Accelerating Time-to-Quote for MSPs

Time kills all deals. The faster you deliver an accurate quote, the better your chances of closing business. Time-to-Quote (TTQ)—the time from initial inquiry to a finalized proposal—directly affects conversion rates, customer experience, and revenue.

But many IT/MSPs struggle with slow, manual quoting processes that create delays and lost opportunities. How can you streamline this workflow to quote faster, without sacrificing accuracy?

In this article, we’ll break down the key strategies MSPs can use to reduce Time-to-Quote and close deals faster. We’ll also explore how automation and CPQ software play a crucial role in optimizing the process for maximum efficiency.

Why Speed Matters in the Quoting Process

Many IT/MSPs rely on CPQ software to automate service configurations, pricing, and quote generation, significantly accelerating sales cycles. And the data proves its impact: CPQ users see 17% higher lead conversions, while non-CPQ users take 73% longer to generate quotes—a clear disadvantage in a competitive market.

But technology alone isn’t enough. To truly optimize TTQ, MSPs need more than just automation—they must integrate CPQ tools with CRMs, centralize pricing, and enable real-time collaboration. Standardized service bundles, automated approvals, and digital signatures eliminate bottlenecks, while a well-trained sales team ensures speed and 4?/

At the end of the day, the IT/MSP that quotes faster and with confidence wins. Refining your process isn’t just about speed—it’s about securing more business, building trust, and staying ahead of the competition.

But before we dive into specific tips and strategies, let’s first define what an optimized Time-to-Quote process should look like.

Optimizing the Time-to-Quote Process for MSPs

For IT/MSPs, TTQ is a vital metric that could determine your competitiveness in the market. TTQ measures the time from a client’s initial inquiry to the delivery of a finalized quote. A smooth, efficient process ensures a well-managed sales pipeline, faster deal closures, and an improved customer experience.

So, what does an optimized TTQ process look like? Here’s a breakdown of the key steps MSPs should follow to streamline and accelerate their quoting workflow.

1. Capturing the Inquiry

• Receive the Request – Clients may reach out via your website, email, or phone. Imagine a potential customer filling out your contact form, eager to learn about your services.
• Acknowledge Immediately – Send an automatic confirmation email or message, reassuring them their request is being handled. This is like receiving a text confirmation after placing an online order—simple, but reassuring.

2. Gathering Key Information

• Collect Customer Details – Gather contact information, company name, and relevant business background. Think of this as laying the foundation for a strong client relationship.
• Understand Requirements – Have a conversation to uncover their challenges, goals, and preferences. Picture a detailed discovery call where you get a full picture of their needs.

3. Configuring the Solution

• Customize the Service – Configure the solution to match the client’s exact needs. This is like tailoring a suit to ensure a perfect fit.
• Determine Pricing – Factor in discounts, service tiers, and additional costs. Think of it as finalizing a restaurant bill—ensuring accuracy while keeping it transparent.

4. Generating the Quote

• Use a Standardized Template – Maintain consistency and professionalism with pre-built templates. This is like sending out a polished, branded proposal rather than an informal email.
• Include Key Details – Clearly outline services, pricing, terms, and conditions. Think of it as crafting a detailed menu that leaves no room for ambiguity.

5. Reviewing and Approving

• Internal Approval – Have the quote reviewed by sales managers, finance, or other stakeholders. Imagine a quick team huddle to ensure everything checks out.
• Make Adjustments – Fine-tune the proposal based on feedback. It's like tweaking a recipe to perfection before serving guests.

6. Delivering the Quote

• Send the Quote – Deliver it through the client’s preferred channel—email, customer portal, or even a live presentation. This is like sending a beautifully wrapped gift, ensuring it reaches the recipient in the best way possible.
• Confirm Receipt – Follow up to make sure the client has received the quote and answer any immediate questions. This is like checking in to see if a package arrived safely.

7. Following Up

• Send Reminders – If there’s no response, follow up within a set timeframe to keep the deal moving. Think of this as a gentle nudge to a friend who hasn’t RSVP’d to your party.
• Provide Clarifications – Answer any lingering questions or concerns. It’s like explaining event details to ensure guests know exactly what to expect.

8. Gathering Feedback and Refining the Process

• Collect Client Feedback – Ask clients about their experience with the quoting process. Picture a suggestion box where they can share insights.
• Optimize for Efficiency – Use feedback to refine workflows and remove roadblocks. Think of it as improving your event-planning skills with each party you host, making the process smoother every time.

