4 Quote Management Software Tools That'll Actually Save Your Sales Team's Soul (And Sanity)

Look, we need to talk about how your sales team is probably dying inside every time they have to create a quote from scratch.

You know the drill: hunting through old spreadsheets, triple-checking pricing rules, sending follow-up emails about "Did you get my quote?" and watching deals slip away because your competitor sent their quote three days faster. It's exhausting, it's inefficient, and honestly? It's completely unnecessary in 2025.

Quote management software isn't just another fancy tool to add to your tech stack—it's the difference between your sales team spending hours on administrative nonsense versus actually, you know, selling. This software automates and streamlines the creation, sending, and tracking of sales quotes or proposals, simplifying the process by integrating product and pricing information, handling approval workflows, and ensuring that all quotes are accurate and professional.

But here's where it gets interesting: not all quote management tools are created equal. Some are bloated enterprise monsters that require a PhD to operate. Others are so simplistic they might as well be glorified calculators. The sweet spot? Tools that balance power with usability, automation with customization, and speed with accuracy.

I've spent weeks diving deep into the quote management software landscape, and I'm serving you the real deal—not just the biggest names everyone talks about. We're looking at four strategically selected tools that represent different approaches to solving the same problem: getting accurate quotes to customers faster than your competition.

Before we dive into specific tools, let's address the elephant in the room: do you really need dedicated quote management software?

If your sales team is still using Word documents or Excel spreadsheets to create quotes, the answer is a resounding yes. Here's why:

Quote management software streamlines and automates the sales quoting process, helping sales teams generate accurate, professional quotes faster while reducing manual errors, ensuring pricing consistency, and shortening sales cycles by minimizing back-and-forth approvals.

But the benefits go deeper than just speed. Think about what happens when pricing errors slip through. Or when a sales rep quotes something your team can't actually deliver. Or when a prospect ghosts you because your quote looked unprofessional compared to the competitor's slick PDF. That's the real cost of not having proper quote management.

Let's get real about what manual quoting is actually costing you:

• Time hemorrhaging: Sales reps spending 6-8 hours per week on quote creation instead of, oh I don't know, closing deals

• Pricing inconsistency: Different reps quoting different prices for the same products (yikes)

• Lost deals: Competitors beating you simply because they responded faster

• Margin erosion: Accidental discounts or pricing errors eating into your profits

• Customer frustration: Unprofessional quotes that scream "we don't have our act together"

Sound familiar? Yeah, I thought so.

Not all quote software deserves a spot on your shortlist. Look for sales quoting software that integrates with CRM and project management software so your sales team has access to the prospect's progress in the sales cycle, plus track communication by other groups in a unified platform to set up smooth workflows instead of going back and forth over disjointed systems.

The game-changing features that actually matter include:

• Customization options that let you maintain brand consistency

• Automation capabilities that eliminate repetitive tasks

• Real-time tracking so you know when prospects open your quotes

• Approval workflows that keep pricing guardrails in place

• Analytics and reporting to understand what's working (and what's not)

Now, let's get to the good stuff—the actual tools.

Proposify is a general proposal and work management tool that provides more control and visibility at every stage of the sales process, from quote creation to follow-ups with clients, letting you create and manage all the most essential sales documents in a central space.

Here's what makes Proposify stand out in a crowded field: it doesn't just do quotes. It combines proposals and quotes into one cohesive workflow, which is brilliant because—let's be honest—most B2B sales involve both.

The platform shines when it comes to creating visually stunning, interactive quotes that make your competitors' PDFs look like they were made in 1997. The drag-and-drop editor is genuinely intuitive (not "intuitive" in that painful tech company way where it still takes three tutorials to figure out).

This tool is perfect for:

• Small to medium-sized businesses that want professional-looking documents without hiring a designer

• Service-based companies where proposals and quotes go hand-in-hand

• Teams that value design and presentation as much as functionality

What rocks:

• Template library is genuinely impressive

• Metrics viewer helps you track deal KPIs effectively

• Integration capabilities with tools like DocuSign, HubSpot, Salesforce, and QuickBooks

• The user experience doesn't make you want to throw your laptop out the window

What could be better:

• Pricing can get steep as you scale

• Some advanced features require higher-tier plans

• Learning curve for more complex customizations

Pricing: Plans typically start around $49/month per user, with higher tiers for teams needing advanced features.

