Imagine your best business prospect just requested a quote for a $50,000 deal. You spend Tuesday afternoon building a custom proposal, Wednesday morning getting pricing approved, and Thursday formatting everything perfectly. Meanwhile, your competitor used quoting software to generate and send their proposal in 20 minutes on Tuesday. Guess who got the signed contract?
No surprise that the Quoting Software Market size was valued at USD 2.89 billion in 2024 and is projected to reach USD 6.0 billion by 2031, growing at a CAGR of 11.2%. This is because traditional quoting methods create friction when prospects are most ready to buy – turning what should be your competitive advantage into a deal-killing bottleneck.
Smart quoting software prevents this by transforming static quotes into dynamic, signable contracts, allowing you to create quotes quickly.
Here you’ll discover exactly how intelligent quoting software works, why it outperforms traditional methods, and which features eliminate revenue leakage. We’ll cover industry-specific applications, real customer ROI metrics, and practical implementation strategies that can transform your sales velocity within weeks, not months.
What is quoting software?
Quoting software is a sales tool that automates the creation, management, time tracking, and conversion of sales quotes into signed contracts. Unlike traditional methods that rely on separate tools for quotes, approvals, and signatures, modern quoting software results in a seamless quote-to-cash workflow.
Key capabilities include
- Automated quote generation with real-time pricing and product data
- Dynamic template customization for professional branded quotes
- Integrated approval workflows with multi-level authorization
- Electronic signature functionality for immediate contract execution
- CRM synchronization for bidirectional data flow
- Revenue tracking from quote acceptance to payment collection
The evolution from basic quoting tools to quote-to-cash (Q2C) platforms represents a fundamental shift in sales operations. Traditional quoting involved multiple disconnected systems: CRM for customer data, spreadsheets for pricing, email for delivery, and separate e-signature tools. Modern quoting software unifies these functions into a single platform that handles the entire sales process from initial, customized quote to signed contract.
This integration eliminates manual data entry, reduces errors, and accelerates deal velocity. When quotes can instantly become contracts with a single click, sales teams close deals faster and prospects experience frictionless buying journeys.
Why forward-thinking teams choose Oneflow for quote management
Companies using automated quoting systems like Oneflow reduce their quote generation time. They know that manual quoting creates competitive disadvantages that compound over time.
Oneflow serves over 4,000 customers across 41 countries, with integrations spanning major CRM platforms, including Salesforce, HubSpot, and Microsoft Dynamics. The platform maintains ISO compliance, ensuring enterprise-grade security for sensitive sales data and high quality.
What sets Oneflow apart in the crowded quoting software market is its unique approach to creating professional sales quotes. Rather than treating quotes as static documents that require separate contract creation, Oneflow quotes transform into legally binding contracts. This eliminates the traditional handoff between sales and legal teams.
The platform’s intelligent automation goes beyond basic quote template filling. Oneflow’s two-way CRM synchronization ensures that product catalogs, pricing rules, and customer data remain consistently updated across all systems. RevOps don’t need to maintain separate product databases or worry about pricing discrepancies between their CRM and quoting tool.
For sales operations managers struggling with standardization across distributed teams, Oneflow is the best quoting software to provide centralized control over approval workflows and compliance requirements. Every quote reflects current pricing and adheres to established business rules, eliminating the manual errors that often plague traditional quoting processes.
Want to see how Oneflow can transform your quoting process? Sign up for a free plan.
Core Oneflow quoting features that eliminate revenue leakage
Revenue leakage in sales usually happens at three critical points: inaccurate pricing, delayed approvals, and contract execution bottlenecks. Oneflow’s quoting software addresses each of these vulnerabilities with intelligent automation.
Intelligent quote creation & configuration
Oneflow’s modern quoting software eliminates the guesswork from quote creation through rule-based product recommendations that draw directly from your CRM data.
Flexible pricing models sync with your existing CRM so that volume discounts, regional variations, and promotional pricing reflect real-time business rules. This automation ensures pricing accuracy that would be impossible when sales teams work from outdated spreadsheets or static quote templates.
Industry-specific customizable quoting templates accelerate quote creation while keeping your branding standards. Whether you’re quoting complex manufacturing components or subscription software packages, Oneflow’s customizable templates ensure every quote reflects your brand identity while including all necessary legal terms and conditions.
Advanced approval & workflow automation
Multi-level approval chains with customizable criteria ensure that pricing decisions align with business objectives while maintaining deal velocity. Rather than routing every quote through email chains or manual processes, Oneflow’s approval workflows trigger automatically.
Stakeholder notifications keep all parties informed without overwhelming inboxes, and automated reminders prevent quotes from stalling in approval queues.
Audit trails provide complete visibility into quote modifications, approvals, and rejections. This documentation proves invaluable for sales coaching, compliance reporting, and identifying process improvement opportunities. Quote histories demonstrate proper authorization and approval procedures, valuable during audits.
