Best Quoting Software in 2025: Ultimate Guide

July 11, 2025

6 min read

Quoting software helps create quotes faster make deals more accurate and improve the sales process

In today’s fast-moving business world speed and accuracy matter the most especially when setting prices or sending proposals

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Quick Read

Summary generated by AI, reviewed for accuracy.

The article highlights how quoting software helps sales teams respond faster and win more deals by automating complex pricing tasks. It emphasizes the role of accuracy and speed in improving customer trust and shortening sales cycles.

A study by Harvard Business Review shows that when companies offer well planned bundles of products or services, they can increase profits by up to 30% compared to selling items one by one This is where quotation management software becomes very useful It helps sales teams create accurate quotes quickly get faster approvals and check the status of every quote in one place In this blog, we will explore,

What it is

Why it is important

Key features to look for

Major benefits for businesses

How to implement quoting software

What is Quoting Software?

Quoting software is a digital tool that helps businesses create and send price quotes for their products or services Instead of using spreadsheets or doing it by hand, companies use Quotation software to make the process faster more accurate and more professional.

It lets sales teams add product details pricing taxes and discounts in one place. The software then calculates the total cost and creates a clear and ready to share quote for the customer.

Importance of Quoting Management Software

Manual quoting processes are prone to errors, delays, and inconsistencies. In today’s competitive landscape, customers expect fast and professional responses. Businesses that still rely on spreadsheets or word documents to create quotes risk losing prospects due to slow turnaround times or pricing errors.

The system addresses these challenges by offering:

Speed: Instantly generate quotes using predefined templates and pricing rules.

Accuracy: Ensure all quotes are error-free with automated calculations.

Professionalism: Send polished and branded quotes that enhance credibility.

Tracking: Monitor the status of each quote and follow up effectively.

Standardization: Ensure consistent pricing across sales reps and departments.

Compliance: Maintain audit trails and tax compliance with ease.

By implementing quotation management software, businesses can significantly reduce the quote-to-cash cycle and increase the chances of closing deals.

Who Can Benefit from Quoting Software?

By implementing quotation management software, businesses can significantly reduce the quote-to-cash cycle and increase the chances of closing deals.

The quotation management software is not limited to a specific industry. Any business that offers customized pricing or proposals can benefit. Here are some sectors that frequently rely on quotation software

Manufacturing: For complex product configurations and quoting in manufacturing.

IT and SaaS: To manage tiered pricing, usage-based billing, and subscription models.

Construction and Contracting: To generate detailed project-based quotes for construction business, cost breakdowns, and timeline estimates.

Professional Services: To standardize service packages, billable hours, and client-specific pricing.

Retail and Wholesale: For bulk orders, pricing catalogs, and seasonal discounts.

Healthcare and Medical Suppliers: For fast, accurate quotes involving variable items.

Logistics and Transportation: To streamline complex cost calculations for shipments and deliveries.

Sales teams, account managers, procurement departments, and finance divisions all find quoting software invaluable for improving accuracy, efficiency, and transparency.

Key Features to Look for in a Quoting Management Software

When evaluating quotation software for your business, it’s essential to look for features that align with your workflows and goals. Below are the key functionalities that effective quotation management software should include.

1) Customizable Templates for Consistent Quotes

Customizable templates help create quotes that match the look of your brand and follow business rules These templates let you add line items pricing tables product details and terms of service.

Business can also include visual parts like logos or branded headings to keep every document the same when shared with clients.

A study by McKinsey shows that marketing made to fit each customer can bring five to eight times better returns and increase sales by up to 10%. Custom billing saves time and makes sure every quote looks the same across all teams and departments.

2) Centralized Product and Pricing Database

A centralized system to manage all products services discounts taxes and bundles ensures better control over quote accuracy. Sales teams can access updated product information in real-time without switching between systems.

This CPQ software minimizes human errors while keeping quotes in sync with the latest pricing models and promotional offers.

3) Automated Calculations to Reduce Errors

If you are looking to automate the quotation process, then you are in the right place. Automated pricing calculations are essential for handling complex pricing scenarios. Without the help of this software, sales representatives spend up to 73% more time creating standard quotes or proposals compared to those using automated tools.

This includes tiered pricing discount levels tax rules shipping costs and additional service fees.

Automation ensures the final billing amount is always accurate and compliant with company policies. It removes the need for manual calculations and eliminates the risk of human error.

4) Integration with Business Tools

Integration with platforms like MS Teams Outlook SharePoint and Power BI ensures smooth access to customer data and communication tools. These integrations help create quotes faster by pulling relevant information directly into the system.

It also supports collaboration between departments and provides a seamless experience for sales teams working across multiple platforms.

5) Built-in Approval Workflows

Approval workflows ensure every quote follows internal policies before being sent to clients. Set rules can route quotes through different approval stages based on value deal size or region.

