A quotation management software is a business tool that helps you create, send, track, revise, approve, and convert customer quotations without relying on Word files, Excel sheets, or scattered WhatsApp messages. It keeps product details, prices, taxes, discounts, customer information, quotation status, and follow ups in one place.
That sounds simple. But quotation management becomes a real problem when a business starts handling dozens or hundreds of enquiries every month. One salesperson sends an old price. Another forgets to include GST. A customer asks for a revised quote and nobody knows which version is final. The sales manager then spends half the day asking, “Did the customer see the quotation?”
This is why choosing the right quotation management software matters. The best system is not necessarily the one with the longest feature list. It is the one that fits the way your sales team actually works.
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Quick Summary
This guide compares 10 popular quotation and proposal platforms:
- Wortal
- Zoho Books
- PandaDoc
- Proposify
- Qwilr
- FreshBooks
- QuoteWerks
- Odoo
- HubSpot Sales Hub / Revenue Hub
- Salesforce Revenue Cloud
You will learn what each platform does well, where it falls short, pricing, customer review patterns, and the type of business that should consider it.
One practical warning: software prices change frequently. The prices below are based on publicly available vendor information checked in August 2026. Taxes, regional pricing, add-ons, implementation and negotiated enterprise pricing can change the final cost.
What Should Quotation Software Actually Do?
Good quotation management software should handle more than creating a pretty PDF.
At a minimum, look for:
- Product and service catalogues
- Automatic price calculation
- Discounts and taxes
- Branded quotation templates
- Customer and company details
- Quote revisions and version history
- Email or WhatsApp sharing
- Quote status tracking
- Approval workflows
- Digital acceptance or e-signatures
- Conversion into sales orders or invoices
- CRM integration
- Reporting
- Mobile access
For an Indian business, GST handling, WhatsApp communication, inventory visibility and local support can matter just as much as proposal design.
A textile trader, for example, may need fabric quality, shade, lot, width and per meter pricing in a quotation. A machinery manufacturer may need technical specifications, warranty, installation charges and delivery terms.
So there is no universal “best” tool.
Top 10 Quotation Management Software
1. Wortal
Best for: Indian SMBs, manufacturers, wholesalers, distributors, textile businesses and sales teams that want quotations connected with CRM and inventory.
Wortal takes a more sales oriented approach to quotations. Instead of treating a quote as a separate document, it connects quotations with leads, deals, products, inventory and invoicing.
Its quotation module lets salespeople select products from a catalogue, automatically fill product information, calculate discounts and taxes, create branded quotes, and send them through email or WhatsApp. Wortal also provides quote response tracking and lets accepted quotations move into the next sales stage.
Key features
- One click quotation creation
- Product catalogue
- Automatic tax and discount calculations
- Branded quotations
- WhatsApp and email sharing
- Quote opening and response tracking
- Quote revisions
- Sales CRM integration
- Inventory connection
- GST invoicing
- Sales order conversion
This is particularly useful when your sales team needs to know whether the quoted item is actually available before promising it to the customer.
Pricing
Wortal’s publicly listed Premium Sales CRM plan is Rs.350/user/month, with a minimum of five users. Its published feature set includes item creation, single click quotation, inventory management, CRM, reporting and dedicated support. Enterprise requirements are handled through custom pricing.
Pros
- Designed around Indian SMB workflows
- Quotation, CRM and inventory can work together
- WhatsApp friendly sales process
- GST billing support
- Low cost compared with many international sales platforms
- Useful for product based businesses
Cons
- Not as mature as Salesforce for very large enterprise CPQ deployments
- International proposal management capabilities are not its main focus
- Better suited to businesses that want an integrated sales workflow than proposal heavy consulting firms
Review perspective
Wortal has a smaller independent review footprint than established international platforms, so I would not compare its review count directly with products such as HubSpot or PandaDoc. Its stronger point is the workflow fit for Indian SMBs rather than sheer review volume.
Best use case: A Surat textile distributor receives enquiries on WhatsApp, checks stock, prepares a quote, follows up with the buyer and converts the accepted quote into an invoice.
2. Zoho Books
Best for: Small and growing Indian businesses that want quotations tied closely to accounting, GST, inventory and invoicing.
Zoho Books calls its quotation module “Quotes.” A quote can be sent to the customer and, after acceptance, converted into a sales order or invoice.
