · choose one Painted mild steel frameStandard motors1 ea Included Included Stainless washdown frameIP66 motors, for wet cleaning1 ea $14,200.00 $14,200.00 Options · tick what you need Servo indexing upgradeFor mixed case sizes1 ea $9,800.00 $9,800.00 Remote-support HMIRemote diagnostics by our engineers1 ea $3,600.00 $3,600.00 Spares and services Spares kitBelts, sensors, bearings · set the number of kits1 kitYou set this $2,450.00 $2,450.00 Factory acceptance testAt our works, with your product1 test $2,900.00 $2,900.00 Installation & commissioningOn site, 4 days, 2 engineers1 job $7,800.00 $7,800.00 - Subtotal
- $113,850.00
- Tax 10%
- $11,385.00
- Total
- $125,235.00
- 30% on signing, to order long-lead parts
- $37,570.50
Price
Machine, options, spares and services
The base machine, the frame choice, options to tick and the services that come with it, with the payment on signing worked out from the total.
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Wexcombe Machine WorksEquipment proposal WM-Q-0388 Sample · fictional business
Scope and exclusions
- Built to Brindle Foods layout drawing L3-04.
- Electrical supply to the isolator and compressed air to the machine by others.
- Changes after the approval drawings are quoted as a variation.
Hamish DoyleCan FAT run with our 12-pack cases as well as the 6-pack?
Owen, WexcombeYes. Send 40 of each and we'll run both at FAT.
Scope
Scope and exclusions, with their question
What's built to their layout and what's by others. Brindle's operations manager asked about FAT in a comment; Wexcombe answered in the thread.
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Wexcombe Machine WorksEquipment proposal WM-Q-0388 Sample · fictional business
Accept, sign and pay
2 of 2 signed
- Hamish DoyleOperations manager SignedFri 23 Oct
- Nadia PetrovFinance director SignedFri 23 Oct
30% on signing, to order long-lead parts (30%)
$37,570.50
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Sign
Operations and finance both sign
Each signer signs with their own eSignature, and the 30% is paid on signing to order the long-lead parts.
A build schedule the buyer can plan around
Put the build schedule in the proposal as a Gantt chart: approval drawings, long-lead parts, fabrication, factory acceptance test, delivery, installation and site acceptance, week by week.
It's your plan, written into the document the buyer signs, so their shutdown and your workshop are booked against the same weeks. QuoteCloud doesn't track progress against it; update the plan with a revised version if the dates move before signing.
- Tasks and milestones week by week
- FAT and site acceptance as milestones
- Revise before signing; version history on Business
Gantt charts: Business
Project plans in QuoteCloudBuild schedule
Send your next machine proposal from QuoteCloud
Free for 14 days, no credit card required. Send us an equipment proposal you use now and we'll convert one template for you during the trial.
Six-figure machines get a second look first
Set an approval rule on total value. Any proposal over $100,000 waits In Review until a director approves it, and only then can it go to the buyer.
Your team sees cost and margin under the same price table, so the director approves the options and the margin together. The buyer's copy never shows either.
- Rules on total value or discount percentage
- Costs and margins hidden from the buyer
- Every named approver can be required
Approval workflow: Business
Discount approvals & hidden marginsDocument workflow
In ReviewTriggered when Total value greater than $100,000
- Lucia BrandtDirectorWaiting
Must be approved by all approvers
- Approval request sent by Owen Hartley
- Waiting for Lucia Brandt
Approval workflow · Business plan
Machine, options and services
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Machine | |||
Case-packing conveyor module, 9 m2 lanes · guarding to your layout
|
1 ea | $86,500.00 | $86,500.00 |
| Frame · choose one | |||
Painted mild steel frameStandard motors
|
1 ea | Included | Included |
Stainless washdown frameIP66 motors, for wet cleaning
|
1 ea | $14,200.00 | $14,200.00 |
| Options · tick what you need | |||
Servo indexing upgradeFor mixed case sizes
|
1 ea | $9,800.00 | $9,800.00 |
Remote-support HMIRemote diagnostics by our engineers
|
1 ea | $3,600.00 | $3,600.00 |
| Spares and services | |||
Spares kitBelts, sensors, bearings · set the number of kits
|
1 kitYou set this | $2,450.00 | $2,450.00 |
Factory acceptance testAt our works, with your product
|
1 test | $2,900.00 | $2,900.00 |
Installation & commissioningOn site, 4 days, 2 engineers
|
1 job | $7,800.00 | $7,800.00 |
- Subtotal
- $113,850.00
- Tax 10%
- $11,385.00
- Total
- $125,235.00
- 30% on signing, to order long-lead parts
- $37,570.50
Team view only · cost $79,100.00 · margin 30.5%
What equipment buyers ask before they sign
Answer them in the proposal, in the same place every time, and the questions stop coming back by email.
