Quote System Web Application Project

Quote System Project Description

The Quote System is a web-based application designed to streamline the process of creating, managing, and approving customer quotes within a company’s sales workflow. It connects multiple user roles — Sales Associates, Headquarters, Administrators, and external systems — to ensure quotes are accurately created, reviewed, and converted into purchase orders, all while maintaining data integrity and role-based access control.

The system integrates with a legacy customer database to link each quote with an existing customer and an external processing system to complete purchase orders. Each role in the system interacts through tailored interfaces and permissions, supporting the entire lifecycle of a quote from creation to order fulfillment.

What the Program Accomplishes

• Provides a centralized platform for managing sales quotes, associated customers, and purchase orders.

• Allows for role-based functionality, ensuring users only access and edit data relevant to their responsibilities.

• Integrates with a legacy database for customer information and an external processing system for handling purchase orders and commissions.

• Supports search, edit, and approval workflows for quotes with tracking of all modifications and associated secret notes.

• Ensures data consistency, user authentication, and secure management of sensitive information like commissions and internal notes.

What Each Actor Can Do

🔹 Administrator

• View, add, edit, and delete Sales Associate records (names, credentials, commissions, and addresses).

• Search quotes by customer, associate, date, or status.

• Maintain overall system integrity and security permissions.

🔹 Sales Associate

• Create new quotes for existing customers from the legacy database.

• Edit or finalize quotes before submission to headquarters.

• Add secret notes to a quote (visible only to HQ and other sales associates).

• Save quotes as drafts until ready for approval.

🔹 Headquarters

• Review and edit finalized quotes from sales associates.

• Apply final discounts and set quote status to “Sanctioned.”

• Add secret notes for internal collaboration.

• Convert sanctioned quotes into purchase orders, triggering data exchange with the external processing system.

• Search quotes to track workflow progress.

🔹 Legacy Database (External System)

• Provides existing customer records for quote creation and editing.

• Ensures every quote is tied to a valid customer profile.

🔹 External Processing System

• Receives finalized purchase orders from Headquarters.

• Returns processing dates and commission rates, which are recorded in the system.

Overall Impact

This system creates an efficient, traceable, and secure workflow for managing quotes and orders across departments. It reduces manual coordination, prevents data redundancy, and automates communication with external systems — allowing each actor to focus on their specific responsibilities while maintaining full visibility of the quote lifecycle.