Software package

Export enquiry package

A product catalogue with export packaging and shipping units, a request-for-quotation flow with destination and incoterm, versioned quotations, buyer accounts with order history, a document pack per shipment, status updates and an agent network by territory, ready to configure around your markets.

Custom build Concept demo

Get a quote for this package

Who it is for

Built for

A good fit

Exporters and trading companies selling goods to buyers abroad, from a producer with one range and a dozen overseas buyers up to a trading company with several hundred products, buyers in dozens of countries and agents in each territory. Daily users are the export sales manager who answers requests and issues quotations, the salesperson who manages buyers in a region, the documentation clerk who assembles the pack for each shipment, the territory agent who brings enquiries from their own buyers, and the overseas buyer who wants to see their quotations, orders and where their shipment is without sending an email.

Also worth knowing

It is less suited to businesses that mainly import, to freight forwarders and customs brokers who need declaration filing, and to manufacturers whose site is a specification catalogue without a quotation cycle, which is a separate package. The package runs the commercial and documentary side of exporting; it does not book freight, file customs declarations or hold the finance ledger.

The operational problem it solves

How it runs, step by step

The export sales manager opens the enquiry list at eight.

Overnight a buyer in one market submitted a request for quotation through the buyer portal: six products, quantities, a named port, a chosen incoterm and the documents they will need.
The request already shows cartons, pallets and the container fill the quantities imply, because the catalogue carries the packaging data.
She builds the quotation from the buyer's agreed terms, adds the freight figure from the forwarder's indication, and the quotation goes out as version one with a validity date.
The buyer asks for a different incoterm and two more lines; she issues version two, and both versions sit on the record with their dates.

Version two is accepted through the portal.

The order is created from it, and the documentation clerk sees the shipment appear with the checklist for that market: commercial invoice and packing list already drafted from the order, two certificates to upload, one inspection report awaited.
She uploads the certificates as they arrive and the checklist turns complete.
The forwarder confirms loading; she records the milestone and the buyer sees the status change in the portal.
In the afternoon an agent in another territory logs in, sees a new enquiry from one of his buyers, adds a note about the buyer's packing preference and watches the quotation go out; he sees only his own territory.
At month end the invoice export goes to the accounting system, and the report shows open quotations by salesperson, orders by country and enquiries by agent, so the Monday meeting works from the system rather than the email archive.

Features

What the package does

The package ships as modules that follow an export order through its life: the catalogue with shipping data, enquiries and quotations, buyers and orders, shipment documents and status, and the agent network. Each module below lists what it does; the comparison table shows which package variant includes it.

Content and editorial

Export product catalogueProducts carry export packaging, units per carton and pallet, weights, volume and harmonised codes buyers ask for.

Forms and requests

Request-for-quotation flowBuyers state destination country, port, incoterm, quantities and required documents, so quotations start with complete information.

Billing and payments

Quotations with versions and acceptanceQuotations with line items, versions and validity dates, and a recorded acceptance from the buyer.
Quotations in several currenciesQuote in more than one currency, with the exchange rate recorded on each quotation version.

Clients and records

Buyer accountsEach buyer has contacts, agreed terms, open quotations and order history in one record.

Payments and policies

Orders from accepted quotationsAn accepted quotation becomes an order without retyping, keeping prices and quantities as agreed.

Documents and cases

Shipment document packGenerated invoice and packing list, uploaded certificates and a checklist per market for each shipment.

Portal and access

Shipment status milestonesMilestones of each shipment that buyers can see, reducing status calls to your team.
Buyer portalBuyers accept quotations and track shipments themselves in a portal.

Reporting and insights

Enquiry, quotation and order reportingReports by buyer, country and salesperson show where enquiries are turning into orders.

Directory and reviews

Agent and distributor networkAgents and distributors by territory, each with a limited view of only what they need.

Workflow and tasks

Approval for large quotationsQuotations above a value you set wait for approval before they can be sent.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Export product catalogue	Included	Included
Request-for-quotation flow	Included	Included
Quotations with versions and acceptance	Not in this variant	Included
Buyer accounts	Not in this variant	Included
Orders from accepted quotations	Not in this variant	Included
Shipment document pack	Not in this variant	Included
Shipment status milestones	Not in this variant	Included
Enquiry, quotation and order reporting	Optional	Included
Agent and distributor network	Not in this variant	Optional
Buyer portal	Not in this variant	Optional
Quotations in several currencies	Not in this variant	Optional
Approval for large quotations	Not in this variant	Optional

