The Excel Trap: Uncovering the True Costs of Creating Quotes in Spreadsheets

Does this scenario sound familiar? You receive a Request for Quotation (RFQ) from a large client, and immediately start working on the quote by opening Excel and filling in the required information. Spreadsheets have become the go-to choose for many VARs due to their familiarity and perceived cost-free usability. With endless rows and columns, Excel appears to be a versatile tool for crafting customized quotes.

However cost-free solutions are often far from being cost free. Join us on a journey as we unravel the perils of relying on Excel as your primary quote creation tool, and gain an understanding of the true costs and impact on the VAR businesses.


Why Excel is not the “right” tool for quote creation:

  1. Reduced Efficacy: Utilizing Excel for quote creation demands significant manual effort, draining time and resources. Additionally, when one considers that there will be multiple iterations of a quote, updating and revising the information in Excel can be laborious and prone to mistakes. Without a centralized database, every detail must be inputted afresh, leading to inaccuracies, inefficiencies and wasted effort.
  1. Errors due to manual processes: With Excel-based quoting, manual errors are commonplace, critically affecting productivity & efficiency. Formulas going awry and copy/paste from external sources can introduce inaccuracies compromising the reliability of quotes submitted to the end customer. These errors often erode profit margins and damage the VAR’s reputation.
  1. Inflexibility and Scalability Issues: Excel’s limitations can throw up roadblocks during the quoting process, especially for VARs managing large Bill of Materials (BoMs) and complex quotes. It can hamper the VAR’s ability to create complex pricing algorithms, offer tailored solutions, or even handle increasing volumes of quote requests.


Hidden costs of using spreadsheets for quote creation:

  1. Financial Implications of Incorrect Quotes: Errors in Excel-based quotes can have significant financial repercussions. What is assumed to be free can have a dramatic impact on the bottom line. Underpricing quotes due to human error can lead to significant financial losses, while overpricing quotes deters clients, resulting in lost revenue opportunities.
  2. Cumulative Hours Spent on Manual Tasks: As a VAR, when you add up all the time spent on Excel creating quotes, you quickly realize that what you apparently “saved” by using a spreadsheet, was “spent” in all the man-hours required to create the quote. Simply put, using Excel for quote creation incurs cost! The hours spent on manual data entry and quote management tasks divert valuable resources from revenue-generating activities, leading to underutilized skilled personnel which further hinders the bottom line.
  3. Inefficiencies in Quote Generation Leading to Delayed Responses: Using Excel for quote creation delays the entire quote process, resulting in delayed responses to customer inquiries. In today’s fast-paced environment, customers expect prompt and efficient service, or they will look elsewhere. So, a small delay can result in the loss of valuable contracts due to frustration & dissatisfaction by the end customer. Allowing competitors an opportunity to swoop in and secure your business.
  4. Limited Ability to Analyze and Optimize Quote Data: Often historical quote information is scattered across multiple files, thus reducing the ability to analyze and leverage this vast data effectively. This can lead to the Value Added Reseller (VAR) missing golden opportunities for revenue growth and operational optimization.



Excel spreadsheets may seem cost-effective initially, but the hidden costs and limitations associated with relying on them for quote creation can be detrimental to long-term business success. VARs need to make an informed decision to transition from Excel to a specialized quoting solution, to enhance efficiency, accuracy, and customer satisfaction, paving the way for sustainable growth and success. By adopting a dedicated quote management solution, VARs can overcome the challenges posed by using spreadsheets and unlock their true potential. It’s time to escape the limitations of Excel and embark on a journey towards a more efficient and effective quoting process.

Know more about how StrataVAR can help you overcome these hidden costs and adopt an integrated quote management solution. Connect with us today at and find out why ICT VARs use our solutions.

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