Key features
- Quotes
- Customer management
- Invoicing
- GST reports
- Inventory
- Sales and purchase orders
- Payment reminders
- Customer portal
- Recurring invoices
- Multi-currency
- Workflow automation
Pricing
Zoho Books has a free plan in India, subject to eligibility limits. Paid plans currently start at Rs.899/month, or Rs.749/month when billed annually, followed by Professional at Rs.1,799/month, Premium at Rs.3,599/month, Elite at Rs.5,999/month and Ultimate at Rs.9,599/month.
Pros
- Strong accounting capabilities
- GST focused
- Quote to invoice workflow
- Good ecosystem of connected Zoho products
- Free plan available
Cons
- More accounting oriented than quotation oriented
- Can take time to configure for complex sales processes
- Advanced functionality requires higher plans
Reviews
Zoho Books has a 4.4/5 rating from 323 G2 reviews in the current G2 listing. Reviews commonly praise its accounting and GST capabilities, while some users mention a learning curve and limitations around complex GST situations.
Best use case: A growing wholesale business wants quotations, GST invoicing, receivables and inventory in one accounting platform.
3. PandaDoc
Best for: SaaS companies, agencies, consultants and B2B sales teams that need professional proposals, e-signatures and document workflows.
PandaDoc is much broader than a basic quotation tool. It combines document creation, proposals, contracts, electronic signatures, tracking and sales-document workflows.
Key features
- Proposal templates
- Drag and drop editor
- Pricing tables
- E-signatures
- Document tracking
- CRM integrations
- Content library
- Document analytics
- Conditional content
- Approval workflows on higher plans
Pricing
PandaDoc currently offers a free plan. Its Starter plan is $19/user/month when billed annually, while Business is $49/user/month annually. Monthly pricing is higher: $35 and $65 respectively. Enterprise pricing is custom.
Pros
- Excellent document creation experience
- Strong e-signature capability
- Good for proposals as well as quotations
- Large integration ecosystem
- Strong tracking
Cons
- Can become expensive as the team grows
- More complex than needed for simple product quotations
- Some advanced features require higher plans
Reviews
PandaDoc has a 4.7/5 G2 rating across more than 3,400 reviews. Users frequently praise ease of use, templates and document management. Some reviews mention performance issues with larger documents and concerns about pricing.
Best use case: A SaaS company sends a quotation containing three subscription packages, implementation fees, terms and an e-signature.
4. Proposify
Best for: Service businesses and sales teams that care about proposal design, content consistency and buyer engagement.
Proposify focuses heavily on creating professional sales proposals and giving teams control over templates and content.
Key features
- Proposal templates
- Drag and drop editor
- E-signatures
- Interactive pricing
- Document tracking
- Content library
- CRM integrations
- Approval workflows
- Analytics
- Custom fields
Pricing
Current pricing lists Basic at $29/user/month monthly or $19/user/month annually. The team is $49 monthly or $41 annually. Business uses custom pricing.
Pros
- Strong proposal templates
- Easy content reuse
- Good tracking
- E-signatures
- CRM integrations
- Useful approval features
Cons
- Not designed primarily as an inventory or accounting system
- Some editing controls can feel restrictive
- Cost can be difficult to justify for simple quotations
Reviews
Proposify has a 4.6/5 G2 rating with more than 1,100 reviews. Users frequently like its templates, ease of proposal creation and tracking. Some reviewers mention that the editor can take time to master and that certain design customisations are limited.
Best use case: An IT services company creates detailed project proposals containing scope, milestones, pricing and acceptance terms.
5. Qwilr
Best for: Modern sales teams that want interactive, web based quotations rather than static PDFs.
Qwilr takes a different approach. Instead of making every proposal look like a traditional document, it creates interactive web pages with pricing, content, acceptance, e-signatures and payment options.
Key features
- Interactive quotations
- Pricing tables
- Tiered offers
- E-signatures
- Payments
- Analytics
- CRM integrations
- ROI calculators
- Conditional content on higher plans
- API-based document creation
Pricing
Qwilr’s current plans start at $35/user/month for Starter when billed annually. Growth starts at $55/user/month with a five-user minimum, and Scale starts at $75/user/month with a ten user minimum.