This process helps avoid unauthorized pricing and reduces delays in quote delivery.

It also adds a layer of control that protects profit margins and strengthens internal compliance.

6) Detailed Analytics and Reporting Tools

When it comes to subscription business industry data plays a key role in optimizing the quotation lifecycle.

Advanced subscription analytics features allow tracking of important such as quote-to-close ratio average deal size sales cycle length and monthly recurring revenue (MRR) influenced by quote outcomes.

7) Multi-Currency and Tax Configuration

Support for many currencies and tax rules is important for businesses that work in global markets.

This feature lets you create quotes in the local currency of the client with correct tax settings based on their region.

It removes confusion and builds client trust by showing clear and local pricing.

8) Role-Based Access Control

User roles and permissions allow administrators to define who can view edit or approve quotes. This control helps maintain data security and ensures that sensitive information is only accessible to authorized team members.

It also supports better collaboration by giving different departments the right level of access.

9) Quote Versioning and Change Tracking

Version control and audit trails help track every change made to a quote over time.

This is helpful for checking old versions knowing who made each change and keeping a clear record for rules and reviews. It also helps in resolving client queries by referring to historical quote data.

10) Secure Transaction Tracking

Transaction tracking allows clients to view accept reject or request changes to a quote through a secure online portal. This improves transparency and speeds up the sales cycle.

Clients get real-time visibility into the quote status and can act faster without relying on back-and-forth emails. These features collectively enhance productivity, reduce human error, and create a more streamlined quoting process.

Benefits of Using Quoting Software in Your Business Process

Implementing quotation software can transform your sales operations. Here are the key benefits.

1) Faster Quote Turnaround with Automation

Automated quotation management software reduce the time required to create and deliver quotes. Sales teams can respond to leads within minutes instead of waiting for hours or days. Faster quote delivery increases engagement and shortens the sales cycle.

This speed is especially valuable in competitive markets where timing influences decision-making.

2) Increased Accuracy in Pricing and Calculations

It removes the risk of manual errors in pricing. Calculations are done automatically based on predefined rules and data. This ensures accurate pricing across all quotes and prevents mismatches that could result in lost revenue or client trust.

Accurate quotes also protect profit margins and improve internal compliance.

3) Enhanced Customer Experience

According to Gartner 89% of businesses will soon compete mainly based on customer experience.

In this kind of market companies that focus on great service from the first contact are more likely to gain loyal customers.

One way to improve that experience is by sending fast accurate and professional quotes.

When clients get clear proposals with all needed details at once it cuts down back and forth talks.

This makes decisions faster and also shows that the sales team works well and can be trusted

4) Higher Win Rates

Speed accuracy and professionalism in quoting directly impact deal closure rates. Prospects are more likely to move forward with vendors who respond quickly and with precise information.

A polished and consistent quoting process signal’s reliability and increases the chance of turning quotes into signed contracts.

5) Increased Sales Team Efficiency

Sales representatives spend less time preparing documents and more time engaging with prospects. The platform handles the quote generation process allowing teams to focus on relationship building and closing deals.

This improves overall productivity and helps achieve sales targets faster.

6) Consistent Branding Across All Quotes

Templates make sure every quote sent maintains consistent branding. This includes standardized logos headers fonts and layout. A consistent appearance strengthens brand identity and creates a professional impression in every client interaction. It also builds long-term trust by reinforcing a unified brand message.

7) Data-Driven Decision Making

Built-in analytics tools provide insights into how quotes are performing. Metrics such as conversion rates deal value and response time help identify strengths and gaps in the sales process.

This data supports better pricing strategies improves forecast accuracy and helps align business goals with sales activities.

How to Choose the Right Quoting Software for Your Business?

Selecting the right quotation software involves evaluating both your internal needs and the software’s capabilities. Here’s a step-by-step approach to guide your decision:

1) Understand Business Needs

Start by identifying what the business truly requires from a quoting solution. The right tool must match daily workflows and meet long-term goals. Understanding internal processes makes it easier to filter options.

Consider how many quotes are created and how complex they are

Look at how many teams or departments will use the software

Account for industry-specific features such as compliance rules or advanced invoice features.

2) Check Ease of Use

A quoting tool should be simple and quick to use. If a solution takes too long to learn it will slow down adoption and reduce team productivity. Look for tools that offer a clean and easy-to-navigate interface.

Make sure the layout is intuitive for users of all skill levels

Confirm that basic actions like quote creation and edits are fast
Ensure mobile access if team members need to work while traveling

3) Confirm Integration with Existing Systems

Make sure it must work well with systems already used by the team. This ensures a smooth flow of data across platforms and eliminates the need for manual entry.

