Best Quotation Management Software for Business in 2025  - Apps 365
                     Best Quotation Management Software for 
Business in 2025 - Apps 365
Quotation Management Software: Simplifying Your 
Business Quotes
Whether your company deals with subscription services, billing, 
invoicing, or CPQ (Configure Price Quote) processes, having the right 
tools can save time, reduce mistakes, and improve the way your 
business handles offers.
A quotation management software is more than a tool for creating 
documents it is a system that helps you manage your pricing, approvals, 
and client communications in one place. Businesses of all sizes can benefit 
from using such software to stay organized, track performance, and close 
deals faster.
Quick Read
Summary generated by AI, reviewed for accuracy.
Automate and streamline your entire quotation process. Generate 
accurate quotes quickly, manage approvals, and track every proposal in 
one centralized platform.
Gain actionable insights, reduce errors, and accelerate your sales cycle 
effortlessly.
In this article, we will cover why manual quotes often fail, what quotation 
management software is, key features to look for, benefits for your 
business, and tips to maximize your ROI.
What is Quotation Management Software?
Quotation management software is a tool designed to help businesses 
create, send and manage quotes to customers efficiently. Unlike 
traditional templates, modern solutions connect with CPQ systems to 
provide an all-in-one solution.
By using quotation management software, businesses can remove 
repetitive manual tasks, reduce pricing mistakes, and provide a more 
professional experience for clients.
Why Manual Quotes Fail?
Many businesses still rely on manual methods to create and send 
quotations. They may use spreadsheets, Word documents, or email 
threads to calculate prices, apply discounts, and communicate with 
clients. While this approach might seem easy at first, it can lead to 
several challenges:
 Time-Consuming Processes: Creating each quote manually can take 
hours, especially when you have multiple products or services, or 
when prices change frequently.
 Inconsistent Information: Different employees may provide different 
pricing, terms, or product details, which can confuse clients.
 Missed Opportunities: Manual quotes often take longer to deliver. 
Potential clients may go to competitors who provide faster 
responses.
 Tracking Challenges: Keeping track of which quotes are approved, 
pending, or expired can become difficult.
Key Features of Quotation Management Software
Aberdeen Group reports that companies implementing CPQ software 
experience a 28% shorter sales cycle and generate 49% more proposals 
per sales representative each month. When selecting quotation 
management software, certain features can make a big difference in 
performance and ease of use.
1. Quotation Creation
Easily create detailed quotations without spending too much time on 
manual work.
This feature allows you to add customer details, products, prices, and 
terms in a structured way.
The final quotation looks professional and is ready to send 
immediately.
This helps your team respond to customer requests quickly and keeps 
the process organized.
2. CPQ (Configure, Price, Quote)
CPQ simplifies the process of setting the right price for every product or 
service. You can configure product options, apply the correct pricing 
rules, and generate quotations instantly.
It helps maintain accuracy and keeps pricing consistent across all 
quotations.
This feature is especially useful for businesses with multiple product 
variations or complex pricing structures.
3. Invoice Approval
Every invoice can go through an internal approval process before it is 
sent to the customer.
This gives your business complete control over what is shared 
externally.
Approvals can be done by managers, finance teams, or anyone 
responsible for final checks.
This process helps maintain consistency and keeps financial records 
accurate.
Also Read: Best Invoicing Software for Businesses
4. Personalize Invoice Templates
The invoices can match your company’s brand identity with customizable 
templates.
Businesses can add your company logo, adjust fonts, choose colours, 
and include extra fields.
This makes your documents look more polished and professional.
Consistent branding in quotations and invoices creates a strong 
impression on customers.
5. Custom Quotation
Create quotations that are fully tailored to the needs of each 
customer. Users can include special terms, custom pricing, 
discounts, or extra details whenever needed.
This feature gives you the flexibility to handle unique customer requests 
without any difficulty. By this users can create quote and invoice efficiently.
Personalized quotations show attention to detail and support better 
customer relationships.
6. Flexible Tax Management
Easily handle different tax requirements across products, services, or 
locations. You can set multiple tax rates, apply them to specific items, 
and calculate totals automatically.
