Key takeaways
- The right quoting software simplifies complex sales processes and helps your team deliver quotes faster with total accuracy.
- A reliable solution connects seamlessly with your CRM, email, and accounting tools to keep customer and pricing data in sync.
- The best quotation software offers flexible templates, branding options, and approval workflows that fit your unique sales cycle.
- Opt for cloud-based tools with strong data protection, responsive support, and free trials to test how well they align with your business needs.
The deal was almost done, the buyer said, "Send me the quote."
But hours passed. Spreadsheets crashed, numbers didn't match, and approvals dragged on.
By the time the quote was ready, the customer had already signed elsewhere.
It's a familiar story for sales teams everywhere. Manual quoting slows momentum, invites human error, and turns winning deals into missed opportunities.
That's where quoting software changes the game. It helps you build accurate quotes, apply pricing rules, and get instant approvals all in just a few clicks.
In this blog, you'll learn what quoting software is, why it matters, the 10 best tools to try, and how to pick one that streamlines your entire sales process.
What is quoting software?
Quoting software, also known as CPQ (Configure, Price, Quote) software, is a digital tool that automates proposal creation, pricing calculations, and approval management.
Instead of juggling spreadsheets or sending quotes back and forth for edits, sales reps can configure complex products, apply custom pricing, and generate professional quotes in under a minute.
It brings together your pricing data, customer information, and approval workflows in one place, helping sales and finance teams work faster and avoid costly manual errors.
By turning hours of manual quoting into a quick, guided flow, the best quoting software not only speeds up your sales process but also improves accuracy, consistency, and customer experience from the very first quote.
Insightful read: How can CPQ software help in streamlining your sales process?.
How does quoting software work?
Quoting software automates the entire quote creation process, helping sales teams move from product selection to signed deals in just a few clicks.
It replaces slow, manual quoting with a smooth, step-by-step workflow that keeps everything accurate, consistent, and connected to your CRM system.
1. Select products or services
Sales reps start by choosing the products or services a customer wants to buy.
The quoting software automatically pulls customer data, pricing information, and product details from your CRM or database.
This eliminates manual data entry and ensures every quote starts with accurate, real-time information.
2. Configure price and discounts
Next, the rep applies custom pricing, tiered pricing, or volume discounts using pre-set pricing rules.
Many CPQ (Configure, Price, Quote) systems include dynamic pricing tables that automatically calculate prices based on selected options or complex product configurations, saving time and reducing human error.
3. Generate a branded quote
Once prices are set, the system helps create a professional-looking quote using customizable quote templates or a drag-and-drop editor.
Every document follows brand guidelines, giving customers a consistent and professional experience while saving reps hours of formatting work.
Also read: How to create a sales quotation that closes deals.
4. Get internal approval
Before sending it out, quotes can go through automated approval workflows.
Managers or finance teams can review and approve deals instantly, ensuring compliance with company pricing rules and discount limits without slowing down the sales process.
5. Send for e-signature
With approvals done, the quote is shared with the customer for quick e-signature.
This digital step replaces traditional paperwork, helping sales teams close deals faster while maintaining complete quote status and an audit trail.
6. Convert to an invoice or deal in CRM
Once signed, the quote automatically syncs back to your CRM quoting software, updating the deal stage or generating an invoice.
This seamless flow between sales and finance teams ensures smoother handoffs and accurate quote-to-cash tracking.
In short, quoting software tools simplify every step of selling, from configuring prices to sending contracts, helping businesses reduce delays, improve accuracy, and close more deals without the pain of spreadsheets or manual approvals.
Why do businesses need quoting software in 2026?
The modern sales cycle has completely changed. Buyers no longer wait days for a quote; they expect accurate, personalized pricing instantly.
Sales teams juggling spreadsheets and manual approvals can't keep up. That's why more companies are adopting quoting software in 2026 to bring speed, accuracy, and consistency to their entire sales process.
Below are some of the key benefits that show why modern quoting software tools have become essential for every growing business:
1. Lightning-fast quote creation
Creating a quote no longer has to take hours. With automated templates, pre-set pricing rules, and connected approval workflows, reps can turn complex product or service configurations into ready-to-send quotes within minutes.
Many teams report cutting quote turnaround time by 70% or more, helping sales reps respond to customers before competitors do.
2. Zero errors, full accuracy
Manual quoting often leads to small mistakes that cost big. Quoting software automates tax calculations, validates discounts, and enforces pricing rules, ensuring every quote is accurate and aligned with your company's policies.
This consistency builds trust and keeps sales and finance teams on the same page across regions.
3. Elevated brand professionalism
A quote isn't just a document; it's a reflection of your brand. With customizable quote templates and drag-and-drop email template builders, every proposal looks professional and polished.
Consistent branding, clear pricing, and neatly formatted terms create a strong impression that increases buyer confidence and credibility.
4. True cross-team collaboration
Modern quote management software connects sales, finance, and operations in one shared workspace.
Everyone can view, edit, approve, or comment on the same quote in real time: no more scattered email threads or version confusion, just smooth, transparent collaboration throughout the entire sales process.
5. Smarter automation and integrations
The best CRM and quoting software works seamlessly with your existing systems, from e-signature tools to accounting platforms.
Quotes automatically sync with deals, trigger invoices, and update records in your CRM, ensuring nothing falls through the cracks and your quote-to-cash process stays seamless.
6. Actionable insights and analytics
Today's sales quote software goes beyond quote creation.
It tracks how prospects engage when they open, view, or sign and provides analytics to measure conversion rates and deal timelines.
These insights help refine your pricing models, improve sales follow-ups, and close more deals with precision.
In 2026, using quoting software isn't just about sending quotes faster; it's about building a smarter, more predictable sales cycle. Businesses that automate quoting gain not only speed and accuracy but also a stronger brand presence and a smoother path from quote to cash.
Insightful read: 10 Sales objectives to crush your quotas [with examples].
Types of quoting software (based on workflow needs)
Not every business needs the same type of quoting software. The right tool depends on how complex your sales process is, how fast your team moves, and how much control you need over branding and automation.
Here are the three main types of quoting software tools, each designed to match different workflows and company sizes:
1. Quote builders
Best for: Small businesses and startups that want flexibility and branding.
Quote builders are simple yet powerful tools that help sales teams create professional-looking quotes using customizable templates.
They allow reps to add logos, colors, and personalized terms, making them perfect for businesses that focus on presentation and brand experience.
With drag-and-drop editors and reusable content blocks, these tools make it easy to build accurate, visually appealing quotes without technical effort.
2. Quote compilers
Best for: Fast-moving sales teams that need instant quotes.
Quote compilers are built for speed and standardization. They use predefined pricing rules, product catalogs, and approval workflows to help reps generate accurate quotes in just a few clicks.
