Quotation Software for AV Integrators and Distributors

AV quoting is system engineering disguised as a price list

If you’re an AV integrator or equipment distributor in Australia or Southeast Asia, you already know: an AV quote is never just a product list. It’s a system design. A boardroom fitout is a display, a video conferencing codec, ceiling microphones, a DSP, ceiling speakers, an amplifier, a control processor, a touch panel, a wireless presentation system, and the switching, cabling, and containment to tie it all together. Miss the amplifier and the speakers don’t work. Spec a short-throw projector for a 6-metre throw distance and the image is unusable.

The pro AV industry in Asia-Pacific is the fastest-growing market globally, accounting for over 37% of global share in 2024. AVIXA projects the sector will reach US$325 billion by 2029. That growth means more projects, more competition, and more pressure to quote fast and quote right. When the first credible quote wins the deal, a four-hour turnaround on a conference room system quote is a competitive disadvantage.

What makes AV quoting uniquely painful

Multi-brand, multi-category complexity

A single meeting room quote might pull from Crestron for control, QSC Q-SYS for audio processing, Epson for projection, Samsung for displays, Shure for microphones, and Extron for signal distribution. Each manufacturer has its own model numbering, its own product families, and its own specification format.

Spec a Crestron DM NVX series encoder when the design calls for a DM NVX decoder and nobody catches it until commissioning. Quote a QSC Core 110f when the room needs a Core 510i because the channel count exceeds the smaller processor’s capacity. These are the kinds of errors that live in spreadsheets and die on installation day.

With Quotejam, your entire multi-brand catalog lives in one searchable place. Every product carries its model number, category, specifications, and current pricing. Your team builds quotes by selecting from the catalog — no toggling between manufacturer portals, no copying from PDF datasheets, no hoping the price list is current.

Specification depth drives the sale

AV equipment is specification-heavy in ways that matter to the customer’s consultant and end user. A projector’s throw ratio determines whether it fits the room. A display’s brightness in nits determines whether it’s readable in a sunlit lobby. A speaker’s SPL rating determines whether it covers a 200-seat auditorium. A DSP’s input/output channel count determines whether it handles the microphone density for a divisible conference space.

The specification fields that matter vary by product category. Projectors need lumens, throw ratio, native resolution, contrast ratio, lamp life, and connectivity. Displays need screen size, resolution, brightness, bezel width, and orientation support. Speakers need frequency response, SPL, impedance, power handling, and coverage angle. Amplifiers need channel count, watts per channel, impedance compatibility, and networked audio protocol (Dante, AES67, Q-SYS).

In Quotejam, you define spec templates per product category — lumens and throw ratio for projectors, SPL and impedance for speakers, channel count and protocol support for processors. When your team adds products to a quote, the relevant specifications appear on the customer’s document automatically. No separate datasheets. No “refer to attached specification booklet.” The consultant reviewing your quote sees the technical data inline, alongside pricing.

Room-by-room equipment tagging

AV projects are scoped by room or zone. A corporate headquarters fitout might include the main boardroom, six meeting rooms, a training room, a lobby display, and a town hall space. Each space has distinct AV requirements. The consultant’s design documents reference each space with identifiers: “BR-01” for the boardroom, “MR-01” through “MR-06” for meeting rooms, “TR-01” for training, “LOB-01” for the lobby.

Your quote needs to match. When the project manager reviews your proposal, they need to cross-reference every line item against the room schedule. If your quote lists 47 products in a flat list without room references, someone has to manually sort through it — and that someone is usually looking at three competing quotes simultaneously.

Quotejam’s equipment tag field on every line item carries these room references directly on the quote document. Your proposal reads like a professional AV schedule organised by space, not a product dump that requires translation.

Product sets for standard system packages

AV installations are systems, not individual components. A huddle room package is a display, a soundbar, a camera, a cable retractor, and a mount. A divisible conference room is a more complex bundle: display or projector, motorised screen, ceiling microphones, a DSP, ceiling speakers, an amplifier, a control processor, a touch panel, room divider sensors, and all the cabling to connect them.

Quoting these from scratch every time is slow and error-prone. Forget the mount bracket for a 75-inch display and the installation crew arrives to find they can’t hang it. Miss the PoE switch for the ceiling microphones and the audio doesn’t work until someone overnight-ships a $400 switch.