This saves time and removes the need for manual tax calculations.
It also keeps your business aligned with changing tax rules and 
regulations.
7. Multiple Currency Handling
Work with customers across different countries without worrying 
about currency issues.
This feature allows you to create quotations and invoices in any preferred 
currency. Exchange rates can be updated, and final amounts are 
displayed accurately.
This helps make your business more global and customer friendly.
8. Advanced Reporting
Gain full visibility into all your quotation and invoice activity with 
detailed reports. Users can track how many quotations are created, 
approved, or converted into sales.
Reports can also show performance trends and help you identify 
opportunities for growth.
This feature supports better decision-making and improves overall 
business planning.
Benefits of Quotation Management Software for Business
Using quotation management software provides multiple 
advantages for your business. Here is a detailed look at the key 
benefits.
9. Faster Responses to Clients
Agility plays a major role in winning new business. When a client 
asks for a quotation, they are usually comparing multiple vendors 
at the same time.
With quotation management software, user can create and send detailed 
quotations in just a few clicks, saving hours of manual work.
The ability to respond quickly keeps the client engaged and shows them 
that your company values their time.
Fast responses often increase the chance of getting a positive reply 
because clients are more likely to work with a business that is quick and 
reliable.
2. Accuracy in Pricing
Incorrect pricing can cause delays, disagreements, and even lost 
deals. The quotation management software calculates taxes, 
discounts, and totals automatically, which removes the need for 
manual calculation.
When every number is correct, you avoid rework and deliver clear 
pricing to the customer from the very beginning.
Accurate quotations build trust and make your business look 
professional, because customers know they are getting fair and 
transparent pricing.
3. Improved Team Collaboration
Sales, finance, and management teams often need to work together 
before a quotation is finalized.
Using separate spreadsheets or emails can create confusion and slow 
down the process.
Quotation management software allows all teams to work on the same
platform, which keeps everyone updated with the latest information. 
Managers can review, approve, or suggest changes without holding up 
the process.
This creates a smoother workflow, reduces delays, and allows teams to 
focus on closing deals faster.
4. Better Revenue Forecasting
Every quotation you create is valuable data for your business. 
Quotation management software keeps a record of quotations, 
approvals, and conversions, giving managers a clear picture of 
upcoming sales.
By analyzing this data, businesses can plan production schedules, 
manage inventory, and allocate resources more effectively.
Better forecasting also allows you to set realistic sales targets and 
spot potential growth opportunities in advance.
5. Professional Customer Experience
The appearance and clarity of your quotations play a big role in how 
customers perceive your business.
Well-structured, branded, and easy-to-read documents make your 
company look organized and trustworthy.
When a business’s receives a professional-looking billing, it creates a 
positive impression and makes it easier for them to understand the offer. 
This professional experience often leads to faster approvals and stronger 
business relationships.
6. Centralized Record Keeping
Having all your quotations and invoices stored in one secure place is a 
huge time- saver. Instead of searching through multiple folders, emails, 
or spreadsheets, you can retrieve any document within seconds.
Centralized records also make it easier to track past deals, follow up with 
customers, and review historical data.
This organized approach supports compliance requirements and makes 
audits and reporting much less stressful for your team.
7. Flexible Customization Options
Every customer and every deal is different, and this software allows 
you to adjust easily.
Users can customize templates, modify fields, add special terms, or 
apply unique discounts all without having to create a quotation from 
scratch.
This flexibility helps you present tailored offers for each client, which 
improves the chance of closing deals.
It also saves time for your sales team and keeps your documents 
consistent with your company’s branding and policies.
8. Reduced Workload for Teams
Manual quotation preparation often takes valuable time and effort, 
especially when handling complex pricing structures or multiple products.
With tools that offer powerful features like automated subscription billing, 
accurate tax calculations, real-time currency conversions, and polished 
document formatting, repetitive work becomes quick and easy.
Your team can now dedicate their time to high-value activities building 
strong customer relationships, nurturing prospects, and turning 
opportunities into successful deals.
