Quotations, proposals and pricing for agencies

• Prices are copied from the last deal. Nobody checks them against what delivery costs today.
• Discounts are given in the room. The salesperson does not know where the floor is.
• Versions multiply. Nobody can say which one the client accepted.

1. 1
   List. Put every service you sell in one catalog.
2. 2
   Price. Let formulas suggest a price from cost and target margin.
3. 3
   Quote. Build a numbered quotation and route exceptions for approval.
4. 4
   Get acceptance. The client accepts with a click, on a recorded version.
5. 5
   Invoice. Turn the accepted quotation into an invoice and track payment.

The service catalog is the single list of what your agency sells. Each service has a client-facing description, deliverables, a pricing unit, a minimum and recommended price, an internal cost and a target margin.

Units match agency work: per video, reel or episode, per shoot day, per hour, per platform, per deliverable, per project, per month for retainers, or a custom unit.

Cost-based pricing uses explicit formulas: direct labor, freelancers, production, travel, tools, contingency and allocated overhead. Authorized users can open any suggested price and see how it was reached.

• A warning appears when a price falls below the target margin.
• A price below the approved minimum is blocked unless an authorized person overrides it, with a reason.
• Discount limits are set per role. A discount above the limit creates an approval request.

Internal cost and margin are visible only to authorized roles and never appear on client documents.

Build quotations for a new lead or an existing client. Select services, quantities and options, then add payment schedule, validity, timeline, assumptions, exclusions and terms.

Every quotation is numbered. Once a version has been approved or accepted, it cannot be edited. A change creates a new revision linked to the previous one, with a log of what changed in line items, price, discount and terms.

Proposals and quotations are different documents. The proposal explains your understanding of the client, the approach, scope, team, relevant case studies and the investment. The quotation is the priced scope and terms.

Send either one as a branded PDF or as interactive web quotations under your agency's brand. The client link can expire and can be revoked. On the web version the client can comment, accept, reject or request a revision, and you are notified when the document is opened.

Clients accept with a click. Agency Root records who accepted, when, and exactly which version.

Contracts are drafted from your approved legal templates and the commercial details already agreed: scope, deliverables, value, payment terms and timeline. AI can fill variables in a template. By default it does not write or change legal clauses.

Generate branded invoices from an accepted quotation, with line items, tax, due date and payment terms. Payments are recorded manually, including partial payments, and the outstanding balance updates.

Acceptance updates the forecast. Cash is recognized only when a payment is recorded.

Deals move through clear stages: lead, qualified, meeting, proposal, quotation, negotiation, won or lost. The weighted pipeline multiplies each deal's value by its probability to close.

The AI Quotation Agent prepares a quotation draft from your service catalog and the client's requirements. The totals always come from your pricing formulas, not from the AI, and the draft waits for a person to review and approve it.

A discovery call can become a first draft. Generate a quotation from a meeting, with each extracted requirement linked back to its place in the transcript.

Agency Scale adds the Proposal Agent, Contract Agent, Sales Agent and Pipeline Intelligence Agent. Read how Agency Root's AI is controlled.