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Quoting software: Summary & key takeaways
What quoting software does: It turns scope, rates, and terms into a priced offer a client can accept and sign.
The test most guides skip: For a services firm, a quote is a margin forecast, so delivery knowledge matters more than speed.
How the tools differ: Proposal tools know your prices, CRM-based CPQ knows your catalog, and PSA (professional services automation) quoting knows your costs.
What you get here: Nine tools compared on cost visibility, quote-to-project conversion, CRM fit, and live 2026 pricing.
The quotes that hurt in my agency years weren't the ones we lost. They were the ones we won, priced fast from a blended rate and a gut feel on hours, then underwater a few weeks into delivery. I work at Teamwork.com now, after nearly a decade in agencies. Back then, quoting lived in spreadsheets next to a basic timer, so no quote ever saw what the team actually cost.
Most guides judge quoting software on how fast and how good a quote looks. 6sense's 2025 Buyer Experience Report found buyers usually pick a preferred vendor before first contact, which suggests the shortlist is often set before any quote goes out. For a services firm, I don't think quote speed is the test that matters.
My argument: a quote is a margin forecast, and the fast, polished one built from guessed hours is the one most likely to lose money. I think the stakes rise as AI shortens some delivery work. The SPI Research's 2026 benchmark puts average EBITDA across 500+ firms worldwide at 9.9%, against a five-year average of 13.8%.
So I sorted these nine tools by what they know at quote time and whether the accepted quote becomes the plan. Here's how Teamwork.com approaches quotes with full margin visibility, and the full list follows.
What is quoting software?
Quoting software is a tool that builds, prices, sends, and tracks quotes for products or services. It pulls line items, rates, discounts, taxes, and terms into one document a client can accept. Better quoting software also handles what comes next: e-signature, payment, or conversion into a project.
The surrounding terms get blurred, so here's how I use them:
Quote: A quote is a fixed offer that prices defined scope until a set date.
Estimate: An estimate is a non-binding approximation of cost or effort.
Proposal: A proposal is a persuasive document that wraps a quote in context and approach.
CPQ: CPQ (configure, price, quote) software assembles quotes from a product catalog using pricing rules.
The quote-time knowledge matrix
The real difference between quoting tools is what each one knows when you hit send.
What it knows at quote time
If you sell packaged services at set prices, the first column may be enough. If you price custom scopes, the right-hand column is where margin gets protected.
How I reviewed and selected these tools
I judged each tool by the question my old spreadsheets never answered: will this price make money once real people deliver it? Competitor details reflect each vendor's public pricing and feature pages as of October 2026.
Margin visibility: The quote shows cost, profit, and margin before the client sees it.
Cost vs billable rates: The tool separates what a role costs from what you charge.
Capacity awareness: The tool checks whether quoted roles actually have time.
Quote-to-project conversion: An accepted quote becomes tasks, schedules, and a budget without retyping.
Client polish and e-sign: The client gets a clean document to accept, sign, or pay.
CRM fit: The tool connects to your CRM and sales tools so deals and quotes stay in sync.
Pricing transparency: Plan prices and the quoting tier are published.
AI on your data: AI drafts or forecasts from your own rates and history.
Cost rates do the most work, so here's an illustrative example. You quote 120 hours at a blended $150 rate: an $18,000 fixed fee. Assume a blended cost of $60 an hour and the quote looks like a 60% margin.
Role (illustrative)
Priced by role, that $18,000 quote carries a 45.8% margin. Let hours run 10% over and cost hits $10,725, cutting margin to about 40%. Speed and design wouldn't show that gap. For tracking it after the sale, see our project budgeting software roundup.
Quick glance: 9 best quoting software tools
Teamwork.com leads because it prices from cost rates and capacity, then hands the accepted quote to delivery in the same platform.
Tool
Teamwork.com
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Teamwork.com is an agentic PSA that builds quotes from your team's real cost rates and capacity, then converts the accepted quote into a budgeted project. Quotes, schedules, budgets, and invoices share one set of numbers, so the margin you price is the margin you track.
