Picture this: you’ve just spent three hours crafting the perfect sales quotes for a potential client, only to realise you’ve missed their VAT requirements and used the wrong currency format. Sound familiar? You’re not alone. About 38% of UK software buyers anticipate that technology implementation will be a key challenge for their business in 2025. The right quoting software can make this pain point your competitive advantage by providing efficient solutions.
UK businesses face unique challenges when it comes to creating professional quotes – from GDPR compliance to proper VAT handling, local accounting software integration, and local support.
This guide will walk you through the 12 best quoting software options specifically evaluated for UK businesses in 2025. We’ll examine pricing (in GBP, naturally), UK-specific features, compliance requirements, and real-world performance.
You’ll discover why Oneflow is the smarter option compared to traditional quoting software by offering contract lifecycle management that streamlines your quote to cash process.
By the end, you’ll know exactly which platform fits your business, industry, and needs – and how to implement it without disrupting your current workflow.
What is quoting software?
Quoting software goes far beyond simple quote generation. It’s an all-in-one platform that deals with the entire quote-to-cash process.
Think of modern quoting software as your digital sales assistant. It creates professional sales quotes with proper VAT calculations, integrates seamlessly with accounting platforms like Sage and Xero, and ensures every document meets GDPR compliance requirements. Rather than juggling multiple tools, you get everything in one place, enhancing the customer experience.
For businesses based in the UK, this means efficient automated quote templates that deliver your company registration details, proper address formatting, and accurate currency (where possible). Quoting software handles payment collection through UK banking systems, manages legally binding digital signatures under UK law, and stores customer data according to strict UK data protection standards.
The best quoting software for businesses in the UK also considers your working patterns. GMT timezone support means notifications arrive with a single click when you’re actually in the office, not at 3 AM because the software was designed for California businesses.
How we evaluated these quoting software tools
Our evaluation process focused specifically on what UK businesses need from proposal software, not generic features that sound impressive in marketing materials.
UK-specific requirements came first. Every platform had to demonstrate proper VAT handling and GDPR compliance capabilities. We tested integration quality with UK-popular CRM systems, such as HubSpot, Salesforce, Zoho or Pipedrive.
Security certifications mattered enormously. UK businesses can’t afford to mess around with data protection, so we verified ISO 27001 certifications, GDPR compliance measures, and whether platforms store data within UK/EU boundaries.
Customer support was crucial. We tested response times during UK business hours, verified whether support teams understand UK business requirements, and checked if platforms offer GMT-focused collaboration features.
We evaluated the software across different types of businesses and their sizes – from sole traders handling five quotes monthly to enterprises managing hundreds of proposals.
Testing methodology included real-world scenarios. We created actual quotes with UK VAT requirements, tested payment processing to collect payments through UK banking systems, and examined how well each platform handles multi-currency pricing for businesses dealing with both domestic and international customers.
See also: What is contract management? Your ultimate guide in 2025
UK quoting software at a glance: comparison table
| Software | Monthly pricing | Best for | Key UK benefits |
|---|---|---|---|
| Oneflow | From £14 | Contract lifecycle + quoting | Complete quote-to-contract automation, European data residency, CRM integrations with Salesforce and HubSpot |
| Xero | From £16 | Small accounting firms | Native UK accounting, VAT handling, and established UK presence |
| PandaDoc | From $19 | Document-heavy workflows | Strong quote template library, electronic signature compliance |
| Proposify | From $19 | Mid-market sales teams | CRM integrations, analytics dashboard |
| Better Proposals | From £10 | Design-focused agencies | Beautiful templates, client interaction tracking |
| Payaca | From £249 | Service businesses | Time tracking integration, recurring billing |
| trumpet | From £29 for paid plans | Tech companies | Interactive proposals, buyer engagement tracking |
| Clarity Software | From £33 | Project management-based businesses | Resource allocation, project accounting integration |
| Jotform | From $34 for paid plans | Standardised services | Automated quote requests, GDPR-compliant forms |
| Loopio | N/A | Government contractors | RFP responses, tender compliance, and content libraries |
The 10 best proposal software tools for UK businesses
Here are the ten best software programs that create professional sales quotes in only a few clicks.
