INSIGHTS
Start with what you have. Check what matters. Plan for mistakes.
A setting, clearer ownership or an existing feature may solve the problem. Start by following the work and checking what your software already supports.
Before adding a tool, decide who will maintain it, what information it needs and what happens if it fails. Add it only when it solves a problem your current setup cannot.
A draft still needs a decision. Name the person who checks prices, terms and customer commitments before anything is sent.
An estimate can be assembled from approved inputs while a person checks scope and terms before sending. An invoice can be prepared from completion records while approval stays with the responsible team member.
What happens when information is missing, a request arrives twice or a connection fails? Build a way to spot the problem and recover.
Decide who gets notified, who fixes the problem and how work resumes. Test those situations with the team.