Choosing the Best Quoting Software For Your Business in 2025

If your business is focused on selling complex products and solutions, finding the best quoting software can be a game-changing factor that not only enhances your customer experience but also streamlines your entire quoting process. In this article, we will explore the importance of quote management software for businesses and the top features you need to look for. Additionally, we’ll provide you with a guide on how to choose the best quote software for your business, depending on your specific business needs.

 

What is Quote Management Software? 

Quote management software is a digital tool designed to automate and streamline the creation, sending, and tracking of sales quotes or proposals. This software simplifies the quote creation process by integrating product and pricing information, handling approval workflows, and ensuring that all quotes are accurate and professional. With the best quoting software, businesses can generate customized quotes that reflect their brand and meet their customers’ specific needs.

 

What are the Benefits of Using Quote Management Software for Businesses?

The quoting process is a crucial aspect of building a new business, as your customers’ first impression of your business may be determined by the quality and effectiveness of your quotes.
One of the key advantages of quote management software is its ability to integrate with CRM, ERP, and other systems. This integration allows sales reps to access customer data and sales history, enabling them to create more personalized and targeted quotes. Additionally, this quotation software often includes features such as document storage and electronic signature capabilities, which expedite the approval process and reduce the time it takes to close deals.

 

 

By automating quoting process, quote management software helps businesses reduce errors, improve efficiency, and enhance the overall customer experience. Whether you’re a small business or a large enterprise, investing in the best quoting software—one that is robust, reliable, and aligned with your workflows—can significantly impact your sales performance and business growth.

 

 

Best Quoting Software: Top Features to Look For

When choosing the best quoting software solution for your business, you need to consider the features that are most important for your specific business needs. Some of the top features to consider include:

 

Customization and Branding

Customization and branding are essential features to look for in the best quote software. The software should allow you to customize your quotes to match your brand’s style and layout. This will enable you to create professional-looking quotes that enhance your brand visibility and recognition. With customization and branding, you can add your logo, change the font, and use your brand’s colors to make your quotes stand out. This feature is especially important if you want to create a consistent brand image across all your business communication.

 

Integration with CRM, ERP, and Critical Systems

Integration with your CRM, ERP, and other critical systems is another important feature to consider when choosing quote software. The best quoting and invoicing software enables seamless integration with existing systems, allowing you to manage quotes effectively, reduce errors, and improve efficiency.

 

The quoting software should provide an interface that allows you to access your data from a centralized location, so you don’t have to switch between different systems. With integration, you can streamline your workflow and avoid duplication of effort. You can also get a better view of your customers’ history, allowing you to personalize your quotes and improve your customer service.

 

Automated Pricing and Discounting

Automated pricing and discounting are crucial features to look for in any quotation software. The best software for quotes and invoices doesn’t just support pricing rules, but it also streamlines complex models and discount structures to help teams quote accurately every time.

This will save time and reduce errors, ensuring accurate pricing and discounting. With automated pricing and discounting, you can set up rules for different customers, products, and services, ensuring that you offer the right price every time. You can also set up volume discounts, special promotions, and other incentives to boost your sales.

When discounts **do** require approval, you’ll want to ensure that your quoting software can activate automated workflows to route the request to managers or engineers who need to sign off on it and get it back to the rep as quickly as possible.

 

Reporting and Analytics

In today’s data-driven environment, actionable insights can’t be an afterthought. The best quote management software goes beyond basic reporting; it provides visibility into your quote-to-cash cycle with intuitive dashboards and analytics. These insights help identify gaps, track performance, and improve your pricing and quoting process over time.

 

 

With reporting and analytics, you can track your sales pipeline, measure your conversion rates, and identify your most profitable customers. You can also get a better understanding of your quoting process, allowing you to make data-driven decisions and improve your sales strategy.

 

 

Factors to Consider when Choosing the Best Quoting Software

Now that you’re familiar with the top features to look for, the next step is to evaluate how each solution aligns with your business goals. To help you navigate the many options available, here are some key factors to consider when selecting the best quoting software.

