Quote, Purchase Order & Price List Templates

12 tabs, one linked system

1. 1

   Start Here

   How the tabs fit together, what to do when a quote is accepted (quote to invoice), saving each quote and PO as a PDF, margin vs markup with a worked example, adding your logo, printing, Google Sheets and a tax note.

2. 2

   Settings

   Business details for the documents, default sales tax rate, tax on shipping (yes/no), quote validity days, follow-up days, currency label, minimum margin alert, PO tax rate, as-of date. Three price tiers with their discount off list. Default wording for quote terms, PO instructions and price list terms. Dropdown lists for categories, units and payment terms.

3. 3

   Catalog

   150 rows: SKU, description, category, unit, pack size, supplier, vendor part #, unit cost, list price, optional wholesale and distributor override prices, taxable, active. Price and gross margin for each tier calculate, and a Check column flags duplicate SKUs, unknown categories, prices below cost and margins under your alert.

4. 4

   Customers

   100 rows: contact, billing and ship-to address, price tier, payment terms, tax exempt, own tax rate, resale certificate number and expiry. Quotes sent, value won, win rate, a certificate check (expired, expires within 30 days) and a tier check per customer.

5. 5

   Suppliers

   40 rows: contact, address, your account number, payment terms, lead time, order minimum. POs, ordered, received and open PO value per supplier.

6. 6

   Price List

   Customer-facing price list for the tier you choose, Active items only, grouped by category in your order, with an effective date, optional 'Prepared for' line, MSRP column on wholesale and distributor lists, and terms. 40 lines per printed page with a page selector; a page that starts mid-category repeats the heading as '(continued)', and a heading never sits alone on a page's last line.

7. 7

   Quote

   One-page quote: pick a customer and up to 15 catalog SKUs plus 3 free lines. Tier price, pack size, line discount, shipping, sales tax, total and valid-until date (default validity from Settings, or a per-quote number of days). Internal panel (never printed): tier used, tax status, cost of goods, gross profit, gross margin, lines under your minimum margin.

8. 8

   Quote Log

   300 rows. Status you enter: Draft, Sent, Accepted or Declined; a Sent quote turns Expired by itself after its valid-until date. Follow-up date, days to decide, customer PO # and invoice #. Win rate by count and by value, open pipeline, follow-ups due.

9. 9

   Purchase Order

   One-page PO: pick a supplier and up to 15 SKUs plus 3 free lines. Vendor part #, description, unit and your Catalog cost fill in, with a per-line cost override when a supplier quotes a different price. Ship-to, payment and freight terms, deliver-by date from the supplier's lead time, freight, tax, signature and vendor confirmation lines. Internal panel checks the supplier's order minimum and flags items you usually buy elsewhere.

10. 10

    PO Log

    200 rows: PO total, received, % received, open value and status (Open, Partial, Late, Partial, late, Received, Closed short, Cancelled) with days late. Bill check compares the supplier's bill with goods received plus freight. Open POs, open PO value, late POs and bills to check at the top.

11. 11

    Receipts

    500 rows: one row per delivery line (date, PO #, packing slip, SKU, qty, unit cost, received by, condition). Feeds Received on the PO Log.

12. 12

    Helper

    Formulas that sort the Price List by category. Nothing to type there.