If you've ever played email ping-pong with your sales team over a quote, you know it's a mess. Edits everywhere, wrong versions, missed deadlines—the works. If your company uses Quoter, there's a better way. Quoter's shared access features let your whole sales team work on quotes together, without stepping on each other's toes or losing track of who's done what.
This guide is for sales managers, reps, and anyone tired of the old “who has the latest quote?” game. Here’s how to actually collaborate in Quoter—what works, what to watch out for, and what to skip.
Why Shared Access Matters (and Where It Can Trip You Up)
Before you jump in, let’s get real about what shared access does—and doesn’t—fix.
What it solves: - No more emailing quote files around. - Everyone works from the same version. - It’s clear who made changes and when. - Team members can pitch in without waiting for “the file.”
What it won’t fix: - It won’t make your team communicate better on its own. - If your quoting process is messy, shared access just makes the mess visible to everyone. - Permissions take a little setup. One wrong move, and someone might see (or edit) more than they should.
Bottom line: Shared access is a tool, not a miracle. But if you set it up right, it can take a lot of quoting pain away.
Step 1: Get the Foundation Right—Users, Roles, and Permissions
You can’t collaborate if you don’t know who’s got access to what. In Quoter, everything starts with setting up users and permissions.
Add Your Team
- Go to Settings > Users.
- Add each sales team member who needs access.
- Use work emails, not personal ones—keep things clean.
Pick the Right Roles
Quoter comes with a few role types, usually something like: - Admin: Can do everything, including managing users. - Sales Rep: Can create, edit, and send quotes. - Viewer: Can see, but not edit, quotes.
Pro Tip: Don’t give everyone admin rights just to “make it easy.” That’s how accidental deletions happen.
Fine-Tune Permissions
If you want to get more granular: - Set up custom roles if your process needs them. - Limit who can approve or send quotes. - Double-check what each role can (and can’t) do—Quoter’s permission settings aren’t always obvious.
What to ignore: Overcomplicating your roles. If you’re spending more time arguing about permissions than selling, pull back.
Step 2: Create a Shared Quote (the Right Way)
Now, onto actually making a quote that your team can work on together.
Start the Quote
- Click New Quote.
- Fill in the basics—client, products, pricing. Don’t stress about perfection; you can tweak it later.
Save Early, Save Often
- Quoter auto-saves, but hit Save before inviting others. That way, there’s at least a basic version everyone can see.
Invite Collaborators
- Look for Share or Collaborate (the wording might vary).
- Add the teammates you want involved.
- Assign their roles: editor, viewer, or commenter.
What works: Keeping the editing group small. Too many cooks = chaos.
What doesn’t: Just sharing with the entire sales team “in case someone needs it.” Only invite those who’ll actually work on the quote.
Step 3: Work Together—Comments, Edits, and Notifications
This is where the magic (and sometimes, the headaches) happen.
Comments and Suggestions
- Use the built-in comment feature to flag questions or suggest changes.
- Tag teammates with @ mentions so they get notified.
- Keep comments focused—don’t turn it into a chatroom.
Pro Tip: Make decisions in the quote itself, not over email. That way, there’s a record.
Making Edits
- Only one person should edit at a time if you want to avoid overwriting.
- Quoter will usually warn you if someone else is editing—heed the warning!
- Use version history to roll back if things go sideways.
What works: Assigning a “quote lead” for each deal. They’re the point person, so there’s no confusion.
What doesn’t: Everyone jumping in at once. That’s how mistakes and double-work happen.
Step 4: Approvals, Final Checks, and Sending
Once the quote’s ready, it’s time for a final review.
Get Approvals
- Use Quoter’s approval workflows if your org needs sign-off.
- Assign approvers directly—don’t assume they’ll find it themselves.
Final Checks
- Walk through the quote line-by-line with your team if it’s a big deal.
- Double-check pricing, terms, and customer info.
- Make sure comments are resolved (not just sitting there unanswered).
Send It Out
- Only the right people should send quotes. Don’t let everyone have the send button.
- Use Quoter’s built-in send features to track when the client opens it.
Pro Tip: Download a PDF copy after sending. Sometimes, clients say they “never got it”—having your own saved copy can save you.
Step 5: Keep Track and Follow Up
Collaboration doesn’t stop once the quote’s out.
Track Activity
- Quoter logs who did what, and when. If something goes wrong, check the activity log before blaming Bob.
- Use filters or dashboards to see which quotes are out, pending, or need follow-up.
Keep Communicating
- Don’t assume everyone’s seen the latest changes. A quick Slack or Teams ping still helps.
- Archive old quotes so your list doesn’t get cluttered.
What works: A weekly “quote check-in” with the team. Five minutes saves hours of confusion.
What to Skip (and Where Quoter Can Get in Your Way)
Let’s be honest: No tool is perfect. Here’s what you can safely ignore—or work around—in Quoter.
- Overusing shared access: Not every quote needs a group edit. For simple deals, let one rep handle it.
- Notifications overload: Quoter can send a lot of emails. Adjust your settings, or you’ll start ignoring them all.
- Trying to fit every process into Quoter: Some approvals or discussions still work better face-to-face (or over chat).
If something feels clunky, don’t force it. The goal is to make quoting easier, not turn it into another project management headache.
Wrapping Up: Keep It Simple, Iterate As You Go
Shared access in Quoter is powerful, but it’s not magic. Start simple: set clear roles, share quotes only when needed, and use comments and notifications to stay in sync. Don’t overthink the setup—get your team trying it out, see what works, and tweak from there.
The real win isn’t fancy features or perfect workflows; it’s fewer mistakes and faster deals. That’s worth a bit of setup time.