Real-time collaboration & team coordination
Multi-user quote editing lets you move complex deals forward (even those involving multiple stakeholders) without version control headaches. Technical specialists can add product specifications while sales managers adjust pricing, all within Oneflow’s collaborative platform.
Internal commenting and feedback systems keep work organized and secure. Team members can discuss strategy, flag potential client issues, or share competitive intelligence without cluttering the customer-facing quote document. Version control automatically tracks changes, so teams always know they’re working from the latest quote.
Seamless quote-to-contract conversion
The magic happens when Oneflow quotes transform into binding contracts with a few clicks, eliminating the need for separate document creation. Rather than recreating documents that every business needs in separate contract management systems, Oneflow quotes evolve into fully executed contracts and agreements, with legally binding digital signatures. Terms and conditions integrate automatically, eliminating the manual copy-paste errors that often delay deal closure.
Advanced electronic signature workflows guide customers through smooth signing experiences optimized for mobile devices. Signed contracts automatically populate your contract repository with proper tagging and lifecycle management, creating an audit trail from initial quote through contract renewal.
This seamless transition eliminates the traditional gap between sales and legal processes. Prospects don’t need to wait for contract generation, and sales teams don’t lose deals due to administrative delays.
Dynamic quote generation with CRM sync
Two-way data synchronization with Salesforce and HubSpot ensures that Oneflow quotes always reflect current product offerings and pricing structures based on the CRM updates.
Real-time product and pricing updates eliminate the common problem of sales reps working from outdated information. Automated quote accuracy means fewer embarrassing pricing corrections and more confident sales conversations. Sales teams can focus on relationship building rather than data management.
Revenue control and discount management
Regional pricing variations, volume discounts, and promotional offers apply consistently regardless of which team member generates the quote.
Is your current quoting process leaking revenue through pricing errors or approval delays? Book a demo to see how we can help you identify improvement opportunities and calculate potential ROI.
How Oneflow integrates with your existing sales stack
Oneflow recognizes that modern sales teams rely on interconnected tech stacks where data flows between platforms. That’s why our quoting software integrates deeply with your existing tools rather than operating in isolation, eliminating manual data entry and synchronization headaches with:
- Salesforce Sales Cloud and Revenue Integration provides bidirectional synchronization that goes beyond basic contact sharing. Opportunity data, product configurations, and pricing approvals flow automatically between Oneflow and Salesforce. Sales forecasting becomes more accurate when quote data updates opportunity probabilities in real-time. Advanced integration enables complex workflow automation that triggers quote generation from opportunity stage changes.
- HubSpot Sales Hub automates deal pipeline progression based on quote status changes within Oneflow. When prospects view professional sales quotes, CRM records update automatically. Quote acceptance triggers fulfillment workflows without manual intervention, automating your sales process from initial contact to closed deal. You can also add HubSpot Workflows if you want to automate specific workflows.
- Microsoft Dynamics account management features sync with Oneflow to provide a complete customer context during quote creation. Historical purchase patterns, payment terms, and approved products automatically populate new professional quotes. Sales process optimization occurs when Dynamics opportunity stages trigger appropriate Oneflow quoting workflows and approval chains.
- Communication tools, including Slack, enable quote-related notifications without overwhelming email inboxes. Sales managers receive Oneflow approval requests through their preferred communication channels, and team collaboration improves when quote discussions happen in context with other sales activities.
Quoting software ROI & customer success stories
Customers in many different industries saw success using Oneflow’s quoting software tools. Here are some examples.
Knowit – Nordic Consulting Firm
One great success story came when Knowit consulting firm used Oneflow quoting software to gain complete control of their contracts. Their contract processes, which previously took several days, are now completed in just a few hours. They achieved this by eliminating manual Word document creation, email-based contract sharing, and scattered folder storage.
They also integrated HubSpot CRM through Oneflow, which eliminated their manual customer data entry, reduced errors, and accelerated contract creation. The company now uses Oneflow across all departments – sales, board meetings, general assembly records, and partnership agreements.
Technology/AI Sector – Modjo
Modjo used Oneflow to boost their sales efficiency. They have saved up to 1 day per week per salesperson through automating the entire process. They also observed a 20% increase in conversion rates through better data capture and insights.
The company was able to eliminate discrepancies between contract details and Salesforce revenue cloud information during final negotiations through our smart quoting software. This enhanced collaboration between sales and finance teams eliminates organizational confusion.
Quoting software pricing & return on investment
To understand if quoting software fits your budget, you need to look beyond simple per-user monthly fees to consider the total cost of ownership and business impact. Pricing models vary based on user count, feature requirements, integration complexity, and support levels. Here’s what we focus on at Oneflow:
- Transparent pricing with clear tiers and no guessing game involved. Oneflow starts with a free plan that includes basic features. The Essentials plan costs $17 per month, per user. The Business plan is for bigger teams and comes in at $45. The Enterprise plan option is quoted based on the number of users.