Oneflow
G2 Rating: 4.4/5
Oneflow creates a seamless quote-to-cash journey that transforms your initial quote into a fully-managed contract, complete with automated workflows, e-signing, renewal management, and comprehensive analytics. It’s like having a complete sales and contract management team built into your software.
UK-specific benefits are built in. Data residency meets UK requirements, GDPR compliance is architected into every feature.
Real-world case study: Conrad Energy, an innovative renewable energy company with ~200 employees operating 85+ energy sites across the UK, transformed their contract process from manual and fragmented to automated and competitive. Before Oneflow, they relied on manual CRM updates, Word-to-PDF conversions, and separate e-signature solutions that could only be initiated by their commercial director.
With Oneflow’s Salesforce integration, Conrad Energy can now create contracts almost in real-time during customer conversations. In an industry where receiving a quote typically takes up to a week, they’ve gained a significant competitive advantage by providing near-instantaneous quotes and contracts.
Senior Pricing and Risk Analyst Daniel Kudla explains: “The sales team can now create an offer in a few minutes rather than a few hours… We perform much better than the rest of the market with the automation, speed and flexibility from the integration. With our new set up we can create contracts almost in real-time as we speak with the customer.”
Pricing starts at £14/month for small teams, scaling based on users and contract volume. Free trial is available with no credit card required.
Oneflow user Lee L. says, “Creating contract Templates is quick, easy, and very intuitive. Sending out a contract with a uniform look is so easy and manageable with Oneflow.”
Best for: Growing UK businesses that want quotes to become the foundation of complete client relationship management rather than just isolated documents.
Ready to see how Oneflow transforms your entire quote-to-cash process? Try Oneflow free and experience the difference comprehensive contract management creates.
Xero
G2 Rating: 4.3/5
Xero brings the advantage of being purpose-built for UK accounting requirements. If your business already uses Xero for bookkeeping, their quoting functionality integrates naturally with your existing financial workflows.
The platform handles UK VAT calculations automatically, supports multiple VAT rates, and generates quotes that flow seamlessly into invoices once accepted. Currency formatting follows UK standards, and the system understands UK business address formats without configuration headaches.
Pricing starts at £16/month for basic plans, with quoting included in higher-tier packages. The value proposition works particularly well for businesses already invested in the Xero ecosystem.
Customer feedback consistently praises the accounting integration. Accounting finance associate Sourav A. says, “Xero has streamlined bookkeeping, invoicing, and expense reconciliation for us.”
Best for: Small UK businesses already using Xero for accounting who want seamless quote-to-invoice workflows without learning new software.
PandaDoc
G2 Rating: 4.7/5
PandaDoc offers one of the most comprehensive template libraries, with specific options designed for UK businesses. The platform handles complex document workflows well, making it popular with businesses that send detailed proposals requiring multiple approval stages.
UK businesses appreciate the platform’s attention to electronic signatures compliance under UK law. Document tracking shows exactly when customers accept, view proposals, how long they spend reviewing each section, and where they might have questions.
Pricing begins at $19/month per user, with higher tiers offering advanced analytics and integration options. There is no GBP option available.
Business development representative Eduardo A. says, “It’s super easy to use and makes document workflows way smoother—especially for getting contracts signed fast. The interface is clean, and the templates save a ton of time. We also love that it tracks when a doc is opened or completed. It gives us a layer of transparency and professionalism that reflects well with customers.”
Best for: UK businesses sending complex, document-heavy proposals that require detailed tracking and multiple stakeholder approval processes.
For businesses considering alternatives, our comprehensive UK PandaDoc alternatives guide provides detailed comparisons.
Proposify
G2 Rating: 4.6/5
Proposify targets mid-market sales teams with comprehensive analytics and CRM integration capabilities. The platform provides detailed insights into proposal performance, helping identify what works and what doesn’t in your sales process.
UK businesses benefit from proper currency handling and VAT-compliant templates. The platform integrates well with popular UK CRM systems, though setup can be more complex than simpler alternatives.
