IBIOS Quote Studio

Quoting software: supplier PDF to customer quote. Without the retyping.

IBIOS Quote Studio is quoting software for UK businesses. Upload a supplier document (PDF, photo or scan) and IBIOS extracts every line item, flags uncertain ones for your review, and generates the customer-facing quote document. No manual re-entry.

Founding prices for waiting-list members. Use it on its own or with other IBIOS products. Import your own catalogue. Early access by waiting list.

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Why does building quotes by hand take so long?

For many businesses, every quote starts from a supplier document — a bathroom brand PDF, a tile merchant pricelist, a photo of a handwritten spec sheet. Before IBIOS, that meant opening the document, reading each line, typing the product reference into your system, calculating your margin, writing the line into the quote, and repeating for every line on the document.

That time compounds with every quote you send. It is time spent on manual re-entry that you could spend with customers in the showroom or following up on outstanding jobs.

Quote Studio turns a standard quote into a check of a draft rather than an evening of typing. The AI does the extraction. You review the flagged items. You send. The customer gets a professional Word document with your branding and pricing.

How does IBIOS quoting software work?

Four steps from supplier document to customer quote — the AI handles the work in between.

Upload

Drop the supplier PDF, scanned image, or phone photo into Quote Studio.

Extract

AI identifies every line item, matches against your IBIOS product catalogue, and assigns a confidence score to each match.

Review

Lines with low confidence are flagged for your approval. High-confidence lines pass through automatically. You never send without seeing the output.

Send

The customer-facing Word document is generated with your pricing and branding. Download it, and share the online acceptance link with your customer.

Everything included in Quote Studio

PDF, scan, or photo

Upload supplier quote documents in any format — PDF, JPEG, PNG, or a photo taken on your phone. Quote Studio handles them all.

Confidence scoring

Every extracted line item gets a confidence score. High-confidence lines pass through automatically. Uncertain lines are flagged for your review before the document is generated.

Import your own catalogue

Import your own catalogue of baths, shower trays, enclosures, and accessories using the catalogue import. Your catalogue stays private to your company. Quote Studio matches against your full catalogue automatically.

Your margins, applied automatically

Configure your margin per supplier brand. Quote Studio applies the correct margin to every matched line item without manual calculation.

Professional customer document

The output is a branded Word document you can customise and download, with an online acceptance link for the customer.

Linked to the customer job

Every quote generated in Quote Studio is linked to the customer record and job. Quote history, versions, and sent dates are all in one place.

Contracts and signatures

An accepted quote can become a contract the customer signs online. Press “Create contract & compose email” on the quote and IBIOS builds the contract with the deposit due and any tile or finish confirmations, then keeps a record of who signed and when. You send the signing link from your own email; IBIOS emailing it for you is coming soon. See IBIOS E-sign for how it works.

Can the customer see their selections before they decide?

Yes. From a quote you can send the customer a mood board link: a page showing the products and finishes they have chosen, so they can picture the finished room and share it with whoever else is deciding. The mood board is kept off the quote document by default, so the quote stays a clean, priced document and the inspiration lives on its own link.

Photos can be added to quotes and jobs by drag and drop: drop product shots onto quote lines, or site photos onto the job, straight from your computer. Photos taken on the IBIOS Android app land on the same job. For quoting from a photo of a supplier document, see photo to quote.

How do you check a quote before it goes, and keep track of changes?

Before a quote goes out you can open a watermarked preview of the document, so you see exactly what the customer will see without a draft being mistaken for the final version.

Every quote document is kept as a revision. You can register a new revision, compare two revisions side by side to see what changed, and revert to an earlier one if a change was a mistake. Combined with the quote acceptance link, you always know which version the customer agreed to.

Once the balance on a job has been paid in full, you can download a paid-in-full invoice document for the customer’s records. That is the only invoice document IBIOS produces today: raising and sending invoices, including stage invoices, is coming soon, not live yet. Payments themselves are recorded in IBIOS Payments.