Pros
- Excellent visual presentation
- Interactive pricing
- Strong buyer analytics
- E-signature and payment support
- Good CRM integrations
Cons
- More expensive than basic quotation tools
- Can be excessive for simple product quotations
- Some users want more formatting flexibility
Reviews
Qwilr currently has a 4.6/5 G2 rating across roughly 900 reviews. Users commonly praise ease of use, visual presentation, templates and analytics. Formatting flexibility and some integration limitations appear among recurring complaints.
Best use case: A digital agency wants prospects to compare three service packages, calculate ROI and sign online.
6. FreshBooks
Best for: Freelancers, consultants and service businesses that want estimates connected with accounting.
FreshBooks combines estimates, proposals, invoicing, expenses and financial reporting.
Key features
- Estimates
- Proposals
- Invoices
- Client management
- Expense tracking
- E-signatures on supported plans
- Payments
- Financial reporting
- Project profitability
Pricing
FreshBooks currently lists Lite, Plus and Premium plans. The standard prices shown on its pricing page are $23/month for Lite, $43/month for Plus and $70/month for Premium before promotional discounts; Select is custom.
Pros
- Easy for service businesses
- Estimates connect naturally with billing
- Good accounting features
- Clean interface
Cons
- Not built for complex product configuration
- Inventory heavy businesses may outgrow it
- Pricing is in USD for many markets
Reviews
FreshBooks is generally regarded as an approachable accounting and invoicing platform. Its main strength is simplicity for service businesses rather than advanced CPQ or manufacturing quotations.
Best use case: A consultant sends project estimates, gets approval, tracks expenses and later invoices the customer.
7. QuoteWerks
Best for: B2B sales teams, technology resellers, IT companies and businesses with complicated product configurations.
QuoteWerks is one of the more specialised tools in this list. It focuses heavily on quoting, CPQ-style workflows, product databases, approvals, CRM connections and procurement.
Key features
- Unlimited quotes
- Product databases
- Product bundles
- Configurators
- Quote revisions
- Approval workflows
- CRM integrations
- Purchase orders
- Digital acceptance
- E-signatures
- Payment collection
- Procurement workflows
Pricing
QuoteWerks Web currently lists Essential at $50/month per concurrent user, Balanced at $78 and Pinnacle at $102. Annual billing lowers those listed rates to approximately $45.83, $71.50 and $93.50 respectively.
The concurrent user model is worth noticing. You are not necessarily paying for every employee who could potentially use the system.
Pros
- Strong quoting depth
- Excellent for complex products
- Concurrent licensing
- CRM and accounting integrations
- Strong procurement capabilities
Cons
- More complicated than a simple quote generator
- Pricing structure takes some understanding
- Better suited to structured sales teams than very small businesses
Best use case: An IT reseller builds a quote containing servers, networking equipment, warranties, support packages and optional products.
8. Odoo
Best for: Manufacturers, distributors and growing companies that want quotations connected directly to ERP operations.
Odoo connects sales quotations with sales orders, inventory, delivery and invoicing. Its documented sales flow is essentially quotation → sales order → delivery → invoice → payment.
Key features
- Quotations
- CRM
- Sales orders
- Inventory
- Purchase management
- Manufacturing
- Accounting
- Website/e-commerce
- Product configuration
- Multi company support
- Custom workflows
Pricing
Odoo’s current Standard plan starts at $24.90/user/month under its displayed annual pricing, while Custom starts at $49/user/month. A one-app free option is also available.
Pros
- Very broad ERP coverage
- Excellent for manufacturing and distribution
- Strong integration between sales and inventory
- Highly configurable
Cons
- Implementation can be significant
- Customisation can add cost
- Users may need training
- Too much software for a company that only needs quotations
Reviews
G2 currently shows Odoo at 4.1/5, although the displayed sample is small. Review feedback highlights its wide module coverage and flexibility but also points to implementation complexity and the cost of extensive customisation.
Best use case: A manufacturer wants the quotation to automatically connect with inventory, production, delivery and accounting.
9. HubSpot Sales Hub / Revenue Hub
Best for: CRM-driven sales teams where quotations are one part of a larger sales process.
HubSpot has expanded beyond traditional CRM functionality. Its Revenue Hub includes quoting and connects quoting, billing and payments, with quoting available on Professional and Enterprise tiers.