Best Practices to Implement While Creating Quotations
Creating quotations is an important step in winning new clients and 
growing your business. Following the right practices ensures your 
clients understand your offer and are more likely to approve it. Here are 
best practices to consider.
1. Clearly Mention Product or Service Details
Always include the complete name, description, and specifications of the 
product or service.
Including precise details reduces questions from clients and creates trust.
It also makes it easier for your team to follow up and provide additional 
support if needed.
2. Include Accurate Pricing and Discounts
Each product or service should have a clearly listed price. If there are any 
discounts, special offers, or bundled pricing, they should be highlighted 
separately.
Accurate pricing helps clients understand the value of your offer and 
prevents misunderstandings.
It supports proper accounting by making it easier to track revenue, apply 
taxes, and record transactions correctly.
3. Set Clear Terms and Conditions
Include all essential terms, such as payment schedules, delivery 
timelines, and the validity period of the quotation.
Clearly stated terms help clients know what to expect and avoid disputes 
later.
It also protects your business by making the agreement transparent from 
the start.
Clients appreciate knowing all details upfront, which improves trust and 
strengthens your relationship.
4. Use Professional and Branded Templates
A quotation is more than a document; it reflects your brand.
Use templates that include your company logo, consistent fonts, and 
brand colours.
Well-designed quotations appear professional and polished, leaving 
a strong impression on clients.
Branded templates also make your team’s work faster, as the structure 
and format are already set.
5. Add Taxes and Other Charges Clearly
Clearly mention all applicable taxes, shipping costs, and any additional 
charges. Clients prefer seeing the full amount upfront rather than 
discovering hidden costs later.
This transparency builds trust and reduces unnecessary 
questions or disagreements.
Including all charges from the beginning also helps your team 
maintain accurate records for reporting and accounting.
6. Personalize Quotations for Each Client
Every client has different requirements and expectations. Customizing your 
quotation to match their needs such as including special terms, 
personalized pricing, or unique discounts how’s that you care about their 
business.
Personalized subscription billing make clients feel valued and increase the 
likelihood of approval.
This practice also strengthens your relationship with clients and 
encourages repeat business.
7. Review and Approve Before Sending
Before sending a quotation, double-check all the details, including 
product names, pricing, taxes, and terms.
Use an approval workflow if multiple team members are involved to 
confirm accuracy. A final review ensures that the quotation is complete, 
professional, and ready to impress the client.
This step reduces the chances of mistakes and keeps your business 
reputation strong.
Using these best practices along with quotation management software 
allows your business to deliver professional, accurate, and client-friendly 
quotations.
It helps your team save time, improves client satisfaction, and 
increases the likelihood of turning quotations into successful sales.
Choosing the Best Quotation Management Software
Picking the right quotation management software depends on your 
business model and requirements:
 Understand Your Business Model: Know if you sell products, 
services, subscriptions, or a combination. The software must 
support your offerings.
 Integration Options: Ensure compatibility with billing, subscription, 
a.
 User-Friendliness: Your team should be able to adopt the tool with 
minimal training.
 Scalability: The software should grow with your business and 
handle more clients, products, or team members.
 Support & Updates: Reliable vendor support and regular updates 
ensure smooth operation.
How Revenue 365 Helps Quotation Handling?
Revenue 365 is designed to simplify quotation management while 
providing a secure and user-friendly experience. Built on the Microsoft 
environment, it offers robust security features that protect sensitive 
business data. The system integrates seamlessly within MS 365 apps like 
SharePoint, Microsoft Teams, Outlook, and
Power BI, creating a connected environment where information flows easily 
between tools.
With automation at its core, Revenue 365 reduces manual work and 
speeds up the quotation process. It enables your team to send 
customized quotations with agility, adjusting pricing, terms, and templates 
to suit each client’s needs.
Conclusion
Quotation management software is essential for businesses aiming to 
grow and manage sales efficiently. Choosing the right solution, focusing 
on key features, and integrating it with your current systems allows your 
business to see measurable improvements in revenue and deal closures.
Get started with Revenue 365 today and experience faster, smarter, 
and more accurate quotation management.