If your business has specific quoting needs that don't fit into neat little boxes, QuoteWerks might be your soulmate.

QuoteWerks is a versatile tool designed to streamline the quoting process for businesses of all sizes, offering a high level of customization that allows businesses to create quotes that match their branding and specific needs.

This isn't the sexiest tool on the market, and it won't win any design awards. But you know what? Sometimes you don't need sexy—you need powerful.

QuoteWerks excels at handling complex product configurations and integrating with a massive range of CRM systems. With strong integration capabilities, QuoteWerks supports popular CRM systems like Salesforce, Zoho, and HubSpot, featuring real-time collaboration and automated approval workflows.

This tool is ideal for:

• Technology resellers and IT service providers

• Businesses with intricate product catalogs

• Companies that need deep CRM integration

• Teams that prioritize functionality over flashy design

Strengths:

• Incredibly customizable to fit your exact workflow

• Robust integration ecosystem

• Real-time collaboration features

• Handles complex pricing structures with ease

• One-time purchase options available (rare in SaaS world)

Weaknesses:

• Interface feels a bit dated compared to newer tools

• Steeper learning curve than some competitors

• Setup and configuration require time investment

Pricing: QuoteWerks offers perpetual licenses starting around $15/month per user, or subscription options with additional features.

Now we're getting into interesting territory. GetAccept isn't your traditional quote management tool—and that's exactly why it made this list.

GetAccept differentiates itself through video-centric sales engagement, allowing sales reps to embed personalized videos, create interactive presentations and engage prospects through live chat directly within documents.

In a world where every quote starts looking the same, GetAccept lets you stand out by adding personality back into the sales process. Imagine sending a quote where you can:

• Record a 60-second video explaining the proposal

• Chat with prospects in real-time as they review your quote

• See exactly which sections they're spending time on

• Get notified the instant they open your document

This is humanizing the quote process, and in 2025's digital-first world, that human touch matters more than ever.

GetAccept is a game-changer for:

• B2B companies with longer sales cycles

• Teams that sell complex solutions requiring explanation

• Sales organizations that prioritize relationship-building

• Industries where trust and personality drive decisions

What makes it awesome:

• Video capabilities create genuine differentiation

• Live chat feature closes the communication gap

• Interactive presentations keep prospects engaged

• Real-time notifications are incredibly useful

• 4.6 rating on Capterra

speaks to user satisfaction

Where it falls short:

• Video features aren't for everyone (some industries prefer traditional approaches)

• Can feel like overkill for simple, transactional sales

• Pricing isn't the most budget-friendly for smaller teams

Pricing: Contact GetAccept for custom pricing based on your team size and needs.

Last but definitely not least, we have DealHub—the tool that's trying to be your entire quote-to-revenue solution.

DealHub is a quote-to-revenue platform that helps revenue teams create, manage, and track quotes and proposals, supporting various pricing models and sales scenarios to make it adaptable to different business needs.

DealHub takes a comprehensive approach: CPQ + Contract Management + E-signatures all in one platform. DealHub's guided quote management experience helps with product selection, pricing strategies, and discounting rules, supporting complex pricing models like tiered and usage-based pricing while automated approval workflows enable quick collaboration and one-click sign-offs with dynamic line-item customization ensuring every quote is tailored and precise.

This is the tool for businesses that are serious about scaling their revenue operations and want everything under one roof.

DealHub is built for:

• Mid-market to enterprise companies

• Businesses with complex pricing models (subscription, usage-based, tiered)

• Teams that need robust approval workflows

• Organizations wanting to consolidate multiple tools

Why it's impressive:

• Guided selling features reduce errors

• Handles complex pricing scenarios effortlessly

• Digital sales rooms create modern buyer experiences

• Integration with major CRMs and ERPs

• Strong analytics and forecasting capabilities

Potential drawbacks:

• Implementation requires planning and resources

• Can feel overwhelming for smaller teams

• Higher price point reflects enterprise focus

• May be more tool than some businesses need

Pricing: Custom pricing based on company size and feature requirements—contact DealHub for specific quotes.