These tools are ideal for teams managing high quote volumes or recurring services where consistency and turnaround time matter more than heavy customization.
3. Hybrid CPQ tools
Best for: Mid-size to enterprise businesses with complex products or pricing.
Hybrid CPQ (Configure, Price, Quote) tools combine automation, flexibility, and scalability. They handle complex product configurations, custom pricing models, and dynamic pricing rules while still letting users create branded, professional quotes.
These platforms deeply integrate with CRM systems, finance teams, and other sales tools, supporting the entire quote-to-cash process from a single place.
Which type suits your business best?
| Business size | Recommended type | Key strengths |
| Small businesses/startups | Quote Builder | Easy to use, customizable templates, strong branding |
| SMBs / fast-moving teams | Quote Compiler | Standardized pricing, quick quote generation, and minimal setup |
| Mid-market / enterprise | Hybrid CPQ Tool | Handles complex pricing, automation, CRM integration, and scalability |
In short, choosing the right sales quote software depends on your team's workflow and sales complexity.
A small team might prioritize simplicity and design, while a growing enterprise will need automation and control across the entire sales process.
How to choose the right quoting software?
Choosing the best quoting software isn't just about features; it's about how well it fits your sales process, team size, and growth goals.
The right solution should save time, reduce errors, and integrate seamlessly with your existing tools. Here's how to make the right choice:
1. Map your quoting workflow
Start by understanding how your team currently creates quotes. Identify where delays or manual data entry occur, whether during pricing, approvals, or CRM updates.
This helps you decide whether you need a simple quote builder or a more advanced CPQ (Configure, Price, Quote) platform that automates the entire quote-to-cash process.
2. Define your pricing and approval logic
Every business has different pricing models, discount structures, and approval workflows. Look for a tool that supports custom pricing, volume discounts, and automated approval workflows to keep quotes consistent and compliant.
This ensures your sales reps spend less time seeking approvals and more time closing deals.
More read: Reliable sales hack to close more deals in less time.
3. Check CRM and integration compatibility
Your quoting solution should work seamlessly with your CRM system, e-signature tool, and accounting software.
Whether you use Salesmate or HubSpot, choose a CRM quoting software that automatically syncs customer and pricing data. This reduces manual work and keeps sales and finance teams aligned.
Connect everything with one smart CRM!
Bring your sales, quotes, and automation together with Salesmate, the unified CRM built to simplify workflows and close deals faster.
4. Prioritize user-friendly experience
A great quoting software should be easy for your team to adopt. Look for a user-friendly interface, a drag-and-drop editor, and customizable templates that make it easy to create professional quotes without extensive training.
The smoother the experience, the faster your team will embrace it.
5. Consider scalability and automation
If your business is growing, choose a tool that scales with you.
Advanced sales quoting tools offer dynamic pricing, automated renewals, and smart integrations that grow with your needs, ensuring your system doesn't limit future expansion.
6. Evaluate analytics and insights
Modern quote management software gives you real-time visibility into performance.
Track quote approvals, turnaround times, and win rates to see how efficiently your sales strategies are running. These insights help you improve pricing strategies and identify where deals slow down.
10 Best quoting software to use in 2026
Here's a quick look at the best quoting software tools of 2026 compared by ratings, pricing, and what each platform does best.
| Best quoting software | Capterra rating | Pricing (Starting) | Best known for |
| Salesmate | ⭐ 4.7 | $23 / user/month | Best for sales professionals who want CRM + quoting in one platform |
| Salesforce (Revenue Cloud CPQ) | ⭐ 4.4 | $25 / user/month (estimated) | Enterprise-grade CPQ with automation and deep integrations |
| HubSpot Sales Hub Quotes | ⭐ 4.5 | $20 / user/month (starting) | Great for tracking, organizing, and automating quotes for SMBs |
| PandaDoc | ⭐ 4.6
| $49 / seat/month | All-in-one proposal, quote, and e-signature platform |
| QuoteWerks | ⭐ 4.6 | $15 / user/month | Simple automated quoting solution for small teams |
| Responsive.io | ⭐ 4.6 | On request | Strategic response management + AI-powered quoting |
| Quoter | ⭐ 4.6 | $119 / month | User-friendly quoting for service businesses |
| Scoro | ⭐ 4.6 | $26 / user/month | Workflow + quote management for agencies & consultancies |
| Qwilr | ⭐ 4.6 | $35 / user/month | Interactive, web-based quotes + proposal pages |
| Bitrix24 | ⭐ 4.2 | $183 / 3 months | CRM + quoting + invoicing for sales and workflow automation |
Salesmate simplifies the entire quote creation process by letting sales reps build, track, and send professional-looking quotes directly from their CRM.
The integrated quote management software allows teams to configure pricing, use branded templates, and send quotes for e-signature, all without leaving the sales pipeline.
It's more than just a quoting tool. Salesmate combines CRM, automation, and AI-driven insights to help teams close deals faster.
With recent updates, it also includes AI-powered content generation, Smart Flows, and Salesmate AI Agents that support the quote-to-cash process end-to-end.
Key features
- Automated quote creation: Generate accurate, branded quotes in just a few clicks.
- Customizable templates: Use drag-and-drop templates that align with your brand and client preferences.
- Real-time quote tracking: Monitor when a customer opens, views, or accepts a quote.
- E-signature integration: Simplify approvals and reduce delays in deal closures.
- CRM integration: Sync quotes, contacts, and deal data for full pipeline visibility.
- AI Agent support: Autonomous agents built into the platform that assist with lead qualification, follow-ups, and workflow automation.
Pros
- Saves time with AI and automation
- Improves quote accuracy
- Enhances client experience
- Integrates with sales, support, and marketing modules
Cons
- Requires a brief setup time to customize templates
Best for: Businesses that want an all-in-one CRM and quoting software to manage the whole sales process from lead to invoice.
Simplify your entire quoting process
Create, track, and manage quotes effortlessly, all in one place. Automate approvals, eliminate manual work, and close deals faster with Salesmate.
2. Salesforce Revenue Cloud
Salesforce CPQ (Configure, Price, Quote) is part of the Salesforce Revenue Cloud and is designed to simplify complex quoting, pricing, and billing processes.
It helps sales teams automate every step of the quote-to-cash process, from configuration to approval and invoicing, all within the Salesforce ecosystem.
This CRM quoting software is built for enterprises managing complex product catalogs, tiered pricing, and dynamic bundles. It eliminates manual data entry by syncing directly with Salesforce CRM, ensuring your customer data and pricing rules stay accurate across departments.
Features
- Guided selling and configuration: Helps reps choose the right products and pricing combinations quickly.
- Automated approvals: Enforces approval workflows and discount limits to maintain pricing accuracy.
- Integrated billing: Connects quoting, contracts, and invoices under one unified platform.
