How to Choose Quote Software: 4 Options Compared
Four kinds of tool are used to write quotes, and each was built for a different job. The right choice depends on where you lose the most time and the most work today.
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| Spreadsheet | Accounting software | General CRM | Tekliva | |
|---|---|---|---|---|
| Product catalogue | List kept by hand | Stock and service items | Varies by module | Product catalogue, Excel import |
| VAT and currency | Manual formulas | Strong: VAT rates and exchange rates | Often needs set-up or an add-on | VAT and discount per line or on the total |
| Follow-up reminders | None | Usually limited | Strong, flexible workflows | Automatic after a set number of days |
| Opened tracking | None | Mostly none | Depends on email integration | Link quotes marked as viewed when opened |
| Pipeline | Separate list needed | Weak, focus is invoicing | Strong, multi-stage pipelines | Simple: hot / warm / cold |
| Teamwork | Shared file | User permissions | Strong roles and permissions | Team access, Monday summary email |
| Invoicing and accounts | None | Its main strength | Usually via integration | Focus on quotes; invoicing stays in your accounts package |
| Set-up | Immediate | Moderate: accounts and document settings | Long: fields and process design | Short: quote generator needs no signup |
| Pricing model | Existing office licence | Subscription, often with invoicing | Usually per-user subscription | Quote generator free; panel free in early access |
Four options, four different purposes
- Spreadsheet template: flexible and ready to use, but checking sums, tracking versions and chasing quotes is all on you.
- Accounting software with a quotes module: strong at turning a quote into an invoice and keeping VAT records right.
- General-purpose CRM: designed for long sales cycles, multi-stage deals and larger sales teams.
- Dedicated quote and follow-up tool such as Tekliva: focused on writing quotes quickly and chasing them once sent.
Selection criteria
- Product catalogue: can you enter the units and materials you use often once and pick them on every quote? Can you import your existing list from Excel?
- VAT and currency: is VAT at 20% worked out correctly per line and on the total? If you buy or quote equipment in euros, test currency handling carefully.
- Follow-up reminders: does the tool remind you about a quote that has had no reply after a set number of days?
- Opened tracking: can you see whether the customer has opened the quote?
- Team: can several people see and update the same list of quotes?
- Ease of set-up: how long until you send your first quote, and does anyone need training?
- Price: is it charged per user or per plan, and is there a free version or trial?
Where accounting software and CRMs shine
Accounting software is strong at converting quotes into invoices, managing customer accounts and keeping VAT returns tidy. If you already do your bookkeeping in it, its quotes module can be a sensible first step. General CRMs stand out for project sales that run for months, decisions involving several people and detailed sales reporting. Where both often fall short is the quote itself: product lines, discounts and PDF layout come second, and setting up a CRM properly takes real time.
When a dedicated quoting tool makes sense
If your team sends many technical quotes each week, your products can be picked from a catalogue and your main problem is quotes that nobody chases, a focused tool brings the quickest result. Tekliva was built for small technical sales teams in heating, air conditioning, plumbing, solar and fire stopping: quotes from a catalogue, branded PDFs, a notice when the link is opened, reminders after a set number of days and a hot / warm / cold list. You keep invoicing in your accounting software; the two tools complement each other.
Test with a real quote before you decide
Try each tool with a real quote you sent last week: add the products, apply VAT and discount, check the PDF as the customer would see it, then set a follow-up reminder. You can try Tekliva's online quote generator without signing up, and the follow-up panel is free during early access.
FAQ
What should I look for in quote software?
A product catalogue, correct VAT and currency handling, follow-up reminders, opened tracking, team access, set-up time and the pricing model. Test each option with a real quote.
Is the quotes module in my accounting software enough?
It can be if turning quotes into invoices matters most and you send few quotes. Sales features such as follow-up reminders and opened tracking are usually limited.
Should I use a CRM for quoting?
A CRM makes sense for long, multi-stage sales and a larger sales team. For small technical teams the set-up and day-to-day effort is often more than they need.
Is there free quoting software?
Tekliva's online quote generator is free, needs no signup and produces a branded PDF. The follow-up panel is also free during early access.
Can I use quoting software alongside my accounting software?
Yes. You write and chase quotes in Tekliva and raise the invoice for won jobs in your accounting software. Your records can also be exported to Excel.