- Enterprise customization options for organizations with complex approval hierarchies, specialized industry requirements, or extensive integration needs. Enterprise implementations typically include dedicated customer success resources, custom workflow development, and priority support channels.
- ROI metrics from existing customers we mentioned above provide concrete benchmarks for investment justification. Smart quoting software reduces preparation time, improves deal cycles, and heightens quote acceptance rate.
- A free trial helps users try before they buy. Oneflow even offers a 14-day free trial with access to premium features. Try it out and see what you think.
Quote to cash vs. traditional quoting: Why upgrade
| Traditional challenges | Modern Q2C advantages |
|---|---|
| Manual errors and miscalculations from spreadsheet-based pricing, and human data entry mistakes | Automated pricing and configuration with real-time CRM data, ensuring accurate, automatic calculations and current product information |
| Disconnected sales and accounting systems require duplicate data entry and create synchronization headaches | Real-time data synchronization between CRM, ERP, and financial systems, eliminating manual data transfer and ensuring consistency |
| Slow approval processes involving email chains, printed business documents, and unclear authorization procedures | Streamlined approval workflows with automated routing, electronic approvals, and clear audit trails, accelerating decision-making |
| Lack of quote tracking and analytics makes it impossible to understand conversion rates or identify improvement opportunities | Advanced analytics and reporting providing insights into quote performance, conversion metrics, and sales process optimization |
| Quote creation bottlenecks when sales reps wait for pricing updates or legal review before sending proposals | Closed-loop revenue tracking from initial quote through contract execution and renewal management |
Oneflow vs. Competition: Why we lead in quote-to-cash
Understanding how different quoting platforms address specific business needs helps sales teams choose solutions aligned with their operational requirements and growth objectives.
| Quoting tool | Key features | Ideal for | Starting price | G2 rating |
|---|---|---|---|---|
| Oneflow | Quote-to-contract and cash, pricing optimization, eSign, native CRM sync, contract management, AI review | Mid-market to enterprise teams needing Q2C workflows | $17/user/month | 4.4/5 |
| QuoteWerks | Basic quote creation, integrations, traditional proposal software generation | Small businesses with simple quoting needs | $13.75/user/month | 4.3/5 |
| Salesforce CPQ | Enterprise-grade approval workflows and pricing configuration options | Large enterprises with complex product catalogs | $200/user/month | 4.2/5 |
| PandaDoc | Document automation, e-signature functionality, template management | SMB teams focused on proposal automation | $19/user/month | 4.7/5 |
| HubSpot | Basic quoting within CRM, approval workflows, marketing integration | Small to mid-sized businesses using HubSpot CRM | N/A | 4.4/5 |
Ready to experience the Oneflow difference? Book a trial and see how our quote-to-contract evolution can transform your sales documents.
Get started with Oneflow quoting software
The companies seeing real results with quoting software understand something fundamental: the quote-to-contract process is often the first real test of what it’s like to work with you. When Knowit reduced its contract processes from days to hours, they didn’t just gain efficiency. They gained the ability to respond when opportunities were hot, to close deals before competitors even submitted their proposals.
This matters because buying decisions happen in moments, not weeks. Your prospect has budget approval today, needs to move forward this quarter, and wants to work with vendors who make their lives easier. Spreadsheet errors, email approval chains, and business document recreation just don’t cut it.
Instead of treating quotes as static documents that later need conversion into contracts, Oneflow creates dynamic quotes that evolve into binding agreements with a single click, and into cash before you know it.
Ready to see how Oneflow can transform your quoting process? Get a demo and experience how quote-to-contract evolution can accelerate your sales velocity in just a few clicks.
FAQs
What’s the difference between quoting software and CPQ?
Quoting software focuses on creating and managing sales quotes, while CPQ (Configure, Price, Quote) platforms include complex product configuration engines for businesses with highly customizable offerings. CPQ systems work best for manufacturers or technology companies with thousands of product variations, while quoting software serves most businesses with simpler product catalogs and pricing options.
How does quoting software integrate with my CRM?
Modern quoting software provides bidirectional integration with major CRM platforms, automatically syncing customer information, product information, and deal status. Changes in your CRM trigger quote updates, while quote acceptance updates CRM opportunities and triggers fulfillment workflows. This eliminates manual data entry and ensures consistency across your sales tools stack.
Which quoting software offers the most customizable templates for my needs?
Template customization options vary significantly between platforms. Look for solutions offering a user-friendly interface with drag-and-drop designers, conditional content blocks, and industry-specific templates. The best quoting software allows complete branding customization while maintaining legal compliance and professional formatting across all quote variations.
What are the key factors that determine the best quoting software for small versus large businesses?
Small businesses prioritize ease of use, quick implementation, and basic CRM integration, while large enterprises need complex approval workflows, advanced customization options, and extensive integration capabilities. Consider user count, e-signature capability, product catalog complexity, approval requirements, and integration needs when evaluating platforms. Enterprise solutions typically offer more sophisticated features but require longer implementation periods and higher investment levels.