Proven Strategies to Speed Up Your Quoting Process

1. Automate Repetitive Tasks

Manual processes slow you down. Automating repetitive tasks like data entry, quote generation, and follow-ups reduces human error and frees up your sales team to focus on closing deals. Tools like ConnectWise CPQ can instantly generate quotes based on predefined templates and customer data, eliminating unnecessary back and forth.

2. Standardize Quote Templates

Creating each quote from scratch is time-consuming and inconsistent. By using pre-built templates tailored for different services, your team can quickly select and customize the right one for each client. This ensures professionalism, maintains brand consistency, and cuts down quote creation time significantly.

3. Centralize Your Information

Scattered data leads to delays. Keeping customer details, pricing structures, and product information in a centralized system ensures your sales team always has up-to-date information at their fingertips. Instead of searching through emails or outdated spreadsheets, they can instantly pull what they need and generate quotes in minutes.

4. Streamline Internal Approvals

Bureaucratic approval processes slow everything down. Set clear approval guidelines and leverage digital workflows to get quotes reviewed and signed off faster. PSA tools like ConnectWise PSA can automate approvals, ensuring that quotes don’t get stuck in limbo, delaying sales.

5. Leverage CRM for Faster Quotes

Your CRM is more than just a database—it should help you track customer interactions and streamline quote requests. With access to customer history, preferences, and past quotes, your sales team can quickly tailor new proposals instead of gathering the same information repeatedly.

6. Enhance Communication with Customers

Clear, timely communication keeps deals moving. Acknowledge quote requests as soon as they come in and provide regular updates throughout the process. Automated emails confirming receipt of the request and periodic status updates reassure customers and keep them engaged instead of wondering about progress.

7. Train Your Sales Team for Speed & Accuracy

Even with the best tools, a well-trained sales team makes all the difference. Equip them with best practices for gathering client requirements, configuring services, and generating accurate quotes on the first try. Regular training ensures they can work efficiently and minimize unnecessary revisions.

8. Set Clear Turnaround Expectations

Customers don’t like waiting. Clearly communicating expected turnaround times helps manage their expectations and enhances satisfaction. A simple way to do this is by including an estimated response time in your acknowledgment email, setting the right expectations from the start.

9. Monitor and Optimize Your TTQ Metrics

You can’t improve what you don’t measure. Regularly tracking your TTQ performance metrics helps you pinpoint challenges and make data-driven improvements. By identifying where delays occur—whether in data entry, approvals, or communication—you can fine-tune your process for maximum efficiency.

10. Collect Customer Feedback for Continuous Improvement

Your customers can offer valuable insights into how your quoting process can be improved. Post-quote surveys can reveal pain points, allowing you to make adjustments based on real client experiences. A frictionless quoting process increases customer satisfaction and improves conversion rates.

11. Implement a Follow-Up System

Many quotes go cold simply because there’s no structured follow-up. A systematic follow-up process ensures that customers don’t forget about pending quotes and have a chance to ask questions or clarify details. Automating follow-up reminders helps maintain momentum without overwhelming your prospects.

12. Never Stop Improving

What worked yesterday might not work tomorrow. Continuously analyzing your quoting process, tools, and industry trends ensures that your MSP stays ahead of the competition. The best MSPs refine their TTQ strategy regularly, using feedback and performance data to evolve and optimize over time.

Outpace the Competition with Faster Quotes

A fast, efficient quoting process isn’t just about saving time—it’s about winning more business. The IT/MSPs that can generate accurate, professional quotes quickly are the ones that close deals faster, build trust, and stay ahead of the competition.

Optimizing your Time-to-Quote is about working faster and smarter. The right systems, automation, and expert guidance can eliminate inefficiencies, reduce errors, and ensure your sales process runs like a well-oiled machine.

At MSP+, we help IT/MSPs like yours streamline quoting, automate workflows, and integrate business management tools for maximum efficiency. Whether you need to implement or optimize:

> Proposal Generation Software (CPQ) – Automate quoting and proposal generation with industry-leading tools. Learn more →

> Business Management Systems (PSA)– Improve internal workflows, quoting approvals, and service delivery. Explore our solutions →

> Automation Services – Eliminate manual tasks and speed up your entire sales cycle. See how we can help →