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 whilst ensuring VAT compliance—a job that requires coordinating multiple tasks across your sales pipeline. Meanwhile, your competitor used quoting software to generate accurate quotes and send their branded proposals in 20 minutes. Guess who signed the contract?
Traditional quoting methods create friction when prospects are most ready to buy, turning what should be your competitive advantage into a deal-killing bottleneck. Manual processes force sales teams to manage repetitive tasks, from copying data between systems to reformatting documents, whilst clients wait for responses.
Smart quoting software prevents this by transforming static quotes into dynamic, signable contracts whilst automatically handling VAT calculations and maintaining digital records for HMRC compliance. This efficient approach helps businesses deliver value to clients faster, win more deals, and ensure customers accept proposals before competitors can even schedule follow-up meetings.
Read on to find out how intelligent quoting software works, why it outperforms traditional methods, and which features eliminate revenue leakage whilst directly addressing UK-specific business challenges. We’ll cover industry-specific applications 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 creates a seamless quote-to-cash workflow.
Key capabilities include
- Automated quote generation with real-time pricing and product data
- Dynamic template customisation for professional branded proposals
- Integrated approval workflows with multi-level authorisation
- Electronic signature functionality for immediate contract execution
- CRM synchronisation for bidirectional data flow
- Revenue tracking from quote acceptance to payment collection
- VAT calculation and compliance features
- Automated notifications so sales teams are notified when the project moves forward
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 sales quoting software unifies these functions into a single platform that handles the entire sales process from initial, customised quote to signed contract and revenue—eliminating the need to transfer data between different types of systems.
This integration reduces manual errors, eliminates repetitive tasks, 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—all whilst maintaining the digital records required for Making Tax Digital compliance. Whether you’re sending estimates to clients, managing jobs across your sales pipeline, or coordinating with distributors, modern quoting software ensures every salesperson can deliver professional, accurate quotes efficiently.
Why forward-thinking UK teams choose Oneflow for sales quotes
Companies using automated quoting systems like Oneflow reduce their quote generation time dramatically. They recognise that manual quoting creates competitive disadvantages that compound over time—particularly in the UK market where businesses face additional complexity from VAT regulations, post-Brexit administrative requirements and Making Tax Digital mandates.
Oneflow serves over 4,000 customers across 41 countries, including numerous EU and UK businesses navigating these challenges. With integrations spanning major CRM platforms—including Salesforce, HubSpot, and Microsoft Dynamics—the platform maintains ISO compliance and GDPR adherence, ensuring enterprise-grade security for sensitive sales data and the validity of transactions.
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 live, editable, legally binding contracts automatically. This eliminates the traditional handoff between sales and legal teams whilst ensuring compliance with UK and EU regulations.
The platform’s intelligent automation goes beyond basic quote template filling. Oneflow’s two-way CRM synchronisation ensures that product catalogues, pricing rules and customer data remain consistently updated across all systems.
Sales operations managers struggling with standardisation across distributed teams will appreciate Oneflow’s centralised control over approval workflows and compliance requirements. Every quote reflects current pricing, applies correct VAT rates and adheres to established business rules, eliminating the manual errors.
Want to see how Oneflow can transform your quoting process? Sign up for a free plan.
Key Oneflow quoting capabilities that eliminate revenue leakage in your sales pipeline
Revenue leakage typically happens at three critical points: inaccurate pricing (including VAT errors), delayed approvals, and contract execution bottlenecks. Oneflow’s quoting and proposal 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, whilst maintaining compliance with HMRC requirements.
Industry-specific, customisable quoting templates accelerate quote creation and maintain your branding standards. Whether you’re quoting complex manufacturing components or subscription software packages, Oneflow’s customisable templates ensure every quote reflects your brand identity whilst including all necessary legal terms and conditions. Documents can incorporate images, videos, interactive elements and multiple pages to create compelling branded proposals that help you win more business. Each client receives professionally formatted documents, whether as interactive web-based quotes or downloadable PDF files, ensuring compatibility with different types of workflows.
Advanced approval & workflow automation
Multi-level approval chains with customisable criteria ensure that pricing decisions align with business objectives. Rather than routing every quote through email chains or manual processes, Oneflow’s approval workflows trigger automatically; stakeholders are notified instantly when their review is required without overwhelming inboxes, and automated reminders prevent quotes from stalling in approval queues. This efficient system helps you manage tasks across your organisation, ensuring every job progresses smoothly through your sales pipeline.
Audit trails provide complete visibility into quote modifications, approvals, and rejections—essential for Making Tax Digital compliance. This documentation proves invaluable for sales coaching, compliance reporting, and identifying process improvement opportunities. Quote histories demonstrate proper authorisation and approval procedures, which are valuable during HMRC audits.
Real-time collaboration & team coordination
Multi-user quote editing enables complex deals to move forward (even those involving multiple stakeholders) without version control headaches. Technical specialists can add product specifications whilst sales managers adjust pricing, all within Oneflow’s collaborative platform.
Internal commenting and feedback systems keep work organised and secure. Team members can discuss strategy, flag potential 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 version.
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 in separate contract management systems, Oneflow quotes evolve into fully executed contracts with legally binding digital signatures that comply with UK eIDAS regulations.
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 optimised 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 or compliance concerns.
Dynamic quote generation with CRM sync
Two-way data synchronisation with Salesforce and HubSpot ensures that Oneflow quotes always reflect current product offerings, pricing structures and VAT rates based on CRM updates.
Real-time product and pricing updates eliminate the common problem of sales representatives 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, VAT mistakes, or approval delays? Book a demo to see how we can help you identify improvement opportunities.