Best features
See the margin before you send the price. A blended rate hides which hours cost you most. In Quotes, each line is a task, allocation, billable expense, or custom item, assigned to a person or placeholder role. Cost, profit, and margin recalculate as you edit, and you send a price you've already stress-tested.
Turn the yes into a plan without retyping it. Scope leaks when someone rebuilds a signed quote by hand. Convert an accepted quote and tasks become tasks, allocations land on the schedule, and the project starts tentative or confirmed. Pick a fixed fee, time and materials, or retainer budget in Budgeting & Profitability, and delivery starts from the numbers you sold.
Staff the quote before the deal closes. Quoting dates for people already booked turns a good deal into overtime. Placeholder roles hold the hours, and Capacity Planning shows whether those roles have room. Forecast project profitability with AI then projects where margin is heading, so you commit to dates and margin you can see.
Pipeline to project: Tentative projects reserve capacity and forecast revenue for open deals without touching live delivery. The HubSpot integration moves project status with the deal stage, so the team is lined up when the deal is won. See how pipeline to project connects the deal to delivery.
TeamworkAI built in: TeamworkAI includes the AI Project Wizard and AI Teammates, agents that work from your real project data. Flo checks project health and drafts client updates, while Scout recaps what you missed and turns meetings into summaries and action items. Jack runs custom jobs across tools like HubSpot and Xero, and Kash, a profitability teammate, is coming soon.
Two export formats: Clients get a clean PDF, while your team gets a CSV with cost, profit, and margin.
When SugarCRM unified projects, time tracking, and billing in Teamwork.com, it credited less than $20K on $10M+ in annual invoicing. On G2, where Teamwork.com rates 4.4/5, one project manager put it this way:
"Time tracking, budgets, workload planning, and profitability are all part of the daily workflow instead of feeling like features that were bolted on later." — Omar S., Project Manager, G2
Limitations
Plan requirement: Quotes are on the Optimize plan and up.
Pricing:
Free: $0 for up to 5 users
Basics: $9.99/user/month (billed annually, minimum 3 users)
Accelerate: $24.99/user/month (billed annually, minimum 5 users)
Optimize: Custom pricing (billed annually, includes quotes)
Enterprise: Custom pricing
PandaDoc
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PandaDoc is document automation and e-signature software for sales teams sending a steady stream of quotes and contracts. It suits packaged services at set prices.
Its pricing tables are its strongest services feature. You build them from your product catalog and collect payment in the signed document on Business. For fixed packages, that cuts most of the back-and-forth between "yes" and the first invoice.
From a delivery seat, the gap is cost: I found no team cost rates or capacity planning on its public pages.
Best features
Pricing tables: Quotes pull line items and prices into a structured table.
Product catalog: Saved items keep prices consistent across reps.
Payments: Business collects payment from the signed document.
Limitations
CPQ cost: CPQ is an Enterprise paid add-on with usage credits.
Delivery handoff: Its public pages don't mention quote-to-project conversion.
Pricing:
Starter: $19/seat/month (listed price; annual billing saves up to 46%)
Business: $49/seat/month (listed price; annual billing saves up to 46%)
Enterprise: Custom pricing (per seat or per document)
Qwilr
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Qwilr is proposal software that publishes quotes as interactive web pages instead of static PDFs. It's built for firms that want the quote itself to sell.
The interactive Quote block is the standout. Tiered plans and an ROI calculator show buyers the business case, and an Accept block handles e-signature and QwilrPay payments. That suits retainers sold in good, better, best tiers.
The trade-off sits behind the price: its public pages show no cost or staffing layer, so that math stays in another tool.
Best features
Interactive quote block: Tiered plans let clients compare and select.
ROI calculator: Buyers model your offer's value inside the proposal.
Accept block: Clients sign and pay in one step.
Limitations
Seat minimums: Growth needs 5 seats and Scale needs 10, billed annually only.
Gated engine: The Smart Proposal Engine is Scale only.
Pricing:
Starter: $35/user/month (billed annually; $49 billed monthly; 1 seat)
Growth: $55/user/month (billed annually only; minimum 5 users)
Scale: $75/user/month (billed annually only; minimum 10 users)
Proposify
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Proposify is proposal software for sales teams that need on-brand documents and discount control. It fits firms where several people send quotes.