Roles and permissions

Who does what

Export sales manager
- See all enquiries, open quotations and orders by buyer, country and agent
- Set buyer terms, quotation validity rules and approval thresholds
- Approve quotations above the threshold
- Maintain document checklists per market
Salesperson
- Answer requests for quotation for their buyers and issue versions
- Create orders from accepted quotations
- Maintain buyer contacts and notes
- See their own pipeline and validity dates about to expire
Documentation clerk
- Generate the commercial invoice and packing list from the order
- Upload certificates and inspection reports against the checklist
- Record shipment milestones and forwarder references
- Export invoices to the accounting system
Territory agent
- Submit enquiries for buyers in their territory
- See quotations, orders and shipment status for their own buyers only
- Add notes for the salesperson
- See their enquiry and order counts for commission reconciliation
Buyer
- Browse the catalogue with packaging and shipping units
- Submit a request for quotation with destination, port and incoterm
- Accept a quotation version and see all previous versions
- See their orders, document pack and shipment status

Example screen

Concept demo

Concept demo of an export quotation record showing line items with packaging quantities, two dated versions, incoterm and destination, buyer acceptance and the linked order.

A quotation record as the salesperson sees it: line items with carton and pallet quantities, two versions with dates and validity, the incoterm and destination, the buyer's acceptance on version two and the order created from it.

Scope and options

What is included and what is extra

In the base package

Product catalogue with export packaging, units per carton and pallet, weights, volume and harmonised codes
Request-for-quotation flow with destination country, port, incoterm, quantities and required documents
Quotations with line items, versions, validity dates and recorded acceptance
Buyer accounts with contacts, agreed terms, open quotations and order history
Orders created from accepted quotations
Document pack per shipment with generated invoice and packing list, uploaded certificates and a checklist per market
Shipment status milestones visible to the buyer
Reporting of enquiries, quotations and orders by buyer, country and salesperson

Common add-ons

Agent and distributor network by territory with limited views
Buyer portal with quotation acceptance and shipment tracking
Quotations in several currencies with the rate recorded per version
Invoice and order export to an accounting system in a standard file format
Approval step for quotations above a value you set

Needs custom work

Live integration with a specific accounting or ERP system
Shipment milestones read from forwarder or carrier systems
Bespoke invoice and packing list layouts required by particular markets or banks
Letter of credit document sets and bank presentation records

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can change later. In both cases you own the code and your data. Buyers, quotations with every version, orders, document packs and shipment history can be exported at any time in standard formats, and nothing in the package stops you moving it to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates to the platform and its dependencies, monitoring of quotation delivery, document storage and the accounting export, backups, and a monthly window for small configuration changes such as a new market checklist, a new agent or an amended quotation layout. Changes to the format your accounting system accepts are handled inside maintenance where minor and quoted as change requests where not.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of products and markets, the add-ons selected, the number of agents and buyers, the document layouts required, the volume of catalogue and buyer data migrated and whether you host it yourself. Your proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Product catalogue with export packaging, units per carton and pallet, weights, volume and harmonised codes
Request-for-quotation flow with destination country, port, incoterm, quantities and required documents
Quotations with line items, versions, validity dates and recorded acceptance
Buyer accounts with contacts, agreed terms, open quotations and order history

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How are quotation versions handled?

Every revision is a new version with its own date and validity, and all versions stay on the record. The buyer accepts a specific version, and the order is created from that version alone, so there is no doubt later about what was agreed.

Which shipment documents does it produce?

The commercial invoice and packing list are generated from the order data in your layout. Certificates of origin, product certificates, inspection reports and anything a bank or buyer requires are uploaded as you receive them and ticked off against the checklist for that market.

Does it know what documents each country requires?

No. You maintain a checklist per market from your own knowledge and your forwarder's advice, and the package shows what is present and missing for each shipment. It records your requirements rather than deciding them.

Can buyers see where their shipment is?

With the buyer portal add-on, yes. The milestones the documentation clerk records, such as loaded, departed and arrived, appear on the buyer's order. Reading milestones directly from a forwarder's system is custom work.

Does it connect to our accounting system?

The export add-on produces invoices and orders in a standard file format your accounts team imports. A live connection to a particular accounting or ERP system is custom work scoped through custom exporter development.

How do agents fit in?

With the agent network add-on, each agent has a login limited to their territory: they submit enquiries for their buyers, see the quotations and orders that follow and nothing else. Head office sees every enquiry with the agent it came through, which supports commission reconciliation without the package calculating commission itself.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is currently a custom build assembled from our forms, documents, orders and directory modules for each exporter, and the example screen is a labelled concept demo rather than a live client system.

Get a quote for Export enquiry package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.