Pricing begins at $19/month per user, with no GBP billing option available.
Dewey O., the vice president of Healthcare Solutions, says the Proposify team was “very supportive through the journey and willing to adjust around the client’s needs.”
Best for: Mid-market UK sales teams that need detailed proposal analytics and have existing CRM systems requiring integration.
Those comparing options should review our PandaDoc vs Proposify analysis for detailed feature comparisons.
Better Proposals
G2 Rating: 4.3/5
Better Proposals lets you create visually appealing proposals that stand out from Word document quotes. The platform includes pre-designed sections specifically for UK businesses, including proper VAT presentation and UK contact information formatting.
The standout feature is client interaction tracking. You can see exactly which sections customers read, how long they spend reviewing pricing, and identify potential objections before they arise.
Pricing starts at £10/month with a 14-day free trial available.
Video strategist Robert D. says, “As a video creator, I wanted my documents to look dynamic and showcase our video content in a professional and designed way. Better Proposals makes that process super easy with their seamless video backgrounds and various design options to make sure it all looks clean and on-brand. I had a few questions when starting out and the support was outstanding – they asked decent questions to genuinely try and understand what I was trying to achieve and advised accordingly. No bots, 100% human, just how I like it so that was a huge plus for me.”
Best for: UK creative agencies, consultancies, and professional service firms where the quality of proposal presentations directly impacts win rates.
Payaca
G2 Rating: 4/5
Payaca is for service businesses with time-based billing requirements. The platform connects quote creation with time tracking, project management, and recurring billing – particularly useful for UK consultancies and professional services.
UK VAT handling includes reverse charge mechanisms for B2B services and proper treatment of digital services. Integration with UK payroll systems helps service businesses manage both client billing and employee compensation.
Pricing starts at £249/month with scaling based on active projects and team size – good value for service-heavy businesses.
User Burhan Baki D. says, “The software is great and the support we have had also very good interactions – easy to use.”
Best for: UK service businesses, consultancies, and professional firms where time tracking and project-based billing are core requirements.
Trumpet
G2 Rating: 4.8/5
Trumpet approaches proposals as sales enablement tools rather than simple documents. The platform creates interactive “pods” where prospects can explore different proposal sections, access additional resources, and engage with your sales team.
UK businesses appreciate the platform’s focus on buyer experience during the proposal review process. Integration with UK CRM systems helps track engagement and identify qualified opportunities.
There is a free option with ten free “pods” to try. Prices for small teams start from £29/user/month and are based on sales team size and feature requirements.
Account executive Johnathan R. says, “What a fantastic tool. Prior to Trumpet, the follow-ups that we used to send to our prospects (following demos) relied upon an inflexible sales deck. There was no customisation, just a generic PDF that everyone received. Thanks to this tool, I can quickly personalise my proposals and build them easily around the prospect’s requirements and specific use case. Showing value is quick, it looks aesthetically exciting for the prospect, and it allows sales professionals to be far more creative with the use of videos, screenshots and much more.”
Best for: UK technology companies and innovative service providers wanting to differentiate through interactive proposal experiences.
Clarity Software
G2 Rating: 3.8/5
Clarity Software targets project-based UK businesses with integrated quote and project management capabilities. The platform handles resource allocation, project costing, and quote creation in a unified system.
UK businesses benefit from proper project accounting integration and VAT handling across complex multi-phase projects. The software understands UK employment law requirements for project resource planning.
Pricing starts at £33/month and is based on team size and project complexity. ROI typically appears through improved project profitability rather than faster quote creation.
Monthnna K., an IT technology sales expert, says, “Easy to use and interact with, user-friendly, Less number of clicks.”
Best for: UK project-based businesses, engineering firms, and consultancies where quote accuracy depends on detailed resource planning.
Jotform
G2 Rating: 4.7/5
Jotform offers a different approach – creating quote request forms that potential customers complete online. While not traditional quoting software, it works well for businesses with standardised pricing that want to automate quote generation.
UK businesses can create forms with proper VAT collection, UK address formatting, and integration with UK payment processors. The platform handles GDPR compliance for form submissions automatically.
