Why we built QuoteFlow PM — and why no existing plugin was good enough

Multiply that by every inquiry you receive, and you start to see the problem. Not the clients, not the work — the process. The time between “I’m interested” and “here’s what it costs” was eating our week, and we were building websites for other businesses while ours ran on manual everything.

We looked for a plugin that would let clients configure their own quote — step by step, building their project, seeing the price update in real time, and submitting a lead we could actually act on. Something that handled the back-and-forth before the first conversation, so that by the time someone reached us, they already knew roughly what they needed and what it would cost.

We didn’t find it. So we built it.

What we actually needed (and what existing tools couldn’t do)

The obvious candidates were there. Contact Form 7, Gravity Forms, WPForms, Typeform embeds — we looked at all of them. Some could do a basic price calculator. Some could do multi-step forms. None of them could do what we actually needed, which was closer to a sales tool than a form.

Here’s what we were looking for:

A multi-step configurator where each question builds on the last — not a flat form, but a logical flow that guides someone through scoping their own project. Different question types, different calculation logic per option, the ability to describe each choice so a client understands what they’re selecting and why it affects the price. Support for multiple currencies with prices set per currency. Payment terms shown at the quote stage — including instalment options above a certain project value, with the financing fee calculated and added automatically.

Then the lead side: capturing the contact details, sending the client a confirmation with their full quote, storing everything in a manageable dashboard. The ability to mark a quote as signed, as expired, or as won. A referral code system so we could track and reward introductions. Abandoned form recovery — if someone got halfway through and dropped off, the system saves their progress, stores a recovery link, and sends them an email to come back.

And the tracking side: custom events firing to whatever pixels, tags or analytics tools are already installed on the WordPress site — GA4, Meta Pixel, whatever — without needing a separate integration for each.

Typeform does a fraction of this. Contact Form 7 does less. Nothing we found did all of it in one place, inside WordPress, without stitching together five different tools and a Make.com scenario holding them together with string.

What QuoteFlow PM does

QuoteFlow PM is a WordPress plugin that handles the entire quoting process — from first interaction to signed project — without the client needing to contact you first.

The configurator is built inside WordPress, lives on your site, and works the way you work. You define the steps, the questions, the options, and the pricing logic. Clients move through it themselves, selecting what they need, seeing the price update as they go, and understanding what each choice costs before they commit to anything. They can see what they could add later — useful for clients who want to start small and know there’s a path to more.

At the quote stage, they see the total, the payment options you’ve set up, and the terms. If the project value triggers your instalment threshold, the option appears automatically with the financing percentage calculated in. They submit, they get a confirmation email with the full quote, and it lands in your dashboard ready to act on.

From the dashboard you can mark quotes as signed, set expiry dates after which they’re automatically flagged as lapsed, add notes, and apply referral codes that track commissions if you run a referral or affiliate programme. Every status change fires the appropriate custom event to whatever tracking is installed on your site.

If someone abandons the form partway through — which happens — the system saves their progress, generates a recovery link, and sends them an email. The link takes them back to exactly where they left off, with their answers intact. You can also see at which step people are dropping off, which tells you something useful about where your pricing or your offer needs work.

How it changed our workflow

The immediate change was time. Preparing a detailed quote used to take us one to two hours per inquiry. Now the client does that work themselves, in ten minutes, before we ever speak to them.

The less obvious change was lead quality. A client who has been through the configurator arrives at the first conversation already oriented. They know the rough scope, they’ve seen the price range, they’ve thought about what they actually need. The conversation starts further along. We spend less time explaining and more time agreeing.

There’s also a qualifying effect we didn’t expect. When someone configures a quote and sees the number, some of them don’t reach out — and that’s fine. They weren’t the right fit, and we didn’t spend two hours finding that out. The ones who do reach out have already decided the budget works, which changes the dynamic entirely.

The referral code system was something we added because we work with partners who send us clients. Tracking those introductions manually was messy. Now a code goes into the configurator, the commission calculates automatically, and we have a clean record of every referred project.

Why we’re releasing it

We built this for ourselves, which means it’s been tested in a real agency environment, handling real client inquiries, for long enough that we know where the edge cases are. It works — not in a “we built a demo” way, but in a “this runs our sales process” way.

You can see it live on our site. Every quote request that comes through pikus.media goes through QuoteFlow PM. The WordPress website configurator and the online store configurator are both built on it.

Other WordPress agencies, studios and service businesses have the same problem we had. The existing tools aren’t built for this use case — they’re built for contact forms and simple calculators, and they stop well short of a complete quoting and lead management system. We think QuoteFlow PM fills that gap properly, and we’d rather see it used widely than sit on our server doing one job.

We’re releasing it soon. Pricing will be subscription-based — annual licence per site, with multi-site packages available. Everyone on the early access list gets launch pricing before it goes to the general public.

If that sounds like something your business needs, you can join the list below. No commitment, no spam — just a note when it launches and the early-bird price before anyone else sees it.

And if you’re reading this because your own quoting and lead management process is eating more time than it should — that’s a conversation worth having regardless of the plugin. QuoteFlow PM automates the front end of your sales process, but the strategy behind it — what to charge, how to structure your offer, how to turn more inquiries into signed projects — that’s what we help our clients work through every day. If you’d like a second pair of eyes on how your business handles new client enquiries, we’re easy to reach.