Business supplies and services: Quotation software for document digitisation companies
Quotation software for document digitisation companies that prices page count, preparation and indexing fields separately, so a client sees which choices drive the cost of their scanning project.
Where quotes for document digitisation companies get stuck.
The price of a scanning project depends on far more than the number of pages. Document digitisation companies know that a box of stapled files, plastic sleeves and double sided forms needs much more preparation than a box of loose sheets. Indexing takes time per field, and a field copied by hand from a handwritten form costs more than one read from a barcode. Yet quotes often end up as a single page rate times an estimated volume. When the real volume turns out higher, or part of it proves to be bound, a dispute follows without anyone being clear which assumption was wrong.
Quotation software for document digitisation companies
Example- 1
Set the volume with a range
DoneThe quote starts from volume in boxes or metres and converts it to pages, with a lower and upper bound.
- 2
Separate preparation from indexing
In progressPreparation, scanning, quality checking and indexing appear as separate lines.
- 3
Record how deviations are handled
NextThe proposal sets out what happens if volume exceeds the range, if part of the archive turns out to be bound or if the client adds a field after seeing the samples.
From enquiry to signed quote.
Set the volume with a range
The quote starts from volume in boxes or metres and converts it to pages, with a lower and upper bound. Each part of the archive shows how firm the estimate is: counted after sampling, or inferred from photos. The client sees upfront what happens if the volume turns out differently.
Separate preparation from indexing
Preparation, scanning, quality checking and indexing appear as separate lines. Preparation states what is involved, such as removing staples, flattening creases or unbinding material. Indexing shows per field whether it comes from a barcode, from printed text or is keyed by hand, because that explains the largest price differences.
Record how deviations are handled
The proposal sets out what happens if volume exceeds the range, if part of the archive turns out to be bound or if the client adds a field after seeing the samples. The client approves the quote with those arrangements included, so later changes follow a known route.
Alongside your calculations and price lists.
Many scanning bureaus price with a spreadsheet holding experience figures per document type, such as pages per box and preparation time per file. We carry those figures over as a manageable table so the account manager can refine them after each project. The quote goes to the client as a document and the approved lines feed project scheduling. The accounting package remains where final invoices are produced.
Fixed project price or per page
A fixed price gives the client certainty but puts the volume risk on you. A per page price is fairer when volume is uncertain but makes budgeting harder for the client. A middle option is a per page price with an agreed cap, or a fixed price within a range and a rate for anything above it.
Full or limited indexing
Every extra index field makes files easier to find but adds time per document. Often a few fields are enough to locate a file, with the rest findable through searchable text. The quote shows per field what it adds and costs, so the client chooses deliberately which fields they really need.
Scan on site or in house
Scanning at the client's premises avoids moving sensitive records but requires equipment and staff on location. Scanning in house is more efficient but needs secure transport and storage. Where relevant the quote prices both routes, so it becomes a conscious choice rather than an assumption.
What we prepare in the quotes.
The quoting software converts boxes into pages with a range, with separate lines for preparation, scanning, checking and indexing per field, and with the arrangements on deviations included. That is how it is set up at the start. Together we recalculate an ordinary project of loose files, and an archive where the sample shows a large share is bound. A library of document types with experience figures and passing on to the scanning line's planning can be switched on later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we avoid disputes when volume runs higher?
By putting the range and the arrangement for anything above it in the quote itself. When the upper bound is reached, the project lead reports it with the count at that moment and asks for approval to continue. The client is not surprised by a higher invoice afterwards.
Can we update experience figures per document type?
Yes. After a project you compare estimated and actual pages per box and preparation time. If they consistently differ, you adjust the value in the table. Future quotes for the same kind of archive become more accurate without anyone hunting for a formula.
Can the client add fields later on?
They can, but it usually costs more than including them from the start, because documents have to be looked at again. The quote therefore describes upfront how an extra field is priced. The best moment to decide is after the samples, before most of the archive has been processed.
Is the cost of destroying originals listed separately?
Yes, as its own line with the chosen route: return, temporary storage or secure destruction with a certificate. The client sees that handling paper also involves work and cost, and can choose what fits their own retention policy.
What often connects to this.
- Enquiry form for document digitisation companiesAn enquiry form for document digitisation companies that captures box volume, document structure and the desired file layout, so a scanning project can be assessed before anyone visits the archive.
- Digital job cards for document digitisation companiesDigital job cards for document digitisation companies: a batch card that follows the document sequence from box to file, so order, preparation and checking can be proven per batch.
- Invoicing software for document digitisation companiesInvoicing software for document digitisation companies that invoices processed pages, indexing work and extra preparation per project, with a breakdown the client can verify.
Quotes that match the work.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Quotation software for document digitisation companies: page count, preparation and indexing fields priced separately, with range and assumptions recorded.
- Set the volume with a range
- Separate preparation from indexing
- Record how deviations are handled