Best Quoting Software in 2025

What Is Quoting Software?

Quoting software, also known as quotation software, is a powerful tool that can revolutionize your sales process. It streamlines and automates many tasks associated with a company's proposal and request for proposal (RFP) process.

Quoting software also enables businesses to provide a consistent quoting experience to their customers, regardless of who creates the quote.

How Does Quoting Software Work?

Quoting software typically integrates with your existing sales tools, such as your CRM or email marketing software. Once integrated with CRM, you can use the software to create quotes based on pre-defined templates, including pricing, discounts, and taxes.

As a result, it can quickly generate effective and professional business proposals and sales quotations. Moreover, those can be generated in multiple formats and easily shared across numerous channels to your customers, track their status, and follow up as needed.

Quoting software can also provide analytics and reporting, allowing you to see which quotes generate the most revenue, which sales reps perform best, and which products or services are the most popular. This information can help you make more informed decisions about your sales strategy and prioritize your efforts accordingly.

Why Do Businesses Need Quoting Software?

Some of the biggest challenges for any business are pricing, product details, and the quality of service they provide. Adjusting the pricing manually for each deal can be mundane and lead to errors, thus hurting the business. Companies need quoting software, whether you have a team of 10 or 10,000 employees. This software streamlines the sales process by:

• Automating quotes and proposals and reducing turnaround time
• Removing manual error
• Creating customized pricing with discounts
• Integrating with other CRMs to create a centralized database
• Tracking the progress of your deal
• Digitize the deal confirmation with e-sign

What Are The Common Features Of Quoting Software?

• Smart Templates: Quoting software offers smart templates that businesses can customize to create quotes based on a specific product or service. Depending on the industry and deal type, users can select templates and personalize the theme to match their branding.
• Bundling: A business proposal comprises various tasks that can be bundled and quoted based on individual requirements. A quoting tool can create a customized quote, similar to how pizza toppings affect the price.
• Automated Calculations: A good quotation management software can perform automated calculations based on inputs, such as pricing or discounts, resulting in accurate quotes.
• Real-time pricing: Quote software integrates with business functions to provide real-time pricing from vendors, saving sales reps time and effort. Using vendor pricing data, reps can offer discounts to customers and maximize business profitability.
• Customization: Modern quoting systems provides customization options such as branding, time stamps, accurate product search, quick delivery, and mobile support to meet customer expectations beyond just generating a final tally.
• Tracking: Progress tracking and automatic invoice generation complete the cycle after the order is placed.
• Integration: Quoting relies on other business systems for seamless data flow. A robust quoting system integrates with CRM, ERP, and accounting software for centralized data flow. Accurate pricing data is needed for profit calculation, and inventory communicates with sales for product availability.

What Are The Benefits Of Quoting Software?

• Better efficiency: Sales quoting software collects data from multiple sources, including price databases, CRM, emails, and past deals, to analyze and provide the best quote/proposal. This increases deal efficiency and enables online payments, removing cash transactions.
• Higher accuracy: Automated quotation software can generate an accurate proposal once the users enter all the details. This eliminates the risk of human error, thus producing accurate proposals which can lead to actual sales.
• Improves lead conversion: An accurate, professional quote delivered to the customer within 24 hours has a far better chance of conversion than an erroneous one. A potent quoting tool does just that by speeding your turnaround time for proposals and quotes.
• Manage quotes anytime, anywhere: Quoting software allows your sales representatives to create quotes and proposals anytime and anywhere. The sales team can check inventory and pricing from their device remotely.
• Automated workflow approval: Quoting software allows businesses to automate the workflow's approval, giving managers complete control and transparency over the quotation process. In addition, it speeds up the approval process as managers can approve the quote with a click.

Who Uses Quoting Software?

The estimation and costing software is primarily used by companies that often need to create quotes and invoices. Its ability to quickly create quotations, proposals, and invoices helps businesses win more contracts and orders. This is valuable to companies of all sizes.

