Step 1: standardize your line item structure
Make sure every quote has consistent columns: name, model/spec, unit, qty, unit price, amount, notes.
Step 2: import your product list
Start with your top 20 products/services. Add the rest later.
Step 3: import customers
Use a consistent customer record so you don’t retype addresses and contacts every time.
Step 4: lock a template
Keep your terms in one place. Don’t let each salesperson maintain their own version.
Step 5: switch sending format
Send PDF + a read-only link. This reduces version confusion and improves mobile viewing.