- Dynamic pricing rules: Supports volume-based or usage-based pricing models for complex products.
- CRM integration: Ensures a seamless flow of data between sales and finance teams.
Pros
- Strong automation for enterprise sales quote
- Deep CRM and revenue integration
- Supports complex product configurations and custom pricing
Cons
- Steeper learning curve for new users
- Higher setup and subscription costs compared to SMB tools
Best for: Large and growing businesses that need a powerful, integrated CPQ quoting software to manage advanced pricing, approvals, and billing with full control and visibility.
3. HubSpot Sales Hub Quotes
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PandaDoc is one of the most popular quotation and proposal software platforms, known for simplifying how businesses create, track, and manage sales documents.
It combines quote creation, contract management, e-signatures, and payment collection into one powerful solution.
Designed for sales and finance teams, PandaDoc helps eliminate repetitive manual work by automating pricing tables, approvals, and document workflows. Reps can generate professional quotes using drag-and-drop templates and send them for signature in minutes.
Its analytics dashboard also shows when a client opens or interacts with your quote, enabling timely, relevant follow-ups.
Features
- Customizable templates: Create branded quotes and proposals with reusable layouts.
- E-signatures: Collect client approvals quickly and securely.
- Automated workflows: Route quotes for internal approval before sending them out.
- Payment integration: Accept payments directly from approved quotes.
- Analytics & tracking: Get real-time visibility into views, signatures, and deal progress.
Pros
- All-in-one platform for proposals, quotes, and contracts
- Easy-to-use interface with powerful automation
- Strong collaboration and tracking features
Cons
- Some advanced features are available only in higher-tier plans
- Offline access is limited
Best for: Teams that want a single platform for quote management, document tracking, and e-signature workflows, ideal for service businesses, agencies, and SaaS sales teams aiming to reduce friction from quote to cash.
5. QuoteWerks
QuoteWerks is a long-standing, reliable quote management software designed to simplify how businesses create, share, and track quotes.
It's particularly popular among managed service providers (MSPs), IT resellers, and B2B companies that handle multiple products or complex pricing structures.
This sales quoting software integrates seamlessly with popular CRM systems like Salesforce, Zoho, and HubSpot, as well as accounting platforms such as QuickBooks and Sage.
Centralizing quote management in one system eliminates manual data entry, ensures pricing accuracy, and helps teams generate professional-looking quotes in minutes.
Features
- Quote, order, and invoice creation: Manage every step from initial quote to closed deal.
- Product database: Access a centralized catalog for accurate product and pricing data.
- E-signature and approval tracking: Streamline approval workflows and reduce delays.
- Reporting and analytics: Monitor quote performance and sales pipeline progress.
- Integrations: Works with leading CRM and finance tools for a connected sales process.
Pros
- Highly customizable and scalable
- Strong integrations with CRM and accounting tools
- Efficient for businesses handling complex product catalogs
Cons
- Outdated interface compared to newer tools
- Requires some setup time for customization
Best for: Businesses that handle complex product configurations or high quote volumes, especially IT, telecom, and service providers that want a stable, proven CPQ (Configure, Price, Quote) system integrated with their existing tools.
6. Responsive.io (formerly RFPIO)
Responsive.io is a powerful quote management and RFP automation software built for mid-sized to enterprise organizations that deal with large volumes of proposals, bids, and quote requests.
It uses AI to help teams create, manage, and deliver accurate and consistent responses, making it more than just a quoting tool.
This cloud-based sales quotation software helps sales and finance teams respond to RFPs, RFQs, and proposals with speed and precision.
Its AI-powered recommendation engine automatically suggests pre-approved content, saving hours of manual work.
Features
- AI-powered content recommendations: Auto-suggests relevant answers from your knowledge base.
- Real-time collaboration: Multiple team members can edit and review quotes simultaneously.
- Advanced analytics: Track performance, win rates, and response times for continuous improvement.
- Seamless integrations: Connects with CRM systems, cloud storage, and productivity tools.
- Centralized content library: Stores approved messaging and pricing details for faster quote creation.
Pros
- Excellent for handling complex RFPs and enterprise proposals
- AI automation significantly reduces response time
- Strong collaboration and content reuse features
Cons
- Higher pricing compared to small business tools
- Requires onboarding time to utilize full AI capabilities
Best for: Mid to large enterprises that frequently handle RFPs or formal bids and want to standardize their quoting and proposal responses using automation, AI, and real-time collaboration.
Also read: Top 23 sales performance management software to explore.
7. Quoter
Quoter is a modern, cloud-based sales quoting software built to simplify the entire quote creation process for service-based businesses and agencies.
It focuses on speed, consistency, and customer experience, enabling teams to generate customized quotes in just a few clicks.
With its user-friendly interface and centralized content library, Quoter allows sales reps to use pre-approved templates, pricing tables, and product descriptions, reducing manual data entry and maintaining brand consistency.
The platform also includes e-signature and payment integration, helping clients approve and pay instantly, keeping the sales process moving smoothly.
Features
- Customizable templates: Build branded, ready-to-send quotes for any product or service.
- E-signature support: Clients can sign and approve quotes online, eliminating approval delays.
- Payment integration: Accept payments directly within the quote to accelerate quote-to-cash.
- Product configurator: Create custom pricing and product bundles with ease.
- Analytics and reporting: Track quote performance, margins, and conversion metrics.
Pros
- Intuitive, user-friendly interface
- Strong automation for service industries
- Excellent reporting for revenue tracking
Cons
- Pricing is on the higher side for small teams
- Limited advanced features for complex enterprise setups
Best for: Service-based SMBs and agencies that need fast, accurate, and branded quoting, perfect for teams focused on improving client experience and closing deals faster.
8. Scoro
Scoro is an all-in-one business management and quoting software designed for agencies, consultancies, and professional service firms.
It combines quote management, project tracking, invoicing, and reporting, making it ideal for teams that want to manage the full client lifecycle from quote to cash in one place.
Unlike traditional quotation software, Scoro gives users real-time visibility into sales, budgets, and profitability.
It helps sales teams create customized quotes, send them for e-signature, and instantly convert them into projects or invoices.
Features
- Quote and project integration: Turn approved quotes directly into projects or tasks.
- Multi-currency pricing: Create quotes with global pricing flexibility for international clients.
- Time tracking and billing: Track billable hours linked directly to each quote or project.
- Advanced reporting: Monitor performance, revenue, and resource utilization in real time.
- CRM and accounting integrations: Seamlessly connects with HubSpot, Xero, QuickBooks, and more.
Pros
- All-in-one system for quoting, projects, and billing
- Strong reporting and business intelligence features
- Great fit for service-based companies and agencies
Cons
- Slight learning curve for new users
- Can feel complex for small, simple sales processes
Best for: Agencies, consultancies, and service-based businesses that need a comprehensive quote management software with integrated project tracking and financial reporting to run operations efficiently from start to finish.