Key features
- CRM
- Deal pipeline
- Sales automation
- Quotes
- Payments
- Billing
- Reporting
- Sales sequences
- Workflow automation
- AI-assisted sales features
- Integrations
Pricing
Sales Hub currently starts with a free option, while paid Sales Hub plans include Starter from $7/user/month on annual commitment, Professional from $90/user/month annually and Enterprise from $150/user/month. Professional and Enterprise also have onboarding costs listed by HubSpot.
Pros
- Excellent CRM
- Strong sales automation
- Large integration ecosystem
- Good pipeline visibility
- Useful for complex sales teams
Cons
- Quotation features are part of a broader platform
- Advanced functionality gets expensive
- Can be excessive for businesses primarily looking for quotation management
Reviews
HubSpot Sales Hub has a 4.4/5 G2 rating across more than 13,700 reviews. Ease of use and sales organisation are frequent positives, while cost and higher-tier feature availability are common concerns.
Best use case: A B2B SaaS company wants every quote connected to the opportunity, sales rep, follow-up activity and revenue pipeline.
10. Salesforce Revenue Cloud
Best for: Large companies with complex pricing, product configurations, subscriptions and enterprise sales processes.
Salesforce sits at the enterprise end of this comparison. Its Revenue Cloud approach is designed for businesses that need quoting, pricing, contracts, billing and revenue processes connected to CRM.
Key strengths
- Enterprise CRM
- Complex product catalogues
- Advanced pricing
- CPQ workflows
- Approvals
- Contract processes
- Revenue management
- Extensive integrations
- Enterprise reporting
- API and customisation options
Pricing
Salesforce pricing depends heavily on the specific Revenue Cloud configuration, users, edition, implementation requirements and add-ons. For a serious deployment, requesting a direct quote is more realistic than comparing a simple monthly sticker price.
Pros
- Extremely powerful
- Highly configurable
- Strong enterprise ecosystem
- Suitable for complex sales operations
- Excellent integration potential
Cons
- Expensive compared with SMB quotation tools
- Implementation can be complex
- Requires skilled administration
- Often unnecessary for small and mid-sized businesses
Best use case: A multinational technology company sells hundreds of configurable products and subscription combinations across different markets.
Quotation Management Software Comparison
| Software | Best For | Quotation Strength | CRM | Inventory / ERP | Starting Price* |
|---|---|---|---|---|---|
| Wortal | Indian SMBs | High | ✓ Yes | ✓ Yes | Rs.350/user/month Premium |
| Zoho Books | Accounting-led SMBs | High | ◐ Moderate | ✓ Yes | Free / Rs.899 monthly |
| PandaDoc | Proposals & e-signatures | Very High | ◐ Integrations | ✕ No | $19/user/month annual |
| Proposify | Proposal teams | Very High | ◐ Integrations | ✕ No | $19/user/month annual |
| Qwilr | Interactive proposals | Very High | ◐ Integrations | ✕ No | $35/user/month annual |
| FreshBooks | Freelancers / services | Moderate | ◐ Limited | ◐ Limited | $23/month standard |
| QuoteWerks | Complex B2B quoting | Very High | ◐ Integrations | ◐ Procurement | $50/concurrent user |
| Odoo | ERP / manufacturing | High | ◐ Integrations | Excellent | $24.90/user/month annual |
| HubSpot | CRM-led sales | High | Excellent | ◐ Limited | Free / paid plans |
| Salesforce | Enterprise CPQ | Excellent | Excellent | ◐ Via ecosystem | Custom |
*Prices are indicative published prices and can change. Taxes, add-ons and implementation costs may apply.
Which Quotation Management Software Should You Choose?
Use this simple decision framework:
Which Quotation / Sales Tool Fits You?
For Indian wholesalers and distributors
Look closely at:
- Product catalogue
- Stock availability
- GST
- Multiple price lists
- Customer history
- Sales orders
- Invoice conversion
A quotation that cannot see current stock can create a second problem: salespeople promise goods that the warehouse cannot supply.
For textile businesses
The system should handle more than “Product Name + Quantity + Price.”
Ask whether you can capture:
- Fabric type
- Quality
- Shade
- Lot
- Width
- Unit of measurement
- Per-meter pricing
- Minimum quantity
- Delivery terms
For manufacturers
Look for:
- BOM-related costing
- Material costs
- Labour or service charges
- Configuration
- Approval levels
- Delivery schedules
- Purchase requirements
- Margin visibility
For service businesses
Prioritise:
- Scope of work
- Milestones
- Retainers
- Optional services
- Proposal templates
- E-signatures
- Payment collection
Common Mistakes When Buying Quotation Software
1. Choosing based only on price
A Rs.500/month system that your team ignores is more expensive than a Rs.2,000/month system that actually gets used.
