How AV Integrators Use QuoteWerks to Scale Quoting in a Booming Industry

The Pro AV landscape is expanding rapidly, creating both opportunity and pressure for integrators to quote more efficiently and accurately.

• According to 6Wresearch, the professional AV systems market was valued at USD 11 billion in 2024 and is projected to reach USD 20 billion by 2031, growing at a CAGR of 8.7%.
• On the broader audiovisual market front, 6Wresearch reports the global audiovisual market was USD 30.8 billion in 2024 and is expected to grow to USD 54 billion by 2031, with a CAGR of 8.9%.
• According to Market Research Future, the professional AV systems market could reach USD 491.5 billion by 2035, growing at a CAGR of around 5.2% from 2025 to 2035.

These growth figures underscore why AV integrators need a quoting tool that not only keeps up but helps them scale, helping them manage more complex quotes, maintain margins under tight conditions, and deliver professional proposals quickly.

Real-World AV Quoting Complexity

AV integrators deal with highly specialized, technical configurations. Here are some of the real-world challenges they face:

• Control System Ecosystems: Integrators often work across ecosystems like Crestron, Extron, Lutron, QSC, and AMX, each with its own programming, licensing, and hardware compatibility.
• DSPs, Switchers, Touch Panels & POE Devices: Different devices require different considerations — a DSP’s channel count, a switcher’s port density, or power-over-Ethernet (POE) injectors all affect cost, licensing, and compatibility.
• High Line‑Item Volume in Room Packages: A typical room quote may contain 15–50 line items, combining hardware (e.g., control processor, DSP, display), labor, and accessories like cables and mounts.
• Backorders and Substitutions: AV projects often involve long lead times. Products can be on backorder, so sales teams must propose substitutions that maintain functionality and margin.
• Room‑by‑Room Budgeting: In environments such as corporate offices, educational campuses, or event venues, each room may have a unique AV spec, creating separate line-item budgets per room that add up quickly.

Common Quoting Mistakes in AV

Even experienced AV teams make quoting errors that hurt profitability or delay projects:

• Underestimating labor: confusing programming time with installation time, or under-budgeting for custom integration.
• Forgetting essential accessories: missing required mounts, cabling, extenders, or power injectors can derail a project.
• Mismatching hardware: quoting incompatible components, such as a control panel with the wrong protocol or a projector lens that doesn't pair with the screen size.

These mistakes are more than annoying, they can cost time, money, and client trust.

How QuoteWerks Solves These Challenges

QuoteWerks is purpose built to help AV integrators overcome quoting pitfalls and scale effectively.

• Configurator Templates for Room Kits: Create pre-built “room kits” that bundle standard hardware (DSPs, control systems, displays) and labor. These templates save time and ensure consistency across projects.
• Required / Optional / Accessory Line Items: Use workflows that clearly categorize components. For example, mounts and cables can be designated as required; upgrades like higher-spec touch panels can be optional.
• Approval Rules for Discounts: Set up approval workflows so that any discount beyond a certain threshold triggers a manager review which helps enforce margin requirements.
• Document Automation: Automatically generate professional, multi-page proposals including Statements of Work (SOW), labor breakdowns, and hardware lists. The generated document is polished and client-ready.
• Handling Backorders & Substitutions: QuoteWerks lets you swap out backordered items or suggest alternate parts while keeping the quoting structure intact and preserving margin calculations.

How a Typical AV Quoting Workflow Could Look with QuoteWerks

Here’s how an integrator might use QuoteWerks to scale quoting across a multi-room project:

1. Build a Room Kit: Sales selects a predefined “medium meeting room” kit that includes a Crestron control processor, DSP, display, touch panel, cabling, and labor.
2. Customize per Room: Optional upgrades (higher resolution touch panel, premium speakers) are added where appropriate, preserving compatibility.
3. Generate the Proposal: QuoteWerks automatically compiles a multi-page proposal with a detailed SOW, cost breakdown, and options for accessories.
4. Approval & Pricing Review: Any significant discount goes through a pre-built approval workflow, ensuring margin is protected.
5. Issue & Track Quote: The quote is emailed to the client using QuoteValet and sales tracks when it’s opened. Customers can choose optional items and adjust quantities of certain items.
6. Convert to Order or Invoice: Once approved, the quote transforms into a sales order or invoice, integrated directly with accounting tools like QuickBooks or Sage — with items and substitutions carried through if needed. Customers can even pay using integrations with over 80 different payment gateways.

Final Thoughts

For AV integrators, quoting isn’t just “gear + price.” It’s about designing complex systems, estimating labor accurately, accounting for long lead times, and delivering professional proposals that instill buyer confidence. With QuoteWerks, businesses can navigate the complexities of modern AV — from control systems to DSPs, from optional add-ons to backordered parts — and scale their quoting process in line with a booming market.

As the Pro AV and audiovisual markets continue to grow at strong rates, adopting a tool like QuoteWerks isn’t just a competitive advantage — it’s a necessity.