9. Bitrix24
Bitrix24 is a robust CRM and quoting software that combines client management, deal tracking, invoicing, and automation into a single unified platform.
Designed for small to mid-sized businesses, it helps sales teams create professional quotes, manage leads, and move deals seamlessly through the sales pipeline without switching between tools.
This cloud-based quotation software allows reps to generate quotes, apply custom pricing, and send invoices, all synced with the built-in CRM system.
It also integrates with payment gateways like PayPal and Stripe, enabling customers to approve and pay instantly. The result is a smooth quote-to-cash process that saves time and improves visibility for both sales and finance teams.
Features
- Quote & invoice automation: Generate, edit, and send quotes directly from your CRM.
- Payment integrations: Connects with PayPal, Stripe, and other processors for faster payments.
- CRM workflow automation: Streamlines follow-ups, approvals, and deal updates automatically.
- Document management: Store, share, and track all quotes in one centralized location.
- Cloud & on-premises options: Choose the hosting flexibility that best suits your business needs.
Pros
- All-in-one platform for CRM, quoting, and invoicing
- Affordable for small to mid-sized teams
- Customizable dashboards and automation tools
Cons
- Interface can feel complex for beginners
- Occasional performance lags with large datasets
Best for: Small and growing businesses that want an affordable, all-in-one CRM quoting software to manage customer relationships, automate quoting, and streamline their sales process from start to finish.
10. Qwilr
Qwilr is an innovative quoting and proposal software that transforms traditional static quotes into interactive, web-based pages.
Instead of sending plain PDFs, sales teams can share dynamic, visually engaging quotes that include videos, images, and interactive pricing tables, giving buyers a richer, more personalized experience.
This modern online quotation software is built for teams that value design, storytelling, and customer engagement.
Quotes can be signed digitally and even paid directly through integrated payment gateways.
With real-time analytics, sales reps can see when a client opens a quote, how long they view it, and which sections catch their attention, helping teams follow up at the right time with the right context.
Features
- Interactive web-based quotes: Create visually engaging, mobile-friendly quote pages.
- Dynamic pricing tables: Enable clients to explore product options and pricing in real time.
- E-signature & payment integration: Collect approvals and payments instantly.
- Real-time engagement analytics: Track views, time spent, and client interactions.
- CRM integrations: Sync with HubSpot, Salesforce, and other sales tools for seamless data flow.
Pros
- Visually stunning and interactive proposals
- Built-in analytics for smarter follow-ups
- Ideal for modern, customer-centric sales teams
Cons
- Higher cost than basic quoting tools
- Limited offline functionality
Best for: Creative agencies, SaaS companies, and modern sales teams that want to deliver interactive, branded, and high-converting sales quotes that stand out from traditional PDFs.
Must read: 10 Best sales management tools that you must check in 2025!.
How to implement quoting software successfully?
Implementing quoting software the right way is key to getting the full value out of your investment. From data migration to team adoption, every step should ensure your sales process becomes faster, more accurate, and aligned across teams.
Here's a simple step-by-step guide to roll out your new sales quoting software successfully:
1. Map your current quoting workflow
Start by analyzing how your team currently creates quotes. Identify pain points such as manual data entry, pricing errors, or approval delays that slow down deals.
This clarity helps you set sales goals for what your new quoting software must fix, whether it's automating approvals or standardizing pricing rules across teams.
2. Migrate product catalog and pricing
Move your existing product and pricing data into the new system. This includes your product catalog, SKUs, volume discounts, and custom pricing models.
A clean, organized database ensures your sales reps always have the right numbers at their fingertips and reduces the risk of human error.
3. Customize quote templates
Set up customizable quote templates that match your brand's look and tone.
Use your company logo, fonts, and terms to create professional-looking quotes that reflect credibility and consistency. Templates save time and help sales teams maintain a unified style across all documents.
4. Set up approval workflows
Define clear approval workflows for pricing, discounts, and terms.
Automating these steps ensures that quotes move quickly through the system while staying compliant with your company's pricing policies.
Managers and finance teams can approve or reject quotes instantly, reducing bottlenecks.
5. Train sales reps and admins
Training is crucial. Walk your sales reps and administrators through the quote creation process, template customization, and CRM integration.
Encourage hands-on practice with real examples so they can confidently create, send, and track quotes without supervision.
6. Integrate with CRM, email, and accounting
Seamless integration is what makes quoting software powerful. Connect it with your CRM system, email tools, and accounting platforms to automate data flow.
When customer and pricing information sync across tools, teams save time and maintain accuracy from quote to invoice.
7. Track performance metrics
Once live, measure key metrics such as quote turnaround time, approval duration, and close rate.
These insights reveal how well your quoting process performs and where it can improve. Use analytics to optimize templates, pricing rules, and workflows for continuous efficiency.
Start implementing smarter & faster
Experience how effortless quoting can be with Salesmate. Set it up in minutes, integrate with your CRM, and start sending quotes that close deals faster.
Common quoting software mistakes to avoid
Even the best quoting software can fall short if it's not used properly.
Many businesses overlook small setup steps that later create bigger issues in the sales process.
Avoiding these common mistakes will help you get the most out of your investment and ensure your sales teams use the tool effectively.
1. Using generic templates for all clients
Every client is different; your quotes should reflect that. Using one-size-fits-all templates makes your proposals look impersonal and reduces engagement.
Instead, customize quote templates with relevant product details, client names, and personalized messages. A little effort in branding and hyper-personalization goes a long way in building trust.
2. Failing to set approval limits or discount rules
Without predefined approval workflows or discount rules, reps may over-discount or approve quotes without proper review.
This can hurt profitability and pricing consistency. Always define approval thresholds and automated notifications for sales and finance teams to maintain control and accuracy.
3. Not integrating with your CRM or invoicing software
A quoting software that doesn't connect with your CRM system or invoicing tool creates data silos and increases manual data entry.
Integrations ensure that customer details, product catalogs, and pricing data sync automatically, keeping your quote-to-cash process smooth and error-free.
4. Skipping e-signature setup
Quotes that require clients to print, sign, and scan delay deal closures. Enabling e-signature integration simplifies approvals and shortens the sales cycle.
It also provides a secure and trackable record of every signed quote, improving accountability.
5. Overlooking security and version tracking
Quotes often contain sensitive pricing and customer information. Without proper version control or security permissions, teams risk sending outdated or incorrect quotes.
Use built-in version tracking and access controls to protect your data and ensure everyone works from the most recent version.
Conclusion
A good quote can win a deal; a delayed or inaccurate one can lose it. That's why the right quoting software matters. It helps your sales teams work faster, stay consistent, and give every client a professional buying experience.