 

Pricing and Budget

One of the most critical factors is your budget. You need a solution that offers robust features within your price range. However, keep in mind that the cheapest option may not always be the best option for your business. You need to strike a balance between affordability and functionality to ensure that you get the right value for your money.

It is also essential to consider the pricing model of the software solution. Some providers charge a one-time fee, while others offer a subscription-based model. You need to determine which pricing model works best for your business needs and budget.

Questions to Consider:

• Is the pricing tiered, and what features are included in each tier?
• What are the potential hidden costs, such as implementation fees, training costs, or fees for additional users?
• What is the return on investment (ROI) timeline we can expect from implementing this software?

 

Scalability, Integration, and Flexibility

Your business needs can change drastically over time, and you need to choose quotation software that can grow with your business. For instance, you may want to expand into additional selling channels in the future, like dealers and distributors.

Select software that is scalable and flexible enough to adapt to your changing business needs. This will ensure that you don’t outgrow the software too quickly and have to switch to a new solution, which can be time-consuming and costly.

Equally important is the ability to integrate with your existing tech stack, such as CRM or ERP solutions or any other platforms; you need to ensure that your selected quoting software can integrate with them seamlessly. This will help streamline your business processes and improve efficiency.

Questions to Consider:

• Can this software support a business in case of expansion?
• Does it offer integration with existing CRM and ERP systems?
• Are integrations pre-built and ready to use, or do they require custom development?
• Can it adapt to new sales channels or business models?

 

Ease of Use and Implementation

Quoting software that is difficult to use can result in low adoption, leading to underutilization of functionality. Choose a quotation software that is easy to use and implement. The best software for quotation should come with user-friendly interfaces and straightforward training materials so your staff can quickly start using the software.

You also need to consider the implementation process of the software. Some quoting software requires extensive setup and configuration, while others can be up and running in minutes. You need to determine which implementation process works best for your business needs and resources.

Questions to Consider:

• What is the typical timeframe for full implementation, from purchase to go-live?
• Does the software offer a free demo to test its user-friendliness before buying?
• Is the user interface intuitive for our organization?
• What kind of data migration support is available to help move existing data into the new system?

 

Customer Support and Training

The best quoting software comes with excellent customer support and training. Choose quotation software that offers customer support services, tutorials, and training materials to help you and your team learn how to use the software effectively.

It is also essential to consider the level of customer support that the software provider offers. You need to ensure that you can get the help you need when you need it to avoid any disruptions to your business operations.

Questions to Consider:

• What kind of support is offered (phone, email, chat), and is it 24/7?
• Are there tutorials, videos, and other training materials to help our staff?
• What is the provider’s typical response time for a support request?
• Does the provider offer personalized onboarding and training for our specific team, or is it general, one-size-fits-all training?

 

Top Quote Management Software Solutions for Streamlining Your Sales Process

If you’re looking to streamline your quoting process, you’re likely considering powerful tools like Configure, Price, Quote (CPQ) software. To help you make an informed decision, we’ve compiled a list of top solutions that can help you streamline your entire quoting process and boost your team’s efficiency.

 

• Cincom CPQ: A proven enterprise-grade solution designed for the most complex quoting scenarios. Its powerful rules-based configuration and guided selling tools allow sales teams to deliver precise quotes in less time, regardless of product complexity. Deep CRM and ERP integrations provide an end-to-end platform that streamlines processes and accelerates sales cycles.
• Tacton: A scalable CPQ platform well-suited for manufacturers managing intricate product configurations. Often integrated into a larger sales stack, it offers strong configurator capabilities but may require additional tools for a complete quote-to-cash workflow.
• Experlogix: A flexible CPQ solution with robust configurator features, ideal for companies with varied product lines. It integrates well with Microsoft Dynamics and Salesforce, though highly specialized workflows may need extra customization.
• KBMax: A visual CPQ platform with standout 3D configuration capabilities, making it effective for sales processes driven by visual design. Best suited for businesses where visualization plays a central role.
• Dealhub: A unified platform combining CPQ, contract management, and e-signatures. Strong for organizations seeking an all-in-one vendor, though some may prefer more specialized solutions for complex quoting needs.
• Conga: Part of a broader revenue lifecycle management platform, Conga’s CPQ supports quoting, pricing, contract generation, and e-signature within a single suite. While it offers strong integration with leading CRM systems, its broader focus means it may not match the depth of more specialized solutions for complex configuration needs.
• PandaDoc: Known for its ease of use and document management strengths. Offers efficient proposal and quote creation with templates and e-signatures, but is less focused on complex configuration requirements.