Seamless integration supports faster workflows and avoids duplication of data.

Check if the software connects with sales or accounting platforms

Review how easily it shares data across different systems

4) Plan for Business Growth and Future Needs

Scalability is important for growing teams and expanding operations. The software should grow alongside the business without creating challenges. Flexible solutions can support additional users and more advanced features later.

Choose a provider that offers multiple pricing tiers or growth plans

Check whether the tool handles large volumes as the business scales

Ensure performance remains stable as more teams join the platform

5) Review Options for Customization

A good quotation management software should adjust to the business, not the other way around. Customization helps shape the software to match specific processes and client needs. Flexible tools save time and reduce the need for workarounds.

Evaluate how templates and workflows can be changed

Check if fields and line items can be modified as needed

Ensure support for different types of quote structures and models

6) Assess Security Features

Data security must be a top priority when selecting any software. The quoting tool should protect sensitive customer information and meet legal standards. Look for built-in safeguards and certifications.

Make sure the software offers role-based access control

Confirm that data encryption is in place for stored and shared files

Verify compliance with standards like SOC 2 or other regional laws

7) Use Free Trials or Live Demos for Evaluation

Hands-on experience is the best way to understand if the software fits the business. Trials and demos offer a chance to test key features and interface design. This also helps the team gain confidence in the tool.

Look for a free trial with full access to core functions

Request a demo that shows real use cases and setup process

Invite your team to evaluate the tool and share feedback.

8) Compare Costs and Estimate ROI

Choosing the right solution should not focus on cost alone. The best option is one that balances features with real business value. Consider how the tool can save time and improve quote approval rates.

Compare different pricing plans across vendors

Calculate time saved on quote generation and approvals

Estimate how much revenue could increase through faster deal closures

Common Challenges Without Quoting Software

Operating without the software for quotation creates gaps in speed, accuracy, and consistency that can slow down the sales process and affect business growth. Here are some common challenges that often arise in the absence of quoting management software.

1) Manual Errors

Creating quotes by manually often leads to mistakes. These include wrong totals missing items or typing errors. Such issues can affect client trust and result in lost deals. Using a best billing software for subscription business helps to handles this issues.

2) Inconsistent Branding

Without a set template quotes may look different each time. This creates a poor impression and does not reflect a strong brand image.

3) Delayed Approvals

Using email to get internal approval takes time. Quotes may get stuck in inboxes and delay the sales process.

4) Lost Opportunities

Slow replies and wrong prices can push prospects away. Quick and accurate quotes help close deals faster.

5) Disorganized Tracking

When quotes are saved in different places it is hard to follow up. Teams may miss deadlines or forget which stage a quote is in.

6) Lack of Data Insights

Without proper tool it is hard to know what works. Teams miss chances to improve pricing or fix gaps in the sales process.

These inefficiencies cost time, money, and credibility. Adopting quotation software is an effective way to overcome these barriers.

Best Practices Implementation Tips for a Smooth Onboarding

Switching to a quoting management software needs proper planning and support from key team members. Follow these steps to ensure a smooth and successful setup.

1) Set Clear Objectives

Begin by outlining the business requirements and expectations for the software. Focus on measurable goals such as reducing quote turnaround time improving conversion rates and boosting overall sales performance. Clear objectives provide direction and help track progress after the system goes live.

2) Involve Key Stakeholders

Bring together input from different departments such as sales finance and operations. Each team has unique needs and insights. Their involvement helps select the right features and ensures the system works well for everyone across the business.

3) Customize Templates

Build templates that reflect the brand identity and standard communication style. Customized templates save time and prevent errors by keeping quotes consistent and professional. This also improves client experience by presenting a clear and uniform message.

4) Train the Team

Provide hands-on training and simple learning resources. Help every team member understand how to use the system with confidence. Good training speeds up adoption reduces mistakes and improves overall efficiency.

5) Monitor KPIs After Launch

Use built-in reporting tools to track key performance indicators. Keep an eye on how often the system is used where delays happen and how it affects sales outcomes. These insights help improve the process and support ongoing success.

A smooth implementation ensures your team adopts the software fully and realizes its benefits quickly.

How Revenue 365 Help Improving Quoting Process

Revenue 365 improves the quoting process with seamless integration into SharePoint MS Teams Outlook and Power BI. As a Microsoft-certified solution it offers strong security and ease of use for all users. It supports customized billing and invoicing while automation helps reduce manual work and errors. Teams can send quotes faster and track progress in real time for better decision-making.

Conclusion

From improving quote accuracy and speed to enhancing customer experience and boosting conversion rates, quotation management software delivers measurable business value.

Revenue 365 brings all these benefits together with built-in automation secure workflows and a user-friendly interface. Start transforming the sales workflow today with Revenue 365. Request a demo and see the difference.