From Salesmate and HubSpot to PandaDoc and Qwilr, each tool we covered brings something unique. What really counts is choosing one that fits your process, connects with your CRM, and makes quoting feel effortless.
When quotes are quick, clear, and accurate, deals close faster, and customers remember the experience.
If you're ready to make quoting simpler and smarter, give Salesmate a try. It's built to help your team move from quote to close without missing a beat.
Frequently asked questions
1. What is quoting software (CPQ), and how does it work?
Quoting software, also known as CPQ (Configure, Price, Quote), is a digital system that helps sales teams generate accurate quotes automatically. It replaces manual spreadsheets with guided pricing rules, templates, and approval flows.
Modern online sales quoting software connects directly with your CRM system, enabling reps to pull customer data, apply custom pricing, and send professional quotes instantly.
Tools like Salesmate, HubSpot, or Salesforce CPQ also include quote-to-cash automation, turning quotes into deals, invoices, and payments in one seamless workflow.
2. CPQ vs quoting vs proposal software - what's the difference?
All three tools aim to simplify selling but serve slightly different goals:
- Quoting software focuses on creating quick, accurate sales quotes with dynamic pricing and approval workflows.
- Proposal software adds storytelling, visuals, and design ideal for presentations and branded proposals.
- CPQ (Configure, Price, Quote) tools go deeper, supporting complex product configurations, custom quoting software logic, and enterprise-grade approval workflows for large B2B deals.
For example, B2B sales quoting software like Salesforce CPQ or DealHub CPQ is ideal for companies managing multiple pricing models, while proposal tools like PandaDoc or Qwilr focus on visuals and client experience.
3. Which quoting software is best for small businesses?
For small teams, the best quoting tools for small businesses are those that combine simplicity with automation. Tools such as Salesmate, Quoter, and HubSpot Quotes let teams create professional quotes in minutes using customizable templates and built-in CRM-integration for quoting.
Look for features like instant quoting tools, drag-and-drop editors, and automated approvals. These make quoting effortless without the cost or complexity of enterprise CPQ systems. For SMBs, choosing an online sales quoting software with integrated CRM and payments ensures faster responses and better customer experience.
4. Is there any free quoting software available?
Yes, several providers offer free quoting software or trial versions to help small businesses get started. These usually include basic quote management software functions such as templates, branding, and e-signature, but may limit advanced features like CRM integration or automated approvals.
If you're a startup or freelancer, consider tools like Bitrix24 or HubSpot's free CRM with quoting. As your business grows, you can upgrade to paid versions with features like dynamic pricing, analytics, and quote-to-cash automation.
5. What features should I prioritize when choosing quoting software?
When choosing the best quote software, focus on features that improve speed, accuracy, and collaboration:
- CRM integration for real-time syncing of contact and pricing data.
- Automated approval workflows to maintain discount and pricing control.
- Customizable templates to create professional-looking quotes that reflect your brand.
- Dynamic pricing rules and volume discounts to support B2B sales quoting software use cases.
- Analytics dashboards for tracking quote performance, turnaround time, and close rate.
The best platforms, like Salesmate, PandaDoc, and Scoro, offer flexible quote management software that grows with your team and integrates into your existing sales stack.
6. Does quoting software integrate with CRM and accounting tools?
Yes, the most powerful CRM with quoting systems seamlessly integrates with your accounting, email, and payment apps. This ensures all data flows between sales, finance, and operations, eliminating manual data entry and keeping records consistent.
For example, Salesmate and Salesforce Revenue Cloud connect quotes directly to your CRM pipeline, while HubSpot and Zoho link quoting with payments and invoicing. This combination of CRM and quoting software keeps your entire quote-to-cash process unified, improving visibility and cash flow.
7. Are there industry-specific quoting tools available?
Absolutely. Different industries use specialized quotation software to match their workflows:
- Insurance quoting tools calculate policy rates and generate instant premium estimates.
- Manufacturing CPQ platforms support complex product configurations and materials-based pricing.
- Service-based CRMs with a quoting focus on speed, branding, and automated renewals.
Industry-focused tools offer custom quoting software logic tailored to niche use cases, ensuring your quotes are accurate, compliant, and client-ready.
Key takeaways
The deal was almost done, the buyer said, "Send me the quote."
But hours passed. Spreadsheets crashed, numbers didn't match, and approvals dragged on.
By the time the quote was ready, the customer had already signed elsewhere.
It's a familiar story for sales teams everywhere. Manual quoting slows momentum, invites human error, and turns winning deals into missed opportunities.
That's where quoting software changes the game. It helps you build accurate quotes, apply pricing rules, and get instant approvals all in just a few clicks.
In this blog, you'll learn what quoting software is, why it matters, the 10 best tools to try, and how to pick one that streamlines your entire sales process.
What is quoting software?
Quoting software, also known as CPQ (Configure, Price, Quote) software, is a digital tool that automates proposal creation, pricing calculations, and approval management.
Instead of juggling spreadsheets or sending quotes back and forth for edits, sales reps can configure complex products, apply custom pricing, and generate professional quotes in under a minute.
It brings together your pricing data, customer information, and approval workflows in one place, helping sales and finance teams work faster and avoid costly manual errors.
By turning hours of manual quoting into a quick, guided flow, the best quoting software not only speeds up your sales process but also improves accuracy, consistency, and customer experience from the very first quote.
How does quoting software work?
Quoting software automates the entire quote creation process, helping sales teams move from product selection to signed deals in just a few clicks.
It replaces slow, manual quoting with a smooth, step-by-step workflow that keeps everything accurate, consistent, and connected to your CRM system.
1. Select products or services
Sales reps start by choosing the products or services a customer wants to buy.
The quoting software automatically pulls customer data, pricing information, and product details from your CRM or database.
This eliminates manual data entry and ensures every quote starts with accurate, real-time information.
2. Configure price and discounts
Next, the rep applies custom pricing, tiered pricing, or volume discounts using pre-set pricing rules.
Many CPQ (Configure, Price, Quote) systems include dynamic pricing tables that automatically calculate prices based on selected options or complex product configurations, saving time and reducing human error.
3. Generate a branded quote
Once prices are set, the system helps create a professional-looking quote using customizable quote templates or a drag-and-drop editor.
Every document follows brand guidelines, giving customers a consistent and professional experience while saving reps hours of formatting work.
4. Get internal approval
Before sending it out, quotes can go through automated approval workflows.
Managers or finance teams can review and approve deals instantly, ensuring compliance with company pricing rules and discount limits without slowing down the sales process.
5. Send for e-signature
With approvals done, the quote is shared with the customer for quick e-signature.
This digital step replaces traditional paperwork, helping sales teams close deals faster while maintaining complete quote status and an audit trail.