Approval workflows are its most useful feature for margin. On Grow, proposals route for approval by price or discount level, so reps can't give away deep discounts. Interactive quoting with optional fees and quantities keeps clients engaged.
That control works on price. Proposify can block a discount, but I found nothing on its public pages that checks whether full price covered your team.
Best features
Discount approvals: Grow routes proposals by price or discount threshold.
Interactive quoting: Clients add optional fees or adjust quantities.
Product catalog: Shared items keep pricing consistent.
Limitations
Plan jump: Grow and Scale bundle seats, so costs step up quickly from Build.
No delivery data: Cost rates and capacity aren't on its public pages.
Pricing:
Build: $35/user/month (billed annually; $49/user/month billed monthly)
Grow: $325/month (billed annually; includes 5 seats; +$780/seat/year)
Scale: $1,066/month (billed annually; includes 10 seats; +$780/seat/year)
Scoro
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Scoro is modular PSA software that sells quoting, projects, resourcing, and billing as separate bundles. It suits services firms that buy only the modules they need.
Its Estimate app is delivery-aware. You build quote and budget together, planning cost, margin, and role-based pricing per line through an estimation matrix. Advanced Financials adds quoted vs actuals, closing the feedback loop most proposal tools skip.
The catch is the modular setup. Quote to Cash and Projects & Resources are sold as separate bundles, so check which one covers the workflow you need.
Best features
Estimation matrix: Role-based pricing and cost planning sit on every line.
Quote and budget builder: You build quotes and budgets in one step.
Quoted vs actuals: Advanced Financials compares sold with delivered.
Limitations
Modular pricing: Quoting and resourcing sit in different bundles, so costs depend on the combination you pick.
Seat minimum: Every plan starts at 5 users.
Pricing:
Time-billing: $17/user/month (listed price; minimum 5 users; annual billing saves 13–17%)
Projects & Resources: $29/user/month (minimum 5 users)
Quote to Cash: $29/user/month (minimum 5 users)
End-to-end: $57/user/month (minimum 5 users)
HubSpot Quotes
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When a rep closes a deal in HubSpot, HubSpot Quotes builds the quote from that deal record. It's the quoting layer in HubSpot's CRM, built for teams that already manage deals there.
AI drafts the quote from the deal, approval workflows check pricing, and clients e-sign and pay inside the quote. Accepted quotes can also create contract records, a feature HubSpot lists as beta.
For services delivery, the quote ends at the CRM. Its public pages describe deal value, not who will deliver the work or what their time costs.
Best features
AI-generated quotes: HubSpot drafts quotes from deal records.
E-sign and payments: Clients sign and pay without leaving the quote.
Quote approvals: Workflows route quotes for review first.
Limitations
Tier clarity: Quotes sit in Revenue Hub, and Sales Hub tier inclusion isn't clearly listed.
No delivery costs: Its quote pages don't cover staff cost rates or capacity.
Pricing:
Revenue Hub Professional: $57/seat/month (billed annually; promo for new Sales Hub buyers)
Revenue Hub Enterprise: $98/seat/month (billed annually; promo for new Sales Hub buyers)
Sales Hub Professional: $90/seat/month (billed annually; $1,500 onboarding)
Salesforce Revenue Cloud
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Salesforce Revenue Cloud is enterprise CPQ and revenue software, sold as a paid add-on to Sales Cloud. It's built for large companies with complex catalogs.
The product configurator is its strongest piece. Reps build quotes from a governed catalog, pricing rules apply automatically, and approvals catch exceptions early. Advanced adds contracts, consumption, and invoicing on the same record.
That model fits product catalogs better than custom services scopes. Its public pages describe products and pricing rules, not hours, roles, or capacity, so delivery costing sits in another tool.
Best features
Product configurator: Reps assemble valid quotes from a governed catalog.
Advanced approvals: Rules route discounts and exceptions to approvers.
Contracts and invoicing: Advanced adds contract and invoice records.
Limitations
Commitment: It needs Sales Cloud and an annual contract, with no free trial.