Can IBIOS stop a quote going out with the wrong finish?

Quotes are checked against your approved finishes list. You keep the list of finishes you are happy to sell and fit, and a quote that includes a finish outside that list is picked up before it reaches the customer, rather than after the goods arrive in the wrong colour. Finish confirmations can also be carried into the signed contract through E-sign.

How is Quote Studio priced?

On its own or with other IBIOS products

Founding prices for waiting-list members are explained on the pricing page. Quote Studio can be used on its own or together with other IBIOS products, such as the IBIOS CRM and Order Management.

Full Quote Studio — all file formats, confidence scoring, margin application, and branded document generation.

Join the waiting list

Early access by waiting list.

Buying guide

Choosing quoting software: a practical guide for UK businesses

Written by the IBIOS team. IBIOS was built inside a working bathroom showroom in Northern Ireland, where it runs the business day to day. Last updated 18 October 2026.

How do you choose quoting software?

Work from your prices outwards: where your prices come from first, then how a quote reaches the customer, then how the customer says yes and pays, and only then the extras. Most businesses choose the other way round, on looks, and regret it when the first supplier price rise lands.

Where your prices come from. Supplier price lists, supplier quotes as PDFs, or a catalogue you keep yourself. If the software cannot take those in without retyping, nothing else it does will save you time.
How the quote reaches the customer. A branded PDF, an online link, or both. Check you can preview exactly what the customer will see before it goes.
How the customer says yes. An online acceptance link, a signature, or a reply to an email. The acceptance should land on the job automatically, not in someone’s inbox.
How deposits and balances are tracked. Whoever takes the money needs to see what was quoted, what was paid and what is still owed, against the same job.
Who needs access, and to what. Sales staff need to quote; not everyone needs to see your cost prices or margins. Look for access rights per role and per person.
What it has to connect to. Usually your accounts software. Ask what is live today and what is promised.

How long does it take to quote from a supplier PDF?

With IBIOS the AI reads the supplier’s quote or price list, matches each line to your own catalogue, applies your pricing and VAT, and gives you a draft to check. For a typical multi-line supplier quote that is minutes rather than an evening of typing.

You always check the draft before it goes out. Lines the AI is not sure about are flagged rather than guessed: anti-hallucination is the rule, not a setting.

Quote, estimate or price list: which are you actually sending?

A quote is a fixed price for a defined job; once the customer accepts it, it is the price you are held to. An estimate is your best guess and can change. Software that only does one of these will push you into the wrong document.

If part of the job is done by a third party, for example a fitter the customer pays directly, keep that figure visibly separate from your own total so nobody reads it as part of your price. IBIOS quotes can carry a separate third-party estimate range for exactly this.

What changes when the customer accepts?

In IBIOS the customer accepts the quote online and the acceptance is recorded against that exact version. The quote then becomes the job, with the customer record, the quoted lines and the deposit attached. Revisions keep their history, so you can see what changed between versions.

If you sell to consumers at their home or online, the Consumer Contracts Regulations 2013 usually give them 14 days to cancel. These rules apply across the UK, including Northern Ireland, so your quote terms and your start dates need to allow for it.

What should the customer see besides the price?

Customers buying a room rather than a box want to see what they are getting. In IBIOS you can send a mood board link showing the selections on the quote; it is kept off the quote document by default, so the priced quote stays clean. Photos can be dropped onto quotes and jobs by drag and drop.

Before anything goes out you can open a watermarked preview of the quote document. Each document is kept as a revision you can compare with another and revert to, and quotes are checked against your approved finishes list so an unapproved finish is caught early.

Once the balance is paid in full you can download a paid-in-full invoice document for the customer. Raising and sending invoices, including stage invoices, is coming soon in IBIOS, not live yet.

Who should see cost prices and margins?

