Free Quotation Making Software

What is Quoting Software?

Quoting software, also known as quotation software, simplifies and automates the entire process of creating and managing quotations. It allows businesses to streamline every step of the quotation cycle, from generating professional quotes to selecting templates, emailing clients, and keeping records of quotation statuses.

With quoting software, you can efficiently manage client details, ensure pricing accuracy, and minimize errors, ensuring that each quotation is both professional and precise. By automating this process, businesses can spend less time on administrative tasks and more time focusing on their clients, ultimately driving more business and improving customer relationships.

In summary, quoting software enables businesses to submit accurate, professional quotations effortlessly, allowing for smoother operations and better client engagement.

Why is There a Need for Quotation Making Software?

There are multiple ways to create a quotation, such as using handwritten notes, Google Docs, or Google Sheets quotation templates. However, when preparing a quotation, it’s essential to consider the following key factors:

1. Fast Communication with the Client

Customers typically request quotations from multiple vendors to find the best value for their money. Issuing a sales quotation quickly at the right price is critical to winning business. If you don’t act promptly, another vendor will. Speed in creating and issuing quotations gives you a competitive edge.

2. Professional Quotation Format

A well-formatted, professional quotation is essential for making a strong impression on potential clients. Using a template with the right letterhead, colors, fonts, and clear structure enhances the presentation of your offer, helping clients better understand your product or service.

While Google Sheets can calculate totals, taxes (SST), and TDS using built-in formulas, it falls short in design and professionalism. The quotations created in Google Sheets often lack the polished look that clients expect. On the other hand, Google Docs or Word allow you to design attractive quotations, but calculating taxes and totals is time-consuming, making the process inefficient for business purposes.

Moreover, beyond sending quotations, businesses need to convert approved quotations into invoices and facilitate payments. With Refrens, you can not only create professional quotations but also manage the entire sales process in one place, including converting quotes to invoices and collecting payments through Refrens' international payment gateway. In summary, relying on tools like Google Sheets or Docs may work for basic tasks, but they don’t offer the comprehensive functionality of dedicated quotation software like Refrens, which not only helps in creating quotations but also simplifies and professionalizes your entire quotation process.

What Does a Quotation Contain?

A quotation, often referred to as a "quote," is a document similar to an invoice but serves a different purpose. While an invoice is issued after a product or service is delivered to the client, a quotation is sent before the order is confirmed. It is a crucial first point of contact with the potential client, providing an opportunity to make a lasting impression and increase the chances of securing their business. Therefore, creating an error-free and professional-looking quotation is vital for success.

Common Challenges When Creating Accurate Quotations

There are several challenges businesses face when generating a precise and appealing quotation:

Fluctuating Prices: Constant changes in the price of products or services can make it difficult to provide accurate quotes.

Manual References: Businesses often need to refer to multiple documents and files, leading to inefficiencies.

Calculation Errors: Manual calculations increase the risk of errors, affecting the quote’s accuracy.

Inaccurate Information: Mistakes in client or product details can result in the loss of potential business.

Any of these issues can be enough to lose a potential client. However, using quotation software like Refrens helps businesses overcome these challenges by automating the process, allowing you to create, manage, and track quotations seamlessly in one place.

With Refrens, not only can you create and manage quotations, but you can also handle invoices, proforma invoices, and purchase orders — all without paying a single penny. Refrens serves as a complete bookkeeping tool, streamlining your accounting processes and making it easier to manage your business.

By using Refrens’ free tools, businesses can ensure accurate, professional, and efficient management of their entire financial process, from quotes to payments.

You can check out our invoice generator and purchase order template by clicking on the link.

Benefits of Quotation Software

Whether you're creating quotations for a new client or a recurring one, it’s crucial to deliver accurate and timely quotes that offer value. Using quotation software simplifies the process, enabling you to manage quotation requests efficiently and without unnecessary complications.

1. Error-Free Quotations

A quotation is your first point of contact with a client, and it’s essential to ensure there are no errors. Quotation software eliminates the risk of mistakes by automating data entry. Customer details are fetched from the database, eliminating the need to retype information repeatedly. Calculations such as tax (SST), discounts, and totals are auto-generated, ensuring accurate quotations every time.

2. Save Time and Effort

Quotation software stores customer information, so you don’t need to re-enter details for every new quote. You can also bulk upload client information, making it easy to reuse stored data across multiple documents. Once a quotation is prepared, it can be instantly sent to the client via email, with tracking to confirm whether it’s been opened. Upon approval, the quotation can be converted directly into an invoice without the need to start from scratch.

3. Customizable Format

It’s important to have the flexibility to customize your quotations to fit your business needs. Refrens' quotation software allows you to add or rename columns on line items, as well as create custom fields. This level of customization ensures that each quote is tailored to the specific requirements of your client and business.

4. Professional Templates

Choose from a variety of professional quotation templates, including business letterhead templates and print-friendly options. Refrens offers over 240 colors and various font styles to customize the look of your quotations. If you also need to create invoices, Refrens provides free invoice templates to suit your branding.

5. Quick Changes

If a client requests modifications to a quotation, it’s a strong sign of interest in your product or service. You can’t afford to waste time making edits manually. Quotation software allows you to make quick adjustments and resend the updated quote within seconds, speeding up the entire quoting process. You can access and edit quotes on the go using mobile devices and receive real-time email alerts.

6. Centralized Information

Quotation software keeps all your quotations in one place, allowing you to manage and track them easily. There’s no need to search through multiple folders or documents—everything is well-organized and accessible with just a few clicks. Additionally, you can access client information quickly, ensuring a smooth and efficient workflow.

By using quotation software like Refrens, businesses can streamline the quotation process, minimize errors, and save valuable time—all while presenting professional, customizable, and accurate quotes to their clients.