Best Quoting Software for 2025? 7 Tools That Actually Replace Spreadsheets

Despite all the advances in sales tech, many teams are still managing quotes with spreadsheets, duct-taped systems, or tribal knowledge—when what they really need is quoting software built to scale.

Sure, it might technically get the job done. But it’s slow. It’s error-prone. And it breaks the moment complexity shows up.

Let’s be honest: quoting is still a mess. Spreadsheets. Legacy tools. Pricing rules trapped in someone’s head. It works—until it doesn’t. And when it breaks, deals stall, reps scramble, and ops becomes a bottleneck.

“There are 100-year-old companies still quoting out of spreadsheets,” says Jim Meyer, Senior Business Applications Manager at Experlogix. “It’s more common than people think.”

Meanwhile, your buyers have changed.

Today’s customers are more informed, more demanding, and less patient. They’ve done their research. They expect fast, accurate quotes—and they’re not waiting days (or even hours) for a number.

Why Quoting Software Is Still a Struggle for B2B Teams

So what’s going on? In short, quoting is hard because it’s not just a case of plugging numbers into a form. For B2B companies, especially, quoting often involves:

• Complex products or service bundles
• Custom configurations or pricing models
• Approval workflows, discounting rules, and compliance checks
• New reps who need help ramping up
• Sales data scattered across disconnected systems

It’s a lot. When processes rely on spreadsheets or siloed tools, things start to fall apart and quoting becomes the bottleneck.

We’ve pulled together the top quoting tools available in 2025 and broken down what each one does best. Whether you need something simple and lightweight or a full-featured CPQ solution, we’ll help you figure out what’s right for your business.

We’ll also walk you through:

• When it’s time to move on from spreadsheets or legacy quoting tools
• What to look for when comparing solutions
• How to tell if you really need CPQ or if a lighter tool will do the trick

Top 7 Quoting Software Tools in 2025 

There are a lot of quoting tools out there, and it’s easy to feel overwhelmed trying to figure out which one fits your business best. Some are fast and lightweight, perfect for small teams. Others are built to handle all the nitty-gritty complexity that comes with bigger sales teams, technical products, and multi-step workflows.

1. PandaDoc: Best For Fast, Beautiful Proposals

If you’re a freelancer, small business owner, or agency that just wants to send out polished proposals without fiddling around too much, PandaDoc is a good option.

It promotes itself as speedy and simple, with drag-and-drop proposal templates, built-in e-signatures, real-time collaboration, and even the ability to take payments straight from the document. 

• Ideal for: Freelancers, small agencies, and SMBs who want to create polished quotes and proposals quickly.
• Standout features: Drag-and-drop proposal builder, e-signatures, payment integrations, and templates galore.
• Limitations: Light on complex pricing logic, and is best for simpler quoting needs.

2. Experlogix CPQ: Best for Complex, Configurable Products

If you’re dealing with a complex quoting process common in manufacturing, services,  and subscriptions, Experlogix CPQ is built for your world.

It integrates deeply with Microsoft Dynamics 365 and Salesforce, making it a natural fit for companies already in those ecosystems.

What really sets it apart is its flexibility and scalability. It helps teams quote quickly and accurately, even if your products have dozens of configuration rules and pricing variations. Plus, it’s great at capturing that elusive tribal knowledge from seasoned reps and making it usable for everyone.

• Ideal for: B2B companies with a mix of hard goods, services, and subscriptions.
• Standout features: Deep CRM integrations, flexible product configuration, fast quoting, and strong data reporting.
• Limitations: More of a mid-to-enterprise level solution; may be overkill for very small teams or basic use cases.

3. QuoteWerks: Best for Sales Teams with Existing CRM Workflows

QuoteWerks has been around for a while. It’s a reliable, no-nonsense tool that plugs into a ton of different CRMs and accounting systems like ConnectWise, Autotask, and QuickBooks.