Quoting software is used by a variety of businesses to generate accurate and competitive quotes for products and services. A few businesses that use quoting software are:

1. Quoting software for distributors: This software is used by distributors to create quotes for products they sell to retailers or other businesses. It can help distributors to manage their product catalogs, track inventory, and provide pricing information to customers.
2. Quotation software for small business: This software is designed for small businesses that need to generate quotes quickly and efficiently. It can provide templates for quotes, allow for customization, and help businesses to track quotes and manage customer data.
3. Quoting software for builders: This software is used by builders to generate quotes for construction projects. It can help builders to estimate material costs, labor costs, and other expenses, and provide detailed quotes to clients.
4. Quotation software for manufacturing: This software is used by manufacturers to generate quotes for custom parts or products. It can help manufacturers to estimate costs, manage customer data, and track production processes.
5. Quoting software for CNC machining: This software is used by CNC machine shops to generate quotes for custom-machined parts. It can provide accurate estimates for materials, labor, and machining time, and help machine shops to manage customer data and track production processes.
6. Quoting software for insurance brokers: This software is used by insurance brokers to provide quotes for insurance policies to clients. It can help brokers to manage customer data, track policy information, and provide accurate quotes based on the client's needs.

Quoting Software Integrations

1. Quotation and Invoice Software: This software creates and sends customer quotations and generates invoices for completed work. It helps businesses to streamline their sales process and improve their cash flow by quickly and accurately generating invoices. This software can also track and manage payments, allowing businesses to keep track of outstanding invoices and send reminders to customers when payments are due.
2. Quotation and Billing Software: This software is similar to quotation and invoice software but is designed for businesses that bill clients on a recurring basis, such as subscription-based services. It can create and send bills automatically based on a predefined schedule, track payment history, generate reports, and manage customer accounts.
3. Quoting and Proposal Software: This software creates professional and persuasive proposals that win new business. It provides businesses with templates and tools for creating proposals quickly and easily, allowing them to respond to client requests faster and more efficiently. It can also help businesses to track proposal status and manage the sales pipeline.
4. Quoting and Estimating Software: This software generates accurate and detailed estimates for projects or services. It can calculate the cost of labour, materials, and other expenses and produce quotes that reflect these costs. It helps businesses ensure that their quotes are profitable and competitive, track job progress, and generate reports.
5. Quoting and Accounting Software: This software is used to manage the financial aspects of a business, including invoicing, billing, and accounting. It can integrate with other financial software systems to provide a complete picture of a business's finances and generate reports to help businesses make informed decisions.
6. Quoting and CRM Software: This software manages customer relationships and tracks sales leads. It can store customer data, track customer interactions, and provide insights into customer behaviour. It can also integrate with other business systems, such as accounting and marketing, to provide a complete view of a business's operations.

Top 10 Quoting Tools

Here is the list of best quotation management software for business

Top 10 Quotation Software
Quoting Tools	Best For
HubSpot Sales	Integrations with CRMs
Salesforce CPQ	Large sales teams
Quoter	Customizable quote templates
PandaDoc	Document automation
Qwilr	Interactive and visually appealing quotes
Proposify	Collaboration and team management
Zoho CRM	Affordable pricing
ConnectWise Sell	Automation and workflow management
Vendavo	Complex pricing and quoting
DealHub.io	Real-time collaboration

What Are The Key Considerations When Buying Quoting Software?

• Integration: Ensure that quotation software integrates with other business functions such as CRM, Email, ERP, Accounting, Shipping and delivery, eSignature, and more to streamline the sales process and improve system interaction.
• Budget-friendly cloud deployment: Cloud deployment is preferred over on-premise setup for quoting software. Ensure your software can be deployed on the cloud within budget for global accessibility.
• Multichannel support: An integrated communications channel with the quoting tool allows for a more collaborative environment. This would reduce the response time, increase efficiency, and increase sales.
• Functionality: Ensure that the quoting software provides the necessary functionality to streamline your quoting process.
• Scalability: Choose quoting software that can scale as your business grows.
• Price: Consider the cost of the software and whether it provides value for money.
• Support: Choose a vendor that provides excellent customer support.

Quotation Software Trends

Machine learning and AI With Predictive analysis: Machine learning and AI advancements enable organizations to analyze sales data and predict demand, making in-built AI in quoting tools critical for staying ahead of the curve. Data management and analysis also facilitated sales trend forecasting and informed decision-making.

Conversational AI Bots in Customer Support: Chatbots are becoming the first line of customer support, with conversational bots in quoting software speeding up the process of creating quotes and finding solutions to issues. Automated bots also assist with contacting customer support for software-related problems.