6. Convert to an invoice or deal in CRM
Once signed, the quote automatically syncs back to your CRM quoting software, updating the deal stage or generating an invoice.
This seamless flow between sales and finance teams ensures smoother handoffs and accurate quote-to-cash tracking.
In short, quoting software tools simplify every step of selling, from configuring prices to sending contracts, helping businesses reduce delays, improve accuracy, and close more deals without the pain of spreadsheets or manual approvals.
Why do businesses need quoting software in 2026?
The modern sales cycle has completely changed. Buyers no longer wait days for a quote; they expect accurate, personalized pricing instantly.
Sales teams juggling spreadsheets and manual approvals can't keep up. That's why more companies are adopting quoting software in 2026 to bring speed, accuracy, and consistency to their entire sales process.
Below are some of the key benefits that show why modern quoting software tools have become essential for every growing business:
1. Lightning-fast quote creation
Creating a quote no longer has to take hours. With automated templates, pre-set pricing rules, and connected approval workflows, reps can turn complex product or service configurations into ready-to-send quotes within minutes.
Many teams report cutting quote turnaround time by 70% or more, helping sales reps respond to customers before competitors do.
2. Zero errors, full accuracy
Manual quoting often leads to small mistakes that cost big. Quoting software automates tax calculations, validates discounts, and enforces pricing rules, ensuring every quote is accurate and aligned with your company's policies.
This consistency builds trust and keeps sales and finance teams on the same page across regions.
3. Elevated brand professionalism
A quote isn't just a document; it's a reflection of your brand. With customizable quote templates and drag-and-drop email template builders, every proposal looks professional and polished.
Consistent branding, clear pricing, and neatly formatted terms create a strong impression that increases buyer confidence and credibility.
4. True cross-team collaboration
Modern quote management software connects sales, finance, and operations in one shared workspace.
Everyone can view, edit, approve, or comment on the same quote in real time: no more scattered email threads or version confusion, just smooth, transparent collaboration throughout the entire sales process.
5. Smarter automation and integrations
The best CRM and quoting software works seamlessly with your existing systems, from e-signature tools to accounting platforms.
Quotes automatically sync with deals, trigger invoices, and update records in your CRM, ensuring nothing falls through the cracks and your quote-to-cash process stays seamless.
6. Actionable insights and analytics
Today's sales quote software goes beyond quote creation.
It tracks how prospects engage when they open, view, or sign and provides analytics to measure conversion rates and deal timelines.
These insights help refine your pricing models, improve sales follow-ups, and close more deals with precision.
In 2026, using quoting software isn't just about sending quotes faster; it's about building a smarter, more predictable sales cycle. Businesses that automate quoting gain not only speed and accuracy but also a stronger brand presence and a smoother path from quote to cash.
Types of quoting software (based on workflow needs)
Not every business needs the same type of quoting software. The right tool depends on how complex your sales process is, how fast your team moves, and how much control you need over branding and automation.
Here are the three main types of quoting software tools, each designed to match different workflows and company sizes:
1. Quote builders
Best for: Small businesses and startups that want flexibility and branding.
Quote builders are simple yet powerful tools that help sales teams create professional-looking quotes using customizable templates.
They allow reps to add logos, colors, and personalized terms, making them perfect for businesses that focus on presentation and brand experience.
With drag-and-drop editors and reusable content blocks, these tools make it easy to build accurate, visually appealing quotes without technical effort.
2. Quote compilers
Best for: Fast-moving sales teams that need instant quotes.
Quote compilers are built for speed and standardization. They use predefined pricing rules, product catalogs, and approval workflows to help reps generate accurate quotes in just a few clicks.
These tools are ideal for teams managing high quote volumes or recurring services where consistency and turnaround time matter more than heavy customization.
3. Hybrid CPQ tools
Best for: Mid-size to enterprise businesses with complex products or pricing.
Hybrid CPQ (Configure, Price, Quote) tools combine automation, flexibility, and scalability. They handle complex product configurations, custom pricing models, and dynamic pricing rules while still letting users create branded, professional quotes.
These platforms deeply integrate with CRM systems, finance teams, and other sales tools, supporting the entire quote-to-cash process from a single place.
Which type suits your business best?
In short, choosing the right sales quote software depends on your team's workflow and sales complexity.
A small team might prioritize simplicity and design, while a growing enterprise will need automation and control across the entire sales process.
How to choose the right quoting software?
Choosing the best quoting software isn't just about features; it's about how well it fits your sales process, team size, and growth goals.
The right solution should save time, reduce errors, and integrate seamlessly with your existing tools. Here's how to make the right choice:
1. Map your quoting workflow
Start by understanding how your team currently creates quotes. Identify where delays or manual data entry occur, whether during pricing, approvals, or CRM updates.
This helps you decide whether you need a simple quote builder or a more advanced CPQ (Configure, Price, Quote) platform that automates the entire quote-to-cash process.
2. Define your pricing and approval logic
Every business has different pricing models, discount structures, and approval workflows. Look for a tool that supports custom pricing, volume discounts, and automated approval workflows to keep quotes consistent and compliant.
This ensures your sales reps spend less time seeking approvals and more time closing deals.
3. Check CRM and integration compatibility
Your quoting solution should work seamlessly with your CRM system, e-signature tool, and accounting software.
Whether you use Salesmate or HubSpot, choose a CRM quoting software that automatically syncs customer and pricing data. This reduces manual work and keeps sales and finance teams aligned.
Connect everything with one smart CRM!
Bring your sales, quotes, and automation together with Salesmate, the unified CRM built to simplify workflows and close deals faster.
4. Prioritize user-friendly experience
A great quoting software should be easy for your team to adopt. Look for a user-friendly interface, a drag-and-drop editor, and customizable templates that make it easy to create professional quotes without extensive training.
The smoother the experience, the faster your team will embrace it.
5. Consider scalability and automation
If your business is growing, choose a tool that scales with you.
Advanced sales quoting tools offer dynamic pricing, automated renewals, and smart integrations that grow with your needs, ensuring your system doesn't limit future expansion.
6. Evaluate analytics and insights
Modern quote management software gives you real-time visibility into performance.
Track quote approvals, turnaround times, and win rates to see how efficiently your sales strategies are running. These insights help you improve pricing strategies and identify where deals slow down.
10 Best quoting software to use in 2026
Here's a quick look at the best quoting software tools of 2026 compared by ratings, pricing, and what each platform does best.
⭐ 4.5
1) Salesmate
Salesmate simplifies the entire quote creation process by letting sales reps build, track, and send professional-looking quotes directly from their CRM.
The integrated quote management software allows teams to configure pricing, use branded templates, and send quotes for e-signature, all without leaving the sales pipeline.
It's more than just a quoting tool. Salesmate combines CRM, automation, and AI-driven insights to help teams close deals faster.