If your team already has a sales workflow and just needs a quoting tool that fits neatly into the process, this is a solid choice. It offers real-time product and pricing data, custom templates, and approval flows without being overly complicated.

• Ideal for: Small-to-midsize sales teams using tools like ConnectWise, QuickBooks, or Autotask.
• Standout features: Integrates with dozens of CRMs and accounting tools, custom quote templates, and real-time pricing.
• Limitations: Interface feels a bit dated; not ideal for companies needing modern UX or mobile-first quoting.

4. Salesforce CPQ: Best for Full Salesforce Ecosystem Users

If you’re already using Salesforce, their native CPQ solution is the obvious next step. It keeps everything within the platform, so sales teams can build quotes, generate contracts, and manage renewals without ever leaving the CRM.

Salesforce CPQ supports complex configurations and guided selling paths, which are helpful if you want to reduce training time and standardize your sales process. It’s powerful—but expect a bit of a learning curve (and a price tag to match).

• Ideal for: Companies already deep in the Salesforce world that need robust quoting baked into their CRM.
• Standout features: Native Salesforce integration, guided selling, contract generation, and renewals automation.
• Limitations: Can be pricey and complex to implement; not a good fit if you’re not already using Salesforce.

5. Proposify: Best for Agencies and Service Providers

Proposify is a dream if you want proposals that feel like part of your brand. Designed with agencies and creatives in mind, it makes it easy to build on-brand proposals and track how leads interact with them, down to which sections they spend the most time reading.

While it’s more proposal-focused than quote-focused, it still supports pricing tables, upsells, and e-signatures. It’s not ideal for technical sales or high-volume quoting, but for relationship-driven selling, it can be a good option.

• Ideal for: Creative and digital agencies that need to send slick, branded proposals and track client engagement.
• Standout features: Custom branding, real-time proposal analytics, and interactive quote sections.
• Limitations: Not built for complex pricing or technical configurations; limited automation features.

6. Zomentum: Best for MSPs and IT Providers

Zomentum is tailor-made for managed service providers (MSPs) and IT companies that want quoting, sales pipeline management, and invoicing all in one platform.

It streamlines everything from lead capture to deal close, with templates built specifically for tech products and services. It also includes e-signatures and integrates with PSA tools like ConnectWise Manage and Autotask.

• Ideal for: Managed service providers and IT firms looking to streamline sales and quoting in one tool.
• Standout features: Sales pipeline, quoting, and invoicing all in one, pre-built proposal templates, e-signatures.
• Limitations: Very tailored to the IT/MSP space, so may not suit companies in other industries.

7. DealHub: Best for RevOps Teams Needing End-to-End Deal Management

If you’re thinking bigger than just quoting, like contract lifecycle, billing, revenue ops, and sales acceleration, DealHub might be the all-in-one platform you’re after.

It includes robust CPQ functionality but also handles e-signatures, document workflows, buyer engagement tracking, and even subscription billing. It’s especially strong for SaaS businesses that want to align quoting with their broader go-to-market motions.

• Ideal for: SaaS and subscription businesses looking for a full revenue workflow platform.
• Standout features: CPQ, contract management, e-signatures, subscription billing, and buyer engagement tools.
• Limitations: Overkill if you just need a basic quoting tool. It’s more of a full RevOps platform than a standalone CPQ.

How to Choose the Right Quoting Tool 

Choosing the right quoting tool means finding something that actually fits your business. The kind of tool you need depends on how complex your quoting process is, how your team works, and where you’re headed in the future.

Map Your Needs to the Right Tool

Start with the basics: how complex is your quoting process?

If you’re just pulling together straightforward quotes with a handful of products or services, a lightweight quoting tool might do the job. These tools are often quicker to implement and cheaper up front, but they come with limits. They’re not built to handle deep configuration, changing pricing models, or multiple product types like services, subscriptions, and hard goods.

On the other hand, if your sales reps are juggling complex configurations, custom pricing, or multi-layered approvals, you’re probably going to outgrow a basic quoting tool pretty fast. That’s where CPQ (Configure, Price, Quote) software steps in. CPQ solutions are designed to scale with you, handle complexity, and adapt as your business evolves.