When will it arrive?
A build schedule with long-lead parts, FAT and delivery as milestones (Gantt charts on Business).
What does FAT prove?
The factory acceptance test as its own line, with what you'll run and the product they send.
What's by others?
Power, air, foundations and removal of the old machine, written as exclusions under the scope.
Which spares should we hold?
A spares kit with a quantity the buyer sets, priced per kit.
What about support?
Warranty and support terms as a locked company block (content locking on Business).
How is it paid?
A percentage on signing for long-lead parts; later payments invoiced from your own system.
An equipment proposal in five steps
From a machine family template to a signed proposal with the deposit paid.
One template per machine family
The base machine, its frame choices and the usual options are already in it.
Set this buyer's options
Add or remove options from your price book and note anything that won't combine.
Add the schedule and scope
The Gantt build schedule (Business), scope, exclusions and the expiry date.
Approve the big ones
Over your value limit, a director approves it before it goes (Business).
They configure and sign
The buyer picks the frame, ticks options, sets spares, then both signers sign and pay the deposit.
Equipment proposal questions, answered
Can buyers choose options in an equipment proposal?
Yes. Put alternatives such as frame or motor sizes in a single-choice group, extras as optional items the buyer ticks, and spares with quantity editing so the buyer sets how many. The subtotal, tax, total and any payment on signing update as they choose. Price tables are on Essentials and above.
Does QuoteCloud stop combinations of options that won't work?
No. QuoteCloud doesn't have configuration rules or dependencies between options. Keep incompatible choices in the same single-choice group where you can, and say in an option's note when it needs or excludes another. Your engineers check the final configuration before the order.
Can we include a build schedule?
Yes, as a Gantt chart in the proposal on the Business plan: tasks, milestones such as the factory acceptance test and delivery, week by week. It's your plan in the document the buyer signs; QuoteCloud doesn't track the build against it.
How do deposits work on a machine?
Set a payment on signing, a percentage of the total or a fixed amount, paid through Stripe or PayPal on Essentials and above. It is paid once, when the buyer signs. Later stage payments, such as on delivery or site acceptance, are invoiced from your own accounting system.
Can large proposals be approved before they're sent?
Yes. On the Business plan, an approval rule on total value or discount percentage holds a proposal In Review until the named approvers approve it. Your team sees cost and margin while the buyer's copy never shows them.
More for manufacturers
Every page of the QuoteCloud manufacturing microsite, from the RFQ to the supply agreement.
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Distributor & reseller quotesConfigured product quotes for distributors, reseller price offers bulk-sent from one template, and dealer terms in the agreement.Explore
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Discount approvals & hidden marginsQuotes over a discount or a total value go to a manager first, and cost and margin stay in your team's view only.Explore
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PO acceptance, two signers & tooling depositsThe buyer's PO number in the accepted quote, engineering and procurement both signing, and the tooling paid on signing.Explore
- RFQ responses & part quotesAnswer the RFQ part by part: material and finish, quantity, unit price, lead time, freight terms and an expiry date on the quote.
- Quantity breaks, tooling & NREPrice breaks shown as a table or as alternative rows the buyer picks, with tooling, fixtures and programming as one-off lines.
- Drawings, specifications & marked-up imagesThe customer's drawing attached as a PDF or placed as an image and marked up, with your assumptions and exceptions beside it.
- Blanket & annual supply agreementsAnnual pricing, scheduled releases shown as repeating charges, terms and an expiry date, signed once for the year.
- Price book, SKUs & CSV importParts, materials, finishes and services in one product catalogue with SKUs, costs and margins, loaded from a CSV export.
- ERP, MRP, CRM & accounting connectionsAccepted quotes to your ERP or MRP through Zapier, Make or the API, your CRM and your accounting software.
- Manufacturing templatesReal QuoteCloud templates for manufacturing proposals, services agreements, work orders, QA plans and price quotes.
- QuoteCloud implementation for manufacturersYour price book imported, RFQ and agreement templates converted, approvals and payments set up, estimators trained.
- FAQAnswers to the questions job shops, equipment builders, packaging and print firms, co-packers and distributors ask most.
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