Quote Requests

Quote requests submitted by email or phone give sales and operations teams inconsistent information to work with. Products are described informally, quantities are unclear, and there is no structured record of what was requested, when, or by whom. When it comes time to prepare the quote, the sales team has to follow up for details that should have been captured at the point of request — delaying the response and creating a poor first impression.

The Quote Requests template for SharePoint, built with Infowise Ultimate Forms, gives customers a structured external form where they can select products or services, specify quantities across multiple line items, and provide their contact details — with every submission captured as a complete, actionable record in SharePoint and printable as a formatted document.

How it works

The external quote request form

Customers complete a structured quote request form accessible from your external website or a direct link — without a SharePoint account or any access to your internal systems. The form is built around a managed product list, ensuring that customers select from the products and services your organization actually offers rather than describing requirements in their own terms. Multiple line items can be added to a single request, allowing customers to request quotes for several products or services within the same submission.

Managed product catalogue

The system maintains a managed list of product and service names that the quote request form draws from. This ensures consistency across all submissions — every product referenced in a quote request matches your organization's actual offering, with no ambiguity about what was requested or how it should be priced.

Printable and PDF output

Once a quote request is received and a quote is prepared, the completed form can be printed or converted to a PDF directly from SharePoint using the Ultimate Forms print capability. The output is a formatted document suitable for sending to the customer as their formal quote — no manual reformatting, no copying data into a separate template, and no risk of the printed version differing from the record held in SharePoint.

External accessibility

Using the Ultimate Forms External Form feature, the quote request form can be securely embedded on your public-facing website or shared as a direct link — making it accessible to customers without a SharePoint account. Every submission lands directly in a centralized SharePoint list, giving your sales team an immediate, structured view of all incoming quote requests without monitoring a shared inbox.

A centralized quote request record

Every completed submission is stored as a structured record in a standard SharePoint list. Sales and operations teams have a single, searchable view of all quote requests — filterable by customer, product, submission date, or status — giving full visibility of the pipeline without manual data entry or inbox management.

What you get

• A structured external quote request form with multiple line items drawn from a managed product catalogue
• External form capability — embeddable on your website or shareable as a link, with no SharePoint account required for customers
• Printable and PDF output generated directly from SharePoint using Ultimate Forms print capability
• Every submission stored as a structured, searchable record in a centralized SharePoint list
• Configurable product list, columns, and form layout to match your specific products and services
• Extendable with automated acknowledgement notifications and quote status tracking using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Quote Requests system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All quote request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.