Automate Bidding Document in Excel and OpenOffice

I need a spreadsheet invoice created. Here's the scoop. We have salespeople and they keep bidding projects incorrectly. What they need to do is: 1) Listen to the color of fabric that the customer wants. 2) Look up the grade of that fabric 3) Look up the price of that grade 4) Put it into a document 5) Turn the document into a .pdf 6) Send it to the customer What I want is a document that can be opened in Word or OpenOffice where the salesperson would be able to: 1. Select a product (there are about 25 products) 2. Select a fabric or grade (probably 300 fabrics that fall into about 9 grades total) - maybe a drop-down menu by Grade 3. if there is more than one product in the bid) click on another product and click on the grade and so on 4. once all the products are in the bid document, click a button and have the bid created. The salesperson should not be able to change the pricing. We're all on Mac's so we can generate the .pdf from a Word or Excel document. It seems like a pretty straightforward project given technology today - I'm curious about what the options are for getting it done. We are also online - so if it could be done in googledocs that's cool as well. Kat ps Attaching a sample bid document.