How Oneflow integrates with your existing UK business sales stack
Oneflow recognises that modern teams rely on interconnected tech stacks. That’s why our quoting software integrates deeply with your existing tools rather than operating in isolation, eliminating manual data entry and synchronisation headaches with:
- Salesforce Sales Cloud provides bidirectional sync 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 fulfilment workflows without manual intervention, automating your sales process from initial contact to closed deal. The integration supports HubSpot Workflows for maximum efficiency.
- Microsoft Dynamics 365 Sales 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 optimisation 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
Here are some quotes from Oneflow’s partners who have already made the switch.
“We started using Oneflow for sales, but it quickly came to our attention that we can use it in many more areas. We can optimise our work so much. One of our keywords is simplicity, and Oneflow has really simplified our work. Then we realised that we could use the contracts to hire our employees, send account information to Skatteverket (Swedish tax agency), and even to the board members as well. In order to send everything over to a client, it’s just one click away. And if needed, we can add more information, such as bank info, etc.”, says Olle Larson, Managing Director at Antigo
In the words of Simon Olsson, Sales Executive at Cision: “We can do everything in Oneflow. I can follow my clients in the contract document and keep track of new updates. Most importantly, if something in the contract needs to be changed/updated, I can easily adjust it in Oneflow, which saves time and improves customer experience for our clients.”
Ready to transform your quoting process? Try Oneflow free today and create professional sales quotes in just a few clicks.
Business quoting challenges solved by intelligent software
| Traditional UK business quoting challenge | Modern solution with Oneflow |
|---|---|
| Disconnected systems requiring manual data re-entry across multiple platforms, increasing error risk | Single integrated platform with bidirectional CRM sync, eliminating duplicate data entry whilst maintaining digital records |
| Post-Brexit documentation complexity for businesses trading with the EU and managing distributor relationships | Automated document generation with security and compliance features built in |
| Lack of digital audit trails required for Making Tax Digital compliance | Comprehensive audit logging of all quote and contract activities, ready for HMRC review |
| Inconsistent pricing and discount application across sales teams, leading to margin erosion | Automated pricing sync from CRM with automated discount management, ensuring consistency and profitability |
| Slow approval processes involving email chains, printed documents, and unclear authorisation 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 | Analytics and reporting providing insights into quote performance, conversion metrics, and sales process optimisation |
| Quote creation bottlenecks when sales representatives wait for pricing updates or legal review | Closed-loop revenue tracking from initial quote through contract execution and renewal management |
Oneflow vs. competition: Why we lead in UK quote-to-cash
| Quoting tool | Key features | Ideal for | Starting price | Capterra rating |
|---|---|---|---|---|
| Oneflow | Quote-to-contract and cash, pricing optimisation, eSign, native CRM sync, contract management, AI review | Mid-market to enterprise teams needing Q2C workflows with HMRC compliance | £14/month | 4.6 |
| Xero Quotes | Basic invoicing and quoting within Xero accounting software, UK VAT integration | UK small businesses | £16/month | 4.4 |
| Scoro | Work management with quoting, time tracking and billing | Professional services needing all-in-one business management | £15.90/month | 4.6 |
| Proposify | Proposal creation, templates, e-signature | SMBs focused on proposal automation | $19/month | 4.4 |
| Quotient | CPQ functionality with pricing configuration and approval workflows | Mid-market businesses with complex product catalogues | $28/month | 4.8 |
Ready to experience the Oneflow difference? Book a demo and see how our quote-to-contract evolution can transform your sales documents.
Create professional quotes with Oneflow quoting software
The companies seeing real results with quoting software understand that the quote-to-contract process is often the first real test of what it’s like to work with you.
Streamlining your contract processes means you gain the ability to respond when opportunities are hot and close deals before competitors even submit their proposals. Your sales teams can manage more jobs simultaneously, deliver value with speed, and ensure clients receive accurate quotes in minutes.
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.
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 paid 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.
Disclaimer:
All information on this page is derived from publicly available sources such as G2, Capterra, and other software listing sites. Oneflow does not verify the accuracy, completeness, or currentness of this information. Accordingly, Oneflow assumes no responsibility or liability for any inaccuracies, errors, or omissions in the content, nor for any actions taken in reliance on such information. Users are advised to independently verify any information before making decisions based on it.
FAQs
How does quoting software handle VAT for UK businesses?
Modern quoting software automatically calculates VAT at the correct rate based on product category in your inventory, customer location and current HMRC regulations. The system maintains up-to-date VAT rates, applies the appropriate standard, reduced or zero rate to each line item, and generates compliant VAT invoices. This automation eliminates manual calculation errors and ensures your quotes meet Making Tax Digital requirements from the outset.
What’s the best quoting software for UK businesses?
The best quoting software for UK businesses depends on your specific needs, but key criteria include: native CRM integration, Making Tax Digital compliance, electronic signature capabilities that meet UK legal requirements, and post-Brexit documentation support. Oneflow does it all, offering comprehensive quote-to-contract workflows with built-in UK compliance.
How much does quoting software cost in GBP?
Oneflow quoting software pricing starts from £14/user/month. Enterprise solutions with advanced CPQ features may exceed £60/user/month or require custom pricing. Consider the total cost of ownership, including implementation, training and integration expenses, when comparing options. You may find that the time savings and reduced errors justify higher pricing.
Are e-signatures from quoting software legally valid in the UK?
Yes, electronic signatures from quoting software are legally valid in the UK under the Electronic Communications Act 2000 and retained EU law from the eIDAS Regulation.
Platforms like Oneflow provide electronic signature functionality that meets UK legal requirements, including audit trails that demonstrate signing intent. For standard business contracts, quotes and commercial agreements, electronic signatures offer the same legal standing as handwritten signatures.
