Creating quotes is a familiar task for most businesses. But as your organization grows—or offers more complex services—what used to be a simple step in the sales process can become a source of friction. If quotes are inconsistently presented, slow to deliver, or difficult to track, it affects everything from revenue to reputation.
That’s where quotation management software comes in.
In this blog, we’ll explore what quotation management software is, how it differs from general quoting tools, and why it’s becoming a necessary part of business infrastructure—especially for service-based companies.
What Is Quotation Management Software?
Quotation management software helps businesses generate, track, send, and manage sales quotes across their entire sales cycle. While some tools focus solely on building quotes, quotation software emphasizes end-to-end visibility and control over the entire quoting process.
It connects quoting with other business systems—like your CRM, bookkeeping software, payment processing, or procurement data—and creates a centralized space for your team to collaborate and operate.
Core Functions Typically Include:
Quoting vs. Quotation Management: What’s the Difference?
You might be using a spreadsheet, a document template, or a lightweight quoting app already. But if your business has outgrown those tools, it’s likely because managing quotes—not just creating them for presentation—has become the challenge.
Here’s how the two differ:
|
Function |
Basic Quoting Tools |
Quotation Management Software |
|
Build quotes |
✅ Yes |
✅ Yes |
|
Add pricing and tax |
✅ Yes |
✅ Yes |
|
Save templates |
Some |
✅ Yes |
|
Track quote status |
❌ No |
✅ Yes |
|
Support revisions/versions |
❌ No |
✅ Yes |
|
Integrate with CRM/PSA |
Limited |
✅ Yes |
|
Provide user permissions |
❌ No |
✅ Yes |
|
Report on performance |
❌ No |
✅ Yes |
If you’ve ever lost track of a quote, couldn’t find the latest version, or had a deal fall through because of delays or errors, you’re not alone. These are the gaps that quotation management software is designed to fix.
Why It Matters for MSPs and Service-Based Businesses
While product companies often focus on order fulfillment, service companies like MSPs have more nuanced quoting needs. You’re not just selling widgets—you’re selling tiered packages, service subscriptions, block hours, or even complete projects. That requires a more dynamic quoting process.
Here’s how quotation management software helps:
✅ Standardizes the Process
No more guessing which version of the quote to use or how to price recurring services. Templates make it easy to quote consistently across the team.
✅ Speeds Up Sales
Quoting delays can cost you deals. By automating parts of the process—like costing, approvals, status updates, follow-ups, and CRM syncing—you avoid rework and reduce the time between lead and close.
✅ Reduces Errors
Manual quoting often leads to mistakes: incorrect pricing or markups, missing items, discount or tax errors, or availability issues. Quotation management software cuts that risk with centralized pricing and built-in calculations.
✅ Enables Team Collaboration
If quoting is limited to a few key staff, it becomes a bottleneck. With user roles and permissions, more team members can participate—without compromising accuracy or control.
✅ Improves Forecasting and Reporting
When quotes are tracked properly, sales managers get visibility into pipeline activity. That makes it easier to predict revenue, identify blockers, and improve win rates over time.
What to Look for in a Quotation Management Tool
Not all tools are built the same—and many general-purpose CRMs or billing platforms tack on quoting as an afterthought. If you’re evaluating options, here’s what to look for:
Must-Have Features:
If your business handles complex pricing, tiered service levels, or frequent customizations, these features can make a measurable difference.
Quoter: An Example of Quote Management Built for MSPs
If you’re in the managed IT services space, you may already be familiar with Quoter — a quotation management tool designed specifically for MSPs. Unlike generic quoting platforms, Quoter integrates with PSAs like Autotask, ConnectWise, and HaloPSA, and includes:
Quoter turns the quoting process from a manual, error-prone task into a streamlined system that can scale with your business.
If quoting still feels like a scattered or overly manual process, it might be time to step back and evaluate the bigger picture. Quotation management software isn’t just about sending quotes faster—it’s about:
For MSPs and service-based companies, it’s a critical part of moving from reactive to proactive growth.
Takeaway: The faster and more consistently you quote, the faster you grow. And with the right tools in place, quoting can stop being a bottleneck—and start being a competitive advantage.