With recent updates, it also includes AI-powered content generation, Smart Flows, and Salesmate AI Agents that support the quote-to-cash process end-to-end.
Key features
Pros
Cons
Best for: Businesses that want an all-in-one CRM and quoting software to manage the whole sales process from lead to invoice.
Simplify your entire quoting process
Create, track, and manage quotes effortlessly, all in one place. Automate approvals, eliminate manual work, and close deals faster with Salesmate.
2. Salesforce Revenue Cloud
Salesforce CPQ (Configure, Price, Quote) is part of the Salesforce Revenue Cloud and is designed to simplify complex quoting, pricing, and billing processes.
It helps sales teams automate every step of the quote-to-cash process, from configuration to approval and invoicing, all within the Salesforce ecosystem.
This CRM quoting software is built for enterprises managing complex product catalogs, tiered pricing, and dynamic bundles. It eliminates manual data entry by syncing directly with Salesforce CRM, ensuring your customer data and pricing rules stay accurate across departments.
Features
Pros
Cons
Best for: Large and growing businesses that need a powerful, integrated CPQ quoting software to manage advanced pricing, approvals, and billing with full control and visibility.
3. HubSpot Sales Hub Quotes
PandaDoc is one of the most popular quotation and proposal software platforms, known for simplifying how businesses create, track, and manage sales documents.
It combines quote creation, contract management, e-signatures, and payment collection into one powerful solution.
Designed for sales and finance teams, PandaDoc helps eliminate repetitive manual work by automating pricing tables, approvals, and document workflows. Reps can generate professional quotes using drag-and-drop templates and send them for signature in minutes.
Its analytics dashboard also shows when a client opens or interacts with your quote, enabling timely, relevant follow-ups.
Features
Pros
Cons
Best for: Teams that want a single platform for quote management, document tracking, and e-signature workflows, ideal for service businesses, agencies, and SaaS sales teams aiming to reduce friction from quote to cash.
5. QuoteWerks
QuoteWerks is a long-standing, reliable quote management software designed to simplify how businesses create, share, and track quotes.
It's particularly popular among managed service providers (MSPs), IT resellers, and B2B companies that handle multiple products or complex pricing structures.
This sales quoting software integrates seamlessly with popular CRM systems like Salesforce, Zoho, and HubSpot, as well as accounting platforms such as QuickBooks and Sage.
Centralizing quote management in one system eliminates manual data entry, ensures pricing accuracy, and helps teams generate professional-looking quotes in minutes.
Features
Pros
Cons
Best for: Businesses that handle complex product configurations or high quote volumes, especially IT, telecom, and service providers that want a stable, proven CPQ (Configure, Price, Quote) system integrated with their existing tools.
6. Responsive.io (formerly RFPIO)
Responsive.io is a powerful quote management and RFP automation software built for mid-sized to enterprise organizations that deal with large volumes of proposals, bids, and quote requests.
It uses AI to help teams create, manage, and deliver accurate and consistent responses, making it more than just a quoting tool.
This cloud-based sales quotation software helps sales and finance teams respond to RFPs, RFQs, and proposals with speed and precision.
Its AI-powered recommendation engine automatically suggests pre-approved content, saving hours of manual work.
Features
Pros
Cons
Best for: Mid to large enterprises that frequently handle RFPs or formal bids and want to standardize their quoting and proposal responses using automation, AI, and real-time collaboration.
7. Quoter
Quoter is a modern, cloud-based sales quoting software built to simplify the entire quote creation process for service-based businesses and agencies.
It focuses on speed, consistency, and customer experience, enabling teams to generate customized quotes in just a few clicks.
With its user-friendly interface and centralized content library, Quoter allows sales reps to use pre-approved templates, pricing tables, and product descriptions, reducing manual data entry and maintaining brand consistency.
The platform also includes e-signature and payment integration, helping clients approve and pay instantly, keeping the sales process moving smoothly.
Features
Pros
Cons
Best for: Service-based SMBs and agencies that need fast, accurate, and branded quoting, perfect for teams focused on improving client experience and closing deals faster.
8. Scoro
Scoro is an all-in-one business management and quoting software designed for agencies, consultancies, and professional service firms.
It combines quote management, project tracking, invoicing, and reporting, making it ideal for teams that want to manage the full client lifecycle from quote to cash in one place.
Unlike traditional quotation software, Scoro gives users real-time visibility into sales, budgets, and profitability.
It helps sales teams create customized quotes, send them for e-signature, and instantly convert them into projects or invoices.
Features
Pros
Cons
Best for: Agencies, consultancies, and service-based businesses that need a comprehensive quote management software with integrated project tracking and financial reporting to run operations efficiently from start to finish.
9. Bitrix24
Bitrix24 is a robust CRM and quoting software that combines client management, deal tracking, invoicing, and automation into a single unified platform.
Designed for small to mid-sized businesses, it helps sales teams create professional quotes, manage leads, and move deals seamlessly through the sales pipeline without switching between tools.
This cloud-based quotation software allows reps to generate quotes, apply custom pricing, and send invoices, all synced with the built-in CRM system.
It also integrates with payment gateways like PayPal and Stripe, enabling customers to approve and pay instantly. The result is a smooth quote-to-cash process that saves time and improves visibility for both sales and finance teams.
Features
Pros
Cons
Best for: Small and growing businesses that want an affordable, all-in-one CRM quoting software to manage customer relationships, automate quoting, and streamline their sales process from start to finish.
10. Qwilr
Qwilr is an innovative quoting and proposal software that transforms traditional static quotes into interactive, web-based pages.
Instead of sending plain PDFs, sales teams can share dynamic, visually engaging quotes that include videos, images, and interactive pricing tables, giving buyers a richer, more personalized experience.
This modern online quotation software is built for teams that value design, storytelling, and customer engagement.
Quotes can be signed digitally and even paid directly through integrated payment gateways.
With real-time analytics, sales reps can see when a client opens a quote, how long they view it, and which sections catch their attention, helping teams follow up at the right time with the right context.
Features
Pros
Cons
Best for: Creative agencies, SaaS companies, and modern sales teams that want to deliver interactive, branded, and high-converting sales quotes that stand out from traditional PDFs.
How to implement quoting software successfully?
Implementing quoting software the right way is key to getting the full value out of your investment. From data migration to team adoption, every step should ensure your sales process becomes faster, more accurate, and aligned across teams.
Here's a simple step-by-step guide to roll out your new sales quoting software successfully:
1. Map your current quoting workflow
Start by analyzing how your team currently creates quotes. Identify pain points such as manual data entry, pricing errors, or approval delays that slow down deals.
This clarity helps you set sales goals for what your new quoting software must fix, whether it's automating approvals or standardizing pricing rules across teams.