Services fit: Its public pages don't cover role-based costing or capacity.
Pricing:
Revenue Cloud Growth: $150/user/month (billed annually)
Revenue Cloud Advanced: $200/user/month (billed annually)
Quotient
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$48 a month covers five team members and unlimited quotes on Quotient's Team plan. Quotient is simple online quoting software for small teams sending many straightforward quotes.
Private team notes and per-member tracking show who's chasing which deal. A 21-day trial gives you time to test it.
It stays deliberately light. I found no cost, margin, or capacity layer on its public pages, so it works best when your prices are settled.
Best features
Flat team pricing: One monthly fee covers up to five members.
Unlimited quotes: Team plans remove the monthly quote cap.
Team tracking: Quotient tracks quotes per member, with private notes.
Limitations
Light on margin: Its public quote pages don't cover cost rates or capacity.
Solo cap: Solo allows 100 quotes a month.
Pricing:
Solo: $28/month (1 member; 100 quotes/month)
Team: $48/month (up to 5 members; unlimited quotes)
Team+: $88/month for 10 members ($8/member/month beyond 5)
Nusii
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Small agencies rarely need heavier software to win work. Nusii is lightweight proposal software for freelancers and small agencies who want professional proposals with minimal setup.
Optional upsells are its best feature for services pricing. Clients opt into extras, so a base project and its add-ons share one document and one signature. Automatic reminders, Stripe payments, and CRM integrations on Agency and up handle the follow-through.
The limits show as you grow. Plans cap active proposals, and I found no delivery cost tracking on its public pages.
Best features
Optional upsells: Clients opt into extra items inside the proposal.
E-sign and reminders: Clients sign online, and Nusii chases unsigned proposals.
Payments and CRM: Agency and up add Stripe and CRM integrations.
Limitations
Proposal caps: Freelancer and Agency cap active proposals at 5 and 20.
Card at trial: The 14-day trial requires a credit card.
Pricing:
Freelancer: $29/month or $290/year (1 user; 5 active proposals)
Agency: $49/month or $490/year (3 users; +$19/user; 20 active proposals)
Business: $129/month or $1,290/year (5 users; +$29/user; 50+ active proposals)
AI quoting vs traditional quoting: speed was never the hard part
AI makes quotes faster to build, but only more accurate when it reads your delivery data. Traditional quoting copies the last similar quote and applies a blended rate. AI quoting drafts line items from a brief and prices them against what comparable work cost.
Pricing leaders already see quoting as a top target. In a McKinsey survey of 419 B2B pricing leaders, 63% ranked configuration, quotes, and deal pricing a top-three agentic AI opportunity. Respondents are cross-sector and mostly product companies, so read it as direction.
Small pricing errors carry outsized weight. The same McKinsey article estimates that, on average, a 1% price increase lifts operating profit 8.7%, assuming no volume loss. Even cross-industry, it shows why a few mispriced points add up.
Delivery accuracy is the other half. The SPI's 2026 benchmark puts average project overrun at 10.7%, above the 10% level SPI flags as harmful to margins. An AI that never sees past overruns repeats them faster.
Pro tip: Check where an AI-drafted quote's hours came from. If the answer is "a template," price it against your own actuals before it goes out. Saved quote templates with controls make that check part of every quote.
Why Teamwork.com stands out for quoting software
Most quoting software stops at the signature. Teamwork.com treats the signature as the first step of delivery.
According to Teamwork.com's The Sprint to AI report, 58% of professional services teams use three to five separate tools. That fragmentation matters more as AI moves into pricing, because a forecast is only as good as the data underneath. The same research found only 1% of respondents manage data, projects, profits, and resources in one tool.
What I saw when I came to Teamwork.com was what my agency quotes lacked: the team's real cost and whether it had room. Project tools don't hold the money, and traditional PSAs hold it but get resisted, so the data going in stays thin. Teamwork.com gives you PSA financials in a platform teams actually use, which keeps the cost data real. Here's where each part of that job happens.
The job
Fast quotes win attention, but margin-aware quotes win profitable work. That's the test I'd hold every tool on this list to.
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