Alright, so you've seen four solid options. Now what?

Here's a practical framework for making your decision:

Get brutally honest about what's actually broken:

• Are quotes taking too long to create?

• Are pricing errors happening frequently?

• Is tracking quote status a nightmare?

• Do you need better approval workflows?

• Is presentation quality an issue?

Simple products/services → Tools like Proposify might be perfect

Complex configurations → QuoteWerks or DealHub could be better fits

Relationship-driven sales → GetAccept's video features might be the differentiator you need

Integration with your CRM, ERP, and other critical systems is important for quote software, with the best solutions enabling seamless integration with existing systems to access data from a centralized location, allowing you to manage quotes effectively, reduce errors, and improve efficiency.

Make a list of your must-have integrations:

• CRM systems (Salesforce, HubSpot, etc.)

• Accounting software (QuickBooks, Xero)

• Payment processors

• E-signature tools

The fanciest tool in the world is worthless if your team won't use it. Consider:

• How tech-savvy is your sales team?

• How much training time can you realistically allocate?

• What's your team's tolerance for change?

Calculate what your current manual process is costing you:

• Hours spent per week on quote creation × average hourly cost

• Lost deals due to slow response times

• Revenue lost to pricing errors

Compare that to the software cost. The ROI usually becomes crystal clear.

Let's cut through the marketing fluff and talk about what features you actually need:

Template Libraries: Customizable templates that maintain brand consistency while allowing flexibility

Pricing Automation: Automated pricing and discounting are crucial features that don't just support pricing rules but streamline complex models and discount structures to help teams quote accurately every time

Real-Time Tracking: Knowing when prospects open and view your quotes is gold

Mobile Access: Your sales team isn't chained to desks anymore—your software shouldn't be either

Approval Workflows: Prevent pricing disasters before they happen

• Video capabilities (if your sales process benefits)

• Advanced analytics and reporting

• Product configurators for complex offerings

• E-signature integration

• Payment collection

• AI-powered everything (most "AI" features are just fancy automation)

• Dozens of template designs (you'll use 2-3 max)

• Social media integrations (rarely useful in B2B quoting)

Buying the software is easy. Actually getting your team to use it effectively? That's where most companies stumble.

Week 1-2: Foundation

• Set up your product catalog

• Configure pricing rules

• Create initial templates

• Map out approval workflows

Week 3-4: Testing

• Run pilot with 2-3 sales reps

• Create test quotes for common scenarios

• Gather feedback and adjust

• Document processes

Week 5-6: Rollout

• Train entire sales team

• Go live with full team

• Monitor closely for issues

• Provide ongoing support

Week 7-8: Optimization

• Analyze usage data

• Refine templates and workflows

• Gather team feedback

• Make adjustments

❌ Overcomplicating templates → Keep initial templates simple

❌ Skipping training → Budget serious time for team onboarding

❌ Ignoring integrations → Set up CRM integration from day one

❌ Perfectionism paralysis → Launch with "good enough" and iterate

❌ No designated owner → Assign someone to own the tool and process

Look, here's the truth: any of these four tools will be a massive improvement over your current manual process. The "perfect" tool doesn't exist—what matters is choosing one that fits your business context and actually implementing it.

Proposify is your best bet if you value beautiful presentations and user-friendly interfaces. QuoteWerks wins for businesses needing deep customization and complex integrations. GetAccept is the differentiator for companies selling relationship-first. DealHub is the powerhouse for scaling businesses with complex revenue operations.

The real mistake isn't choosing the "wrong" tool—it's continuing to waste your sales team's time with manual, error-prone quoting processes. By automating the quoting process, quote management software helps businesses reduce errors, improve efficiency, and enhance the overall customer experience, with investing in robust, reliable software aligned with your workflows significantly impacting sales performance and business growth.

So stop overthinking it. Pick a tool, run a trial, get your team onboard, and watch your quote-to-close times shrink while your sales team's sanity improves.

Because at the end of the day, faster, more accurate quotes = more closed deals = more revenue. And isn't that the whole point?