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

Whether you are preparing quotations for a new client or a recurring client, serving both of them effectively and offering them deals that add value to their business is important. Using price quotation management software, you can process quotation requests easily without any cumbersome.

1. Error-free Quotations

A quotation is the first point of contact with the client, and it is imperative to issue a quotation without any errors. Creating quotations using quotation software eliminates the risk of error in the quotation. As the data is fetched from the database, there is no need to retype the customer details every time you create a quotation. The calculations like TAX or VAT, discounts, and totals are auto-calculated, so there is no chance of error when creating the quotation.

2. Save Time And Effort

When creating quotations there is no need to write the customer details again, once the customer detail is stored. You can also bulk upload the client’s details at once and can use the same details to create quotations and other documents, which saves you time and effort.

You can instantly send the quotation to the client via email and can also track the same to check whether the customer opened the quotation. Once the quotation gets approved, you can directly convert the same quotation to an invoice, without any effort of creating the invoice from scratch.

3. Customizable Format

Always choose the quoting software which provides the option of customizing the quotation you want. You should be able to customize the quotation, the way you want it. Refrens provide the solution to the “Add/Rename Columns” on a line item, you can add custom fields and columns to add more details on the client side as well.

4. Professional Templates

Select from the host of different quotation templates. We provide a professional template, letterhead template, business quotation template, and print-friendly template. You can choose multiple font headings and more than 240 colors for templates. The professional-wise template includes free photography invoice template, online commercial invoice template, freelance invoice template, free purchase order template, proforma invoice template.

5. Quick Changes

When any client asks for changes, there are high chance that the client is interested in your product or service. You can’t take the risk for a long time, editing the same quote and resubmitting it to the client. Quotation-making software helps to edit the quotes within seconds and speed up the quoting process cycle. Access and process your quotations from anywhere in the world using mobile devices. Get real-time email alerts.

6. Set of Information

Quotation management software helps you to keep all the quotations in one place and manage and track all of them easily. You can get all the client details as well. No need to refer to multiple files and folders to access the quotations. All the quotations in quotation management software are well organized and easy to access with a few clicks of a mouse.