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As the requirement to provide real-time information to customers from any location grows, switching over to quoting software from MS-Excel or MS-Word is surely on the uptick. A Sales quoting tool provides accurate and professional quotes, shortens your sales cycle, and increases your bottom line – we all know its super advantages. But with a plethora of quoting tools vying for your attention, how would you ensure that the software you are selecting is the right, the best and most effective for your business needs?
A non-performing software could leave your sales rep in a fix and your customers unsatisfied, resulting in a marred brand reputation for your organization. Hence, don’t rush into buying a sales quoting tool that pops up on the first page of a search engine, is used by your competitor or simply because it is more popular in the market.
Key Takeaways:
- Cloud-based quoting software gives your reps the freedom to quote from anywhere, with no installs, no version conflicts, and no IT overhead slowing them down.
- A quoting tool that does not integrate with your CRM, accounting software, or distributor feeds is just a fancier spreadsheet. The right integrations keep data accurate and manual re-entry out of the picture.
- Getting a verbal yes is not the finish line. Built-in e-signature and online payment features let customers accept and pay directly from the quote, so deals no longer stall.
- Your quoting software should handle every pricing scenario without exception, from tiered pricing and volume discounts to bundles, freight, and custom markups, no spreadsheet workarounds needed.
- Before you buy, run your most complex real-world quote through the demo. How the vendor handles it will tell you more than any feature checklist ever will.
6 Evaluation tips you should consider before selecting the quoting software
1. Give your vote to web-based software
A desktop app is a good option when your business boundaries are restricted, you want your own backups, or you are tight on budget. But if the flexibility and virtual access from anywhere, anytime is what you are looking for, an online quoting software could give you the desired results. Since it is stored on a server and managed by a vendor, there are no hassles of installations, updates or maintenance either.
2. It should integrate with CRM, other business apps and distributors
Take a close look at the integration features of quoting software. Does it allow you to manipulate the data intelligently and diligently from across CRM, accounting, marketing and other business apps? Similarly, it should also fetch you the real time price and availability of the product from multiple distributors through a single sign–on.
3. An online payment feature is definitely a plus
You wouldn’t want to waste time getting the customer sign the deal after he has given a positive nod. An online quoting software that allows you to accept online payments on the spot through electronic signature will multiply the value of your quote by several times.
4. Simple or complex – it should accommodate all pricing requirements
Percentage and volume based pricing, discounts, customs and bundles, freight or markups – a quoting tool should be able to capture every possible pricing scenario and generate customizable quotes for the customers.
5. Do not hesitate to ask for a free product demo
The best way to verify if all features will live up to their promises is to ask your vendor for a demo or a free trial. This will not only give you a hands-on glimpse into the working of the software but also show you if you need to install any additional software or app to support the quoting tool. If a vendor is unwilling to give you a demo, then it may indicate that the software may not match your expectations.
6. Evaluate vendor support and services
No matter how low maintenance the quoting software may be, you may need vendor support from time to time. After you are satisfied with all features, ensure that the vendor provides comprehensive technical support for the configuration, updates and security. If possible, read the latest reviews on the product as well as vendor services to get accurate feedback.
Remember, you are investing your money as well as time in the sales quoting software. Hence, it is advisable to list down all required features you want and the expectations that you have from the software and then match them to your needs.
Pro Tips:
Turn your requirements into a scoring matrix before you talk to vendors. Group must-haves into categories (cloud access, integrations, pricing complexity, payments/e-sign, usability, support), assign weights by business impact, and score each tool after the demo—this prevents you from being swayed by UI polish and keeps decisions tied to revenue and workflow needs.
Use the demo to simulate a real deal from your pipeline. Ask vendors to build an actual quote from a recent opportunity (multiple lines, discounts, bundles, taxes, and an online payment link) and walk through the full flow, including CRM update. How quickly and cleanly they do this is the best predictor of day-to-day fit for your team.
How VARStreet’s quoting software helps VARs quote faster and win more
Most quoting tools are built for generic B2B sales.
VARStreet is built specifically for IT and office supply VARs, and that difference shows up immediately in how fast your team can go from request to quote sent.
Because VARStreet connects to 50+ distributor catalogs, including Ingram Micro, TD SYNNEX, and D&H, your reps pull real-time pricing and availability directly into the quote instead of chasing it across tabs and spreadsheets. That alone cuts quote turnaround from hours to minutes on most orders.
Complex configurations, bundles, volume tiers, contract pricing, freight, and markups are all handled natively, so reps stop working around the system and start closing inside it. When a discount needs approval, it gets automatically routed to the right person, and the quote status updates in real time. No bottlenecks, no chasing approvers over email.
Once the customer is ready, built-in e-signature and payment tools let them accept and pay directly from the quote. So, no switching tools, no deals stalling after a verbal yes.
VARStreet also integrates cleanly with the platforms your team already uses, like QuickBooks, NetSuite, Salesforce, ConnectWise, and more, so data moves across your stack without anyone re-entering it.
The result: fewer errors, faster cycles, and a quoting process that actually scales with your business.
Conclusion
The six tips discussed above serve as a comprehensive guide to help you navigate through the multitude of options available. By prioritizing your specific needs, considering scalability, embracing user-friendly interfaces, evaluating integration capabilities, ensuring customization options, and being mindful of security features, you can make an informed decision that aligns seamlessly with your business objectives.
The right quoting software is a strategic asset that can streamline processes, enhance communication, and contribute significantly to the overall growth of your enterprise. So, take the time to assess your requirements, leverage these valuable tips, and empower your business with the perfect quoting solution.
To know more about VARStreet’s quoting software, book a free product demo now!
FAQs
Should I choose cloud-based or desktop quoting software?
Cloud is usually the better choice. It allows reps to quote from anywhere, avoids version issues, and removes IT maintenance.
What integrations matter most in quoting software?
CRM, accounting/ERP, and distributor feeds matter most. They sync customer data, eliminate re-entry, and provide real-time pricing.
How important is online payment support in a quoting tool?
Very important. Letting customers accept and pay directly from the quote reduces delays and prevents deals from falling through.
How do I test whether a quoting tool actually fits my business?
Run your most complex real quote in the demo. The number of workarounds needed reveals how well the tool truly fits.