 

Trends in Quotation Software in 2025 and Beyond

The landscape of quotation software is continually evolving, driven by technological advancements and changing business needs. Here are some of the key trends shaping the future of quotation software:

 

Increased Adoption of Cloud-Based Solutions

Cloud-based quotation software is gaining popularity due to its flexibility and accessibility. Businesses can access their quotes and proposals from anywhere, at any time, making it easier to manage the sales process on the go.

 

Integration with CRM, ERP, and Other Systems

Modern quotation software is increasingly being integrated with CRM systems, providing a seamless and streamlined sales process. This integration allows businesses to access customer data and sales information in one place, enhancing efficiency and accuracy.

 

Advanced Analytics

Modern quoting software now offers advanced analytics that provide predictive insights and automate parts of the quote creation process. These capabilities enable businesses to make data-driven decisions, generate more accurate and competitive quotes, and improve their chances of winning deals.

 

Customization and Personalization

Today’s customers expect personalized experiences, and quotation software is rising to the challenge. Advanced customization and personalization features allow businesses to create tailored quotes and proposals that resonate with their customers, enhancing the overall customer experience and boosting sales conversions.

By staying up to date with these trends, businesses can leverage the latest technologies and best practices to optimize their quotation process and drive business growth.

 

Streamline Your Quoting Process with Cincom CPQ

Quote software is an essential tool for businesses that want to streamline their quoting process, enhance their customer experience, and reduce errors and inefficiencies. By investing in the right software, you can save time and money, improve your sales performance, and build strong relationships with your customers.

While many tools exist, businesses with complex products and sales cycles require a solution that goes beyond the basics. This is where Cincom CPQ stands apart. It is the definitive solution designed to make complex quoting easy and efficient. By integrating seamlessly with your CRM and centralizing all product information in one place, Cincom CPQ helps you get accurate quotes out the door quicker and makes it simple to expand into additional sales channels.

Ultimately, Cincom CPQ isn’t just software; it’s a strategic platform for growth. It’s built to simplify complexity, accelerate your sales cycle, and help you grow revenue.

Ready to build a better quoting strategy? Get in touch with one of our specialists to discuss your unique business needs.

 

FAQs

1- What is quoting software?

A quoting software provides specialized software to streamline sales processes across multiple sectors and industries. The software enables sales professionals to quickly and efficiently create accurate and professional estimates.

 

2- How do you create a quotation system?

You can create a quotation system by using specialized software for quotes and invoices. Enter your client details, list the products or services with prices, add terms and conditions, and personalize it with your company branding. For a smoother workflow, choose software that includes features like quote tracking and CRM integration.

 

3- How does quoting software improve sales processes?

Quoting software streamlines and automates the sales quoting process, helping sales teams generate accurate, professional quotes faster. It reduces manual errors, ensures pricing consistency, and shortens sales cycles by minimizing back-and-forth approvals. The best quote management software also integrates with CRM and ERP systems, allowing sales reps to access real-time data anytime.

 

4- How is CPQ different from basic quoting software?

CPQ (Configure, Price, Quote) software goes beyond basic quoting by enabling businesses to configure complex product or service combinations, apply dynamic pricing rules, and generate tailored quotes in real time. While basic quoting tools may only handle simple price and quantity calculations, CPQ solutions like Cincom CPQ manage intricate pricing structures, approval workflows, and multi-channel selling, making it the best quoting software.

 

5- What is the best quote tool for 2025?

Cincom CPQ is the #1 quoting tool of 2025, specially designed for complex manufacturers. They have a proven track record of 96% reduced time to quote, which makes sales teams super-efficient. Automate the quoting process with predefined rules in the CPQ software to confidently generate precise quotes. Automation ensures no room is left for human error.