Engineer-to-order firms modernise quoting by digitising spreadsheets

Engineer-to-order manufacturers are searching for ways to improve quoting and product configuration by rethinking how they manage spreadsheets.

The engineer-to-order (ETO) business model brings unique demands, as every customer order often requires bespoke configuration and tailored quotes. While spreadsheets such as Microsoft Excel form the backbone of engineering calculations and pricing for these manufacturers, the reliance on manual processes and data entry can introduce significant obstacles. These include confusion over spreadsheet versions, miscommunication between teams, and a heightened risk of errors, all of which can result in missed deadlines, increased costs, and lost business opportunities.

Sebastian Dewhurst, Founder of EASA, outlined some of the common pain points experienced by ETO manufacturers. "While spreadsheets remain one of the most effective tools for capturing engineering knowledge and logic, they can become difficult to manage when multiple teams need to collaborate across sales, engineering, and operations," he said.

Research highlighted by Make UK underscores a division in how manufacturers are using technology to underpin critical business operations. According to the data, just over half (54%) are using data for supply chain management through their ERP or MRP software. This leaves 46% still reliant on traditional tools such as spreadsheets, either due to the limitations of older systems or the absence of more advanced solutions. For these manufacturers, Excel continues to play a vital role in managing key processes.

Manual management of spreadsheets not only slows down quoting and product configuration but also presents other risks including version confusion and a lack of transparency between departments. For manufacturers without integrated systems, these issues can erode efficiency and reduce competitiveness.

Collaboration barriers

The difficulties experienced by ETO manufacturers are not just technical, but also organisational. Accurate and swift quoting requires clear communication and shared access to accurate data. Dewhurst observed that, "Without the right systems in place, that gap can cost manufacturers time, money, and opportunities." The challenges are particularly acute when different teams need to interact with the same sets of complex engineering and pricing data, increasing the likelihood of mistakes.

Managing complexity

Instead of replacing spreadsheets with entirely new platforms, a growing number of companies are seeking to adapt familiar tools by converting them into controlled, web-based applications. This method allows organisations to continue using existing formulas, macros, and engineering logic, while introducing features such as controlled access, version management, and easier collaboration between departments.

Dewhurst said, "By building on the tools they already rely on, manufacturers can unlock efficiency and competitiveness without expensive, drawn-out IT projects." He emphasised the benefits of digitising spreadsheet-based processes without disrupting established ways of working.

"By building on the tools they already rely on, manufacturers can unlock efficiency and competitiveness without expensive, drawn-out IT projects," experts reveal.

Through smarter use of spreadsheets, manufacturers can speed up their response to customer requests, minimise errors in pricing and configuration, and enable more effective collaboration between sales, engineering and operations teams, all using a single platform. In the competitive environment of engineer-to-order, the ability to quickly and accurately generate quotes is regarded as a major advantage.

Practical approaches for ETO

Industry analysts say that companies looking to improve their ETO processes are advised to consider a "spreadsheet-smart" approach to digital transformation. Rather than discarding spreadsheet-based workflows, the strategy focuses on enhancing the security, version management and usability of existing models. For many organisations, this approach offers a practical route toward modernising processes without the cost and risk associated with full-scale system overhauls.

The growing focus on turning spreadsheets into secure, collaborative web applications reflects a broader trend in manufacturing to streamline operations using tools that are both familiar and reliable.

The shift away from manual spreadsheet processes towards digitised, web-based solutions is seen as a way for ETO manufacturers to retain their competitive edge, reduce inefficiencies, and ultimately win more deals in a demanding market.