Fewer people than you think. Quoting software that shows everyone your supplier costs makes discounting a negotiation your staff start losing. In IBIOS, cost and margin visibility, discount limits and approval of bigger discounts are rights you give per role and per person.

Spreadsheet, quoting app, job-management suite or IBIOS?

There is no single right answer. This is how the options tend to work out for a business that quotes for real jobs.

Option	Best for	Watch out for
Spreadsheet or Word template	A handful of quotes a month with stable prices.	Prices go stale silently, there is no record of what was accepted, and every quote is retyped.
Standalone quoting app	Good-looking quotes quickly, with online acceptance.	Often stops at "accepted": deposits, supplier orders and the job live somewhere else.
Trade job-management suite	Engineers and site work: scheduling, job sheets, invoicing.	Product-heavy quotes with supplier price lists can be awkward; check how prices get in.
IBIOS	Product-heavy quotes from supplier PDFs, linked to the customer, the job, deposits and supplier orders.	Early access by waiting list. Accounting sync (QuickBooks) is coming soon, not live yet.

What you need in place before you start

A day of preparation saves weeks of tidying later.

Your product list or supplier price lists as files (CSV, spreadsheet or PDF). IBIOS imports your own catalogue; catalogues are private to your business.
Your VAT settings, and which products or services, if any, are zero-rated or reduced-rate.
Your quote terms: validity period, deposit rule, cancellation wording.
Your logo and the business details that must appear on every quote.
A decision on who may give discounts, and how big a discount needs approval.

What it costs

The software fee is the smaller number. The bigger cost is staff time spent retyping supplier prices and fixing mistakes after a quote has gone out: a wrong price that a customer has already accepted is a price you usually honour.

Founding prices for waiting-list members are explained on the pricing page. You can start with quoting on its own and add other products later.

Last reviewed October 2026.

What people get wrong

Choosing on the look of the PDF instead of how prices get in.
Sending a quote without previewing exactly what the customer will see.
Letting supplier prices go stale: the price rise arrives, the quotes do not change.
Giving every user sight of cost prices and margins.
No record of which version the customer actually accepted.
Forgetting the cancellation period when booking start dates for consumer jobs.
Believing a promised integration is live. Ask for it to be shown working.

Quoting software FAQs

How long does it take to quote from a supplier PDF in IBIOS?

Usually minutes rather than an evening of typing. The AI drafts the quote from the supplier document and your catalogue, and you check it before it is sent.

Do I need to change my accounts software?

No. You keep your accounts software. QuickBooks sync is coming soon and is not live yet, so for now payments are recorded in IBIOS and entered in your accounts as you do today.

Can customers accept a quote online?

Yes. The customer accepts through a link, and the acceptance is recorded against the exact version they saw.

Can I stop staff seeing cost prices?

Yes. Cost and margin visibility, discount limits and discount approval are set per role and per person.

Can IBIOS raise and send invoices?

Not yet. Raising and sending invoices is coming soon; today IBIOS gives you a paid-in-full invoice document to download once the balance has been paid.

Do I need quoting software, or will a quote template do?

A quote template is enough if you send a few simple quotes. Quoting software earns its place when prices come from supplier documents, quotes are revised and you need to know which version the customer accepted; our free quote template is a good place to start.

Is there a free trial?

No. IBIOS is in early access by waiting list; join the waiting list and we will email you when a place is available.

Not sure quoting software fits the way you work?

Tell us how you quote today, what your supplier documents look like and how many quotes you send, and we will tell you honestly whether IBIOS fits. We built it to run our own showroom first.

IBIOS Limited · company no. NI743167 · 10 Ballyclare Road, Doagh, Ballyclare BT39 0PE · Production is hosted in the UK.

Join the waiting list Email hello@allforone.ai

Turn supplier PDFs into customer quotes without retyping.

Early access by waiting list. Import your own catalogue and start quoting.

Join the waiting list See a demo