2. Looking only at quotation creation
Ask what happens after the quote is sent.
Can the system tell you:
- Was it opened?
- Was it accepted?
- Was it rejected?
- Who followed up?
- Which version was accepted?
- Can it become an order or invoice?
3. Ignoring product data
If salespeople still copy prices manually from Excel, you have not really solved the quotation problem.
4. Forgetting approval controls
A salesperson should not always be able to give a 25% discount without approval.
5. Buying enterprise software for an SMB
Salesforce or Odoo can be excellent products. But a five-person distributor may not need a system requiring weeks of configuration.
Real-Life Style Case Study
The Rs.6 Lakh Quotation Problem
Consider a machinery spares distributor with four salespeople. For years, the team used Excel for pricing and WhatsApp for communication. Each salesperson had their own copy of the rate sheet.
Two salespeople responded to the same enquiry, each working from their own version of the rate sheet.
The customer received two different quotations from the same company.
The problem wasn’t the Excel file itself. The problem was that there was no central quotation process.
Problem
- Different product prices
- No central quotation history
- No clear revision tracking
- Follow ups depended on memory
- Managers couldn’t quickly see pending quotes
Solution
The business moved to a quotation management software connected with its product catalogue and customer records.
The new workflow became:
The New Workflow
Result
The biggest improvement wasn’t simply faster PDF creation.
The team stopped asking:
“Which quotation did we send?”
Everyone could see the same customer record, quotation history and latest version.
That’s the real value of quotation software: control over the process, not just document formatting.
How to Implement Quotation Software Without Creating Another Problem
Start small.
Week 1: Clean your product data
Remove:
- Duplicate products
- Old prices
- Incorrect tax rates
- Missing units
- Outdated descriptions
Week 2: Build quotation templates
Create separate templates for:
- Retail
- Wholesale
- Corporate
- Export
- Service
- Manufacturing
Week 3: Define discount rules
For example:
0–5% discount → Salesperson
5–10% → Sales Manager
10–15% → Business Head
15%+ → Owner Approval
The exact limits depend on your margins.
Week 4: Track the numbers
Start measuring:
- Quotes created
- Quotes sent
- Quotes opened
- Quotes accepted
- Quotes rejected
- Average quotation value
- Quote-to-order conversion
- Average response time
- Discount given
After a month, you will know far more about your sales process than you did from looking at total sales alone.
Key Takeaways
- Quotation management software is more than a quotation PDF generator.
- The best tool depends on your sales process and business model.
- Wortal is particularly relevant for Indian SMBs needing CRM, quotation, inventory and GST workflows together.
- Zoho Books is a strong choice when accounting and GST are central.
- PandaDoc, Proposify and Qwilr are stronger for proposal-heavy sales.
- QuoteWerks is built for detailed B2B quoting and configuration.
- Odoo makes sense when quotations need to connect with broader ERP operations.
- HubSpot is strong when quotations sit inside a larger CRM and sales process.
- Salesforce is better suited to complex enterprise CPQ and revenue workflows.
- Always check what happens after the quotation is sent.
- Product data quality matters as much as the quotation tool itself.
- A cheaper system is not better if your salespeople continue using Excel and WhatsApp outside it.
Quotation Management Software
Common questions, answered clearly
Final Thoughts
A quotation is often one of the first serious documents a buyer sees from your company. But the document itself is only one part of the process.
The real question is what happens around it.
Can your salesperson prepare the quote quickly? Is the price correct? Can the manager approve an unusual discount? Does the buyer actually open it? Can the team follow up at the right time? When the customer says yes, can that quotation move forward without someone typing everything again?
That is where a good quotation management software earns its place.
For an Indian product business, especially one dealing with wholesale, distribution, manufacturing or textiles, I would prioritise a system that connects quotation + CRM + inventory + GST billing rather than buying a beautiful proposal tool that sits separately from daily operations.
And before signing a long contract, run one simple test: give the software to an actual salesperson and ask them to create five real quotations from real enquiries. If they can do it quickly without asking your IT team for help, you are probably looking at the right kind of system.