Quotejam’s product sets let you define standard packages. A “Huddle Room Package” bundles the display, soundbar, camera, and mount. A “Large Meeting Room AV System” bundles the projector, screen, DSP, speakers, amplifier, and control. Add the set to a quote in one action. The combined model number and component breakdown appear on the customer’s document, so the consultant sees exactly what’s included — while your team avoids rebuilding the same configuration from memory every time.

The APAC opportunity — and its complexity

Australia’s corporate AV market

Australia’s corporate AV refresh cycle is driving demand. Post-pandemic hybrid meeting room upgrades, new commercial developments, and government facility modernisation are all generating RFQs. Integrators like AV Integration (Adelaide), Pro AV Systems (Sydney), and dozens of regional firms are competing on response time as much as pricing.

The Australian market runs primarily through distribution. Manufacturers sell through authorised distributors who sell to integrators. Your buy price comes from a distributor portal. Your sell price depends on the project, the customer relationship, and the competitive landscape. Margin management is critical — and it starts with knowing your actual cost on every line item in the quote.

Quotejam shows cost price and margin on every product for authorised roles (owner and admin), while keeping cost data completely hidden from sales reps and the customer-facing document. Your management team sees margin. Your sales team sees the sell price. Your customer sees a professional proposal.

Southeast Asian project scale

Southeast Asian markets present scale opportunities. A new hotel chain across Indonesia, Thailand, and Malaysia means identical AV systems across dozens of properties — conference rooms, lobby displays, pool area audio, back-of-house paging. A single project might generate 15 separate quotes across three countries.

Quotejam’s project tracking groups all quotes for a job into a single view. Every revision, every version, every status change is tracked. When the hotel group’s project manager asks for the latest pricing on the Malaysian properties, your team finds it in seconds — not by searching email threads.

Revision cycles in AV — why version control matters

AV projects go through revisions. The consultant changes the display size from 75 inches to 86 inches. The client upgrades from a basic soundbar to a ceiling microphone array. The budget gets cut and the PTZ camera drops to a fixed unit. Each change affects the quote.

In a spreadsheet workflow, revision 3 lives in “Quote_BoardroomAV_v3_FINAL_revised.xlsx” and nobody is confident which version the client last saw. In Quotejam, each revision gets its own number, and previous versions are automatically marked as superseded. The revision history is structured and accessible. When the consultant asks “what changed between revision 2 and revision 4?”, your team has the answer without reconstructing timelines from sent folders.

Approval workflows for margin protection

AV projects involve discount negotiations. A large-scale rollout commands volume pricing. A long-term client expects preferential rates. A competitive bid requires sharpened margins on certain line items. Without controls, every rep is negotiating independently and margin consistency is a hope, not a policy.

Quotejam’s approval workflows let you set discount thresholds by role. Your sales engineers can apply standard project discounts instantly. Anything above the cap routes to management for review before the quote goes out. No more discovering that a rep gave away 15% on a deal that should have been 8%.

What AV integrators get with Quotejam

• Multi-brand product catalog — Crestron, QSC, Extron, Epson, Samsung, Shure — all in one searchable catalog with structured specifications and current pricing
• Spec templates per category — Lumens and throw ratio for projectors, SPL and impedance for speakers, channel count for processors. Specs appear directly on the quote document
• Product sets — Huddle room packages, boardroom systems, auditorium installations as one-click items with component breakdowns
• Equipment tags — Room and zone references (BR-01, MR-03, LOB-01) on every line item, matching the consultant’s design documents
• Project tracking — Group all quotes for a fitout or rollout. See every revision and every version in one view
• Margin visibility — Cost price and selling price on every item, margin calculated automatically (authorised roles only)
• Approval workflows — Discount thresholds by role. Engineers quote fast, managers protect margin
• Customer portal — Consultants and end clients review quotes via a secure link with download tracking and comments. No more “did you get my email?”
• Professional PDFs — Branded system proposals with full specifications, equipment schedules, and structured pricing

From your first system quote in minutes

Import your product catalog from Excel — Quotejam auto-detects columns, creates categories, and maps specification fields. Lumens, throw ratio, SPL, impedance, channel count — the import wizard recognises over 150 unit patterns automatically. Most AV integrators have their first real system proposal out within an hour.

Start free with up to 25 products and 15 customers. When you’re ready for unlimited products, team collaboration, and approval workflows, Pro starts at $19/month.