2. Migrate product catalog and pricing
Move your existing product and pricing data into the new system. This includes your product catalog, SKUs, volume discounts, and custom pricing models.
A clean, organized database ensures your sales reps always have the right numbers at their fingertips and reduces the risk of human error.
3. Customize quote templates
Set up customizable quote templates that match your brand's look and tone.
Use your company logo, fonts, and terms to create professional-looking quotes that reflect credibility and consistency. Templates save time and help sales teams maintain a unified style across all documents.
4. Set up approval workflows
Define clear approval workflows for pricing, discounts, and terms.
Automating these steps ensures that quotes move quickly through the system while staying compliant with your company's pricing policies.
Managers and finance teams can approve or reject quotes instantly, reducing bottlenecks.
5. Train sales reps and admins
Training is crucial. Walk your sales reps and administrators through the quote creation process, template customization, and CRM integration.
Encourage hands-on practice with real examples so they can confidently create, send, and track quotes without supervision.
6. Integrate with CRM, email, and accounting
Seamless integration is what makes quoting software powerful. Connect it with your CRM system, email tools, and accounting platforms to automate data flow.
When customer and pricing information sync across tools, teams save time and maintain accuracy from quote to invoice.
7. Track performance metrics
Once live, measure key metrics such as quote turnaround time, approval duration, and close rate.
These insights reveal how well your quoting process performs and where it can improve. Use analytics to optimize templates, pricing rules, and workflows for continuous efficiency.
Start implementing smarter & faster
Experience how effortless quoting can be with Salesmate. Set it up in minutes, integrate with your CRM, and start sending quotes that close deals faster.
Common quoting software mistakes to avoid
Even the best quoting software can fall short if it's not used properly.
Many businesses overlook small setup steps that later create bigger issues in the sales process.
Avoiding these common mistakes will help you get the most out of your investment and ensure your sales teams use the tool effectively.
1. Using generic templates for all clients
Every client is different; your quotes should reflect that. Using one-size-fits-all templates makes your proposals look impersonal and reduces engagement.
Instead, customize quote templates with relevant product details, client names, and personalized messages. A little effort in branding and hyper-personalization goes a long way in building trust.
2. Failing to set approval limits or discount rules
Without predefined approval workflows or discount rules, reps may over-discount or approve quotes without proper review.
This can hurt profitability and pricing consistency. Always define approval thresholds and automated notifications for sales and finance teams to maintain control and accuracy.
3. Not integrating with your CRM or invoicing software
A quoting software that doesn't connect with your CRM system or invoicing tool creates data silos and increases manual data entry.
Integrations ensure that customer details, product catalogs, and pricing data sync automatically, keeping your quote-to-cash process smooth and error-free.
4. Skipping e-signature setup
Quotes that require clients to print, sign, and scan delay deal closures. Enabling e-signature integration simplifies approvals and shortens the sales cycle.
It also provides a secure and trackable record of every signed quote, improving accountability.
5. Overlooking security and version tracking
Quotes often contain sensitive pricing and customer information. Without proper version control or security permissions, teams risk sending outdated or incorrect quotes.
Use built-in version tracking and access controls to protect your data and ensure everyone works from the most recent version.
Conclusion
A good quote can win a deal; a delayed or inaccurate one can lose it. That's why the right quoting software matters. It helps your sales teams work faster, stay consistent, and give every client a professional buying experience.
From Salesmate and HubSpot to PandaDoc and Qwilr, each tool we covered brings something unique. What really counts is choosing one that fits your process, connects with your CRM, and makes quoting feel effortless.
When quotes are quick, clear, and accurate, deals close faster, and customers remember the experience.
If you're ready to make quoting simpler and smarter, give Salesmate a try. It's built to help your team move from quote to close without missing a beat.
Frequently asked questions
1. What is quoting software (CPQ), and how does it work?
Quoting software, also known as CPQ (Configure, Price, Quote), is a digital system that helps sales teams generate accurate quotes automatically. It replaces manual spreadsheets with guided pricing rules, templates, and approval flows.
Modern online sales quoting software connects directly with your CRM system, enabling reps to pull customer data, apply custom pricing, and send professional quotes instantly.
Tools like Salesmate, HubSpot, or Salesforce CPQ also include quote-to-cash automation, turning quotes into deals, invoices, and payments in one seamless workflow.
2. CPQ vs quoting vs proposal software - what's the difference?
All three tools aim to simplify selling but serve slightly different goals:
For example, B2B sales quoting software like Salesforce CPQ or DealHub CPQ is ideal for companies managing multiple pricing models, while proposal tools like PandaDoc or Qwilr focus on visuals and client experience.
3. Which quoting software is best for small businesses?
For small teams, the best quoting tools for small businesses are those that combine simplicity with automation. Tools such as Salesmate, Quoter, and HubSpot Quotes let teams create professional quotes in minutes using customizable templates and built-in CRM-integration for quoting.
Look for features like instant quoting tools, drag-and-drop editors, and automated approvals. These make quoting effortless without the cost or complexity of enterprise CPQ systems. For SMBs, choosing an online sales quoting software with integrated CRM and payments ensures faster responses and better customer experience.
4. Is there any free quoting software available?
Yes, several providers offer free quoting software or trial versions to help small businesses get started. These usually include basic quote management software functions such as templates, branding, and e-signature, but may limit advanced features like CRM integration or automated approvals.
If you're a startup or freelancer, consider tools like Bitrix24 or HubSpot's free CRM with quoting. As your business grows, you can upgrade to paid versions with features like dynamic pricing, analytics, and quote-to-cash automation.
5. What features should I prioritize when choosing quoting software?
When choosing the best quote software, focus on features that improve speed, accuracy, and collaboration:
The best platforms, like Salesmate, PandaDoc, and Scoro, offer flexible quote management software that grows with your team and integrates into your existing sales stack.
6. Does quoting software integrate with CRM and accounting tools?
Yes, the most powerful CRM with quoting systems seamlessly integrates with your accounting, email, and payment apps. This ensures all data flows between sales, finance, and operations, eliminating manual data entry and keeping records consistent.
For example, Salesmate and Salesforce Revenue Cloud connect quotes directly to your CRM pipeline, while HubSpot and Zoho link quoting with payments and invoicing. This combination of CRM and quoting software keeps your entire quote-to-cash process unified, improving visibility and cash flow.
7. Are there industry-specific quoting tools available?
Absolutely. Different industries use specialized quotation software to match their workflows:
Industry-focused tools offer custom quoting software logic tailored to niche use cases, ensuring your quotes are accurate, compliant, and client-ready.
Hinal Tanna
SEO SpecialistHinal Tanna is a SEO strategist and content marketer, currently working with the marketing team of Salesmate. She has a knack for curating content that follows SEO practices and helps businesses create an impactful brand presence. When she's not working, Hinal likes to spend her time exploring new places.