Free Quotation Software

What Is Quoting Software?

Quoting software also known as quotation software helps professionally streamline the quotation process. It helps to automate the entire quotation cycle from creating a quotation, selecting templates, emailing clients, and maintaining records to manage quotation status. Quotation software also helps you to manage the client, and pricing, and minimize the error when creating quotations.

In short, quotation software helps the business to submit the quotation professionally and accurately so that the business can focus on its clients and get more business.

Why is there a need for Quotation Making Software?

There are various options to create a quotation which can be a handwritten quotation or using Google Docs or Google Sheet quotation template. But when you create a quotation, always consider the following two important factors.

1. Fast communication with the client

A customer always wants to buy a perfect product at the right value therefore they end up asking for quotations from different vendors. Issuing the sales quotation faster at the right price is the only option to get more business. If you don’t then someone else will do the same, so creating and issuing the quotation can get ahead of your competition.

2. Professional Quotation Format

Creating a well-formatted and easy-to-understand quotation helps the potential client to understand more about the product or service you offer. Properly designed templates or letterhead, colors and fonts show the client how professional the business works.

When it comes to the above factors both Google Sheets and Google Docs fail to do. Yes, one of the benefits of using Google Sheets is that you can easily calculate the total, tax, and TDS using different mathematical functions. You can also create your function for a predefined quotation but one of the major drawbacks is the design. Quotations created from Google Sheets design are not attractive and lack professionalism.

Some use Google Docs or Word as you can create attractive templates and designs for quotations but calculating tax, TDS and total is time-consuming. Also when you are running a business, it is not enough to send quotations to the client. You also need to convert the approved quotation into an invoice and also collect payments from the client.

All the above is not possible using Google Sheets or Google Docs. So having quotation software like Refrens for your business not only helps to create quotations but also helps in managing all the data in one place without searching for each file.

What does a Quotation contain?

A quotation also known as “Quote” is considered similar to an invoice. But, both serve different purposes. A quotation is issued to the potential customer before the order confirms whereas an invoice is issued after the product has been delivered to the client. A quotation is the first point of contact with the client and also the first opportunity to impress the client thus chances of getting the business from the client increases. Thus, it becomes extremely important to issue an error-free and attractive quotation to the client.

There are many challenges when creating an accurate quotation. Some of them are:

1. Constant changes in the price of products or services.
2. Referring to several documents and files before quoting.
3. Error in the calculation.
4. Inaccurate details on the quotation.

Any of these factors are enough to lose the potential client. Having quotation software like Refrens helps to overcome these challenges and helps to create, manage, and track all the quotations in one place.

Using Refrens, not just quotation but managing invoices, proforma invoices, purchase orders, and expense reports can also be possible without paying a single penny. Refrens is a whole bookkeeping tool that allows the business to streamline the accounting process more manageable. All for free. You can check out the Refrens invoicing software for free.

Benefits of Quotation Management Software

Using Quotation Management Software offers various benefits for businesses involved in creating and managing quotations. Here are some key advantages:

1. Error-free Quotations:

• Benefit: Eliminates the risk of errors in quotations.
• Explanation: Quotation software retrieves data from the database, reducing the need for manual data entry. Auto-calculations for taxes, discounts, and totals ensure accuracy in the quotation process, presenting a professional and reliable image to clients.

2. Save Time and Effort:

• Benefit: Increases efficiency and saves time.
• Explanation: Client details are stored in the system, eliminating the need to repeatedly enter information. Bulk upload options make the process even more efficient. Quick sending via email and easy tracking streamline communication, and the ability to convert quotations into invoices without starting from scratch enhances workflow.

3. Customizable Quotation Format:

• Benefit: Offers flexibility in quotation format.
• Explanation: Choose software that allows customization of quotations based on specific business needs. Refrens, for example, provides the option to add or rename columns, include custom fields, and personalize templates. This ensures that your quotations align with your branding and communication style.

4. Professional Quotation Templates:

• Benefit: Enhances the professional appearance of quotations.
• Explanation: Access a variety of templates, including professional, letterhead, business, and print-friendly options. Choose from multiple font headings and over 240 colors to create a visually appealing and brand-consistent quotation. This professionalism positively impacts how clients perceive your business.

5. Quick Changes:

• Benefit: Enables rapid response to client requests.
• Explanation: Editing quotations promptly is crucial when clients request changes. Quotation software allows quick modifications and resubmission, ensuring timely communication with potential clients. Real-time alerts and mobile accessibility facilitate efficient response regardless of location.

6. Set of Information:

• Benefit: Centralized and organized quotation management.
• Explanation: Keep all quotations in one place for easy tracking and management. Quotation management software provides a centralized repository, eliminating the need to refer to multiple files or folders. This organized approach simplifies access to information with just a few clicks.

In summary, Quotation Management Software streamlines the quotation process, enhances professionalism, reduces errors, and offers flexibility and customization options. Choosing the right software can significantly improve efficiency in managing quotations and contribute to a positive client experience.