Integration is another biggie. Some CPQ tools (like Experlogix) are tightly integrated with CRMs, which means quoting data flows directly into your reporting tools.

Not sure where your quoting needs fall? Use this flowchart to find your fit:

CPQ vs Quoting Only: When You Need More Than Just Quotes

“A lot of companies hit a tipping point,” says Jim. “Maybe they’re scaling fast and need to ditch the spreadsheets. Maybe their old quoting software system is groaning under the weight of new products and processes. Or maybe someone new joins the team, takes one look at the quoting process, and decides they need to modernize.”

If you’re asking salespeople to quote faster, train faster, and avoid costly mistakes (especially with a growing or complex product catalog), basic quoting tools just won’t cut it.

That’s when a full CPQ solution is a better option. 

Not only does it speed up quoting, but it also helps codify all that “tribal knowledge” that’s stuck in the heads of your seasoned reps. It gives newer team members a leg up, reduces errors, and lets you scale your process. 

If These 3 Things Are True, You Probably Need CPQ

Here’s a quick gut-check. If these sound familiar, it might be time to move beyond simple quoting:

1. Your sales team relies on spreadsheets or manual workarounds. That might have worked when things were smaller, but it’s not scalable.
2. New reps take way too long to get up to speed. If it takes months for new hires to learn your products well enough to quote accurately, CPQ can cut that ramp time dramatically.
3. You’re losing deals (or money) due to quoting mistakes or slow response times. Today’s buyers are more sophisticated. They’ve done their research, and they’re not waiting around for you to figure things out. CPQ helps you quote fast, accurately, and confidently.

Still unsure? Start by asking: What’s the cost of staying the same? If the answer is painful, like missed revenue, frustrated teams, and delayed deals, it’s probably time to level up your quoting tools.

Why Experlogix (When It’s the Right Fit) 

If your business is scaling, your products are getting more complex, and your team is growing (or turning over), you need more than just a basic quoting tool. That’s where Experlogix CPQ really shines.

It’s not for everyone, and that’s a good thing. Experlogix is built for companies that need serious quoting power without the clunky, overengineered feel of legacy enterprise software. If you’re dealing with complex configurations, subscriptions, services, or hard goods, it’s worth a close look.

It’s Built to Handle Complexity

One of the biggest challenges B2B companies face is training new salespeople quickly and accurately. 

Tribal knowledge (a.k.a. those years of hard-earned insights from seasoned reps) often gets stuck in people’s heads or scattered across spreadsheets. Experlogix helps you institutionalize that knowledge so everyone on the team can quote with confidence from day one.

Deep, Native Integrations with Dynamics and Salesforce

Experlogix doesn’t just “connect” to your CRM, it becomes part of it. That means your quoting process lives inside the system your team already uses every day, and all the data flows directly into your CRM for forecasting, reporting, and analysis.

A Smooth (and Speedy) Path to ROI

One of the great things about Experlogix is how quickly it can start delivering value. If you’ve done the prep work, mapped out your processes, involved the right people, and planned for adoption, you’ll start seeing results almost immediately after go-live.

“If you’re not seeing changes almost immediately, then something’s gone wrong, says Jim. “Really, within the first three months, you should be seeing the difference.”

So, Is Experlogix The Right Fit? 

It might be—if:

• You’re quoting complex, configurable products or services
• You want something tightly integrated with Dynamics 365 or Salesforce
• You’re growing fast, and spreadsheets just aren’t cutting it
• You want to reduce quoting errors and make your sales team more efficient
• You need a tool that will grow and evolve with your business

If that sounds like you, Experlogix could be the quoting engine that helps you finally ditch the duct tape and build something scalable.

Tired of duct-taping together quotes while your competitors close faster? Book your free Experlogix CPQ demo — and finally quote at the speed of your sales motion.

Quoting Software Tools FAQ