Pricing starts free with paid plans from $34/month; good for businesses with straightforward quoting requirements, as it’s more of a form builder.
Jenna L. says that Jotform is “a game-changer for her small business!”
Best for: UK businesses with standardised services wanting to automate quote requests and reduce back-and-forth communication.
Loopio
G2 Rating: 4.7/5
Loopio specialises in responding to RFPs and tenders – particularly relevant for UK businesses pursuing government contracts or enterprise opportunities. The platform manages content libraries, coordinates team responses, and ensures compliance with tender requirements.
UK tender requirements are built into templates, including proper company registration details, certification requirements, and compliance statements. Integration with UK government procurement systems streamlines submission processes.
Pricing is custom and based on team size and tender volume. Most UK businesses pursuing government work find ROI through improved win rates and reduced preparation time.
Nancy M. is a content strategy team manager who says, “Loopio is a one-stop shop for proposal needs. From importing a questionnaire to prefill, to the collaborative project workspace and review cycle functionalities, it really does it all. The generative AI functionality in Loopio is very good and continues to evolve. I love that Loopio is always thinking ahead and innovating. They have a robust product roadmap that covers AI, integrations, as well as other items that will allow teams to automate and operate more efficiently. On top of that, they have top-notch customer service. Overall, Loopio has improved the way our entire proposal and sales teams work on proposals.”
Best for: UK businesses regularly responding to government tenders, RFPs, and enterprise procurement processes requiring collaborative proposal creation.
Get started with UK quoting software
The UK software market is experiencing unprecedented growth. It’s expected to grow at a CAGR of 7% from 2025 to 2030. This isn’t just about keeping up with technology anymore – it’s about positioning your business for sustainable growth in an increasingly competitive marketplace.
After evaluating dozens of platforms, one pattern stood out. We know that businesses that treat quotes as isolated documents struggle with inefficient handoffs between sales, operations, and finance teams. The companies thriving in 2025 are those using comprehensive platforms that connect quotes to the entire contract lifecycle.
Oneflow represents this evolution perfectly. Rather than bolting together separate tools for quotes and contracts, you get a unified platform that grows with each client relationship without much manual work. Your sales team creates and sends quotes that automatically become contracts when accepted. Your operations team manages ongoing deliverables through the same system. Your finance team tracks performance and renewals without switching between platforms.
Implementation doesn’t have to disrupt your current workflow. The best platforms, including Oneflow, offer migration assistance, template conversion, and team training. Most UK businesses are fully operational within a week of switching.
Ready to transform your quote-to-cash process? Try Oneflow free and discover how comprehensive contract lifecycle management eliminates the inefficiencies that cost UK businesses thousands annually.
FAQs
What is a quoting software?
Quoting software is a digital tool that helps businesses create, send, and manage price quotes for their products or services. Instead of manually building quotes in Word or Excel, quoting software automates the process with templates, product catalogs, and pricing rules. It typically includes features like automated calculations, professional formatting, approval workflows, and tracking to see when prospects view or accept quotes. Many quoting platforms, such as Oneflow, also integrate with CRM systems and can convert accepted quotes directly into contracts, streamlining the entire sales-to-revenue process.
What is the best quoting software for UK-based businesses?
Oneflow leads as the best comprehensive solution because it makes quotes part of contract management. For businesses wanting quotes to become the foundation of ongoing client relationships rather than isolated documents, Oneflow provides unmatched integration between sales, operations, and finance teams, reducing the need for manual data entry.
Are there significant cost or feature differences between UK and US quoting software options?
UK and US alternatives vary in cost, and it’s hard to specify a clearly cheaper option. However, UK and European tools provide crucial localisation: automatic VAT calculations, GDPR compliance, UK banking integration, and GMT-focused support. The compliance and efficiency benefits usually offset the cost within the first quarter of use.
How do local regulations impact quoting software options in the UK versus the US?
UK businesses must consider GDPR data protection, UK-specific legally binding electronic signature requirements, VAT handling, and UK contract law compliance. US-focused platforms often require extensive customisation to meet these requirements, while UK-designed platforms like Oneflow include compliance features as standard functionality.
