Table of Content
- Challenges VARs Face with Manual Quoting
- What is Quoting Software for VARs?
- Statistics on CPQ Adoption
- VAR-focused Tools Vs. Generic Apps
- Key Features of Quoting Software for VARs
- Why is Quoting Software Considered the Best Friend of Value-Added Resellers?
- How Quoting Software Builds Stronger Customer Relationships?
- How to Choose the Right Quoting Software for Your VAR Business?
- ROI of Implementing Quoting Software
- Conclusion
- FAQs
Spreadsheets and email threads are still how most VARs quote. And it is still how most VARs lose deals. Distributor prices go stale between tabs, stock availability changes mid-quote, and by the time the PDF reaches the buyer, a faster competitor has already closed.
Quoting software built for VARs solves this at the root: live distributor pricing, automated rules, approval workflows, and professional output from a single platform. This blog covers why manual quoting fails, what to look for in a VAR-specific tool, and how to measure whether it is actually paying off.
Key Takeaways:
- Quoting software enhances VAR efficiency by automating repetitive tasks and eliminating manual entry.
- It ensures consistent pricing and product configuration across opportunities.
- Integrated templates improve professional output and reduce quote preparation time.
- Real-time access to distributor feeds improve accuracy and reduces rework.
- Analytics from quoting tools provide insights into win rates and sales performance.
Challenges VARs Face with Manual Quoting
The following are the major challenges VARs face with manual quoting:
1. Relying on outdated spreadsheets
Many VARs still depend on static spreadsheets that require constant manual updates, making them prone to human error. Monitoring inventory, prices, and product data without automation consumes excessive time and effort.
2. Delayed responses to RFQs
Without automation, preparing quotes involves gathering data from multiple sources, cross-checking prices, and manually creating documents. This slows down the response time to RFQs, which can cost deals in competitive B2B environments where speed often determines the winner.
3. Miscommunication between teams
When sales and procurement teams work in separate systems or exchange information through scattered emails, misalignments are inevitable. Discrepancies in product availability, lead times, or pricing can lead to inconsistent quotes and damaged customer trust.
4. Lost sales due to inaccurate pricing
Manually pulling pricing or availability from distributors increases the risk of quoting outdated information. This can result in offering products that are out of stock or at incorrect prices, leading to canceled orders, unhappy customers, and lost revenue opportunities.
What is Quoting Software for VARs?
Quoting software for Value-Added Resellers (VARs) is a digital tool that helps businesses quickly create, manage, and track sales quotes for their customers. Instead of manually preparing quotes in spreadsheets or documents, this software brings everything into one easy-to-use platform.
It connects to a product catalog so you can search and select items with up-to-date details, automates pricing to ensure accuracy, and includes built-in approval workflows to speed up internal decision-making.
Many solutions also allow customers to sign quotes electronically, making the entire process faster, more accurate, and more professional.
Statistics on CPQ Adoption
According to Mordor Intelligence, the global CPQ market is valued at USD 3.14 billion in 2025 and is projected to reach USD 6.62 billion by 2030, growing at a CAGR of approximately 16.0% during this period. The above statistic shows the increasing usage and adoption of CPQ solutions worldwide, driven by the need for faster quote generation.
Read the blog—- Configure Price Quote Software: Features and Benefits
VAR-focused Tools Vs. Generic Apps
VAR-focused quoting tools integrate directly with multiple distributors, provide real-time pricing and stock updates, handle complex product bundles, and manage customer-specific pricing agreements. They also support approval workflows, and integrations with ERP/CRM systems that are essential in B2B sales.
Generic quoting apps may offer basic quote creation but often lack these industry-specific capabilities. A VAR-focused quoting tool is like a custom-fitted suit that is made to match their exact requirements, while a generic app is more like an off-the-rack option that might not fit perfectly.
Key Features of Quoting Software for VARs
A typical quoting software for VARs has the following seven key features:
1. Real-time Distributor Integration
Real-time distributor integration in quoting software allows VARs to connect with multiple distributors at once, so they can instantly access the latest product prices and stock availability.
Instead of manually checking each distributor’s website or relying on old spreadsheets, which often lead to outdated information and costly mistakes, sales teams always have accurate data right inside the quoting tool.
2. Automated Pricing Rules
Automated pricing rules in quoting software help VARs set prices quickly without having to calculate everything manually. The system can automatically apply margin calculations, give volume discounts for bulk orders, and include special promotions when available.
It can also adjust prices dynamically based on the type of customer. For example, offering better rates to loyal clients or applying higher markups for one-time buyers.
3. Configurable Bundles & Complex Products
The software makes it easy for VARs to create and sell configurable bundles that combine multiple products and services into one package. For example, you can include hardware like laptops, software licenses, warranties, and even installation services in a single quote.
It also offers guided selling tools, which act like a step-by-step assistant to help sales teams choose the right products, match compatible components, and avoid configuration mistakes.
4. Approval Workflows
Approval workflows in quoting tools allow VARs to set up automatic checks before a quote is sent to the customer. For instance, if a sales rep offers a discount above a certain limit, the system can automatically send it to the right manager for review.
The process keeps pricing in line with corporate rules, cuts down on repeated revisions, and accelerates quote approval and delivery.
5. Customer-specific Pricing
Customer-specific pricing in the application allows VARs to give each client a personalized buying experience. The system can store contract-based pricing and any special negotiated rates, so sales reps don’t have to manually check or calculate them every time they prepare a quote.
It also supports creating different quote templates for different types of customers, such as regular buyers, corporate clients, or government organizations, making the process faster, and more professional.
6. E-signature and Quote Acceptance
With digital signature support, customers can sign and approve quotes online without the need to print, scan, or physically send documents. This streamlines deal finalization and gets rid of documentation-related delays.
Once a quote is viewed or accepted, the system sends automated notifications to the sales team, ensuring they can follow up promptly and move the order forward without missing any opportunities.
7. Integration Capabilities
Integration capabilities in quoting software allow it to connect and work seamlessly with other important business systems like ERP, CRM, and eCommerce platforms.
With this integration, information such as customer details, product data, pricing, and inventory can flow automatically between systems without manual entry. As a result, VARs can save time, reduce errors, and ensure their sales team always has up-to-date information when creating quotes.
Read the blog: How CRM and CPQ Integration Enhances B2B Sales Efficiency?
Pro Tip:
Integrate your quoting tool with CRM so that customer context flows seamlessly into quotes.
Why is Quoting Software Considered the Best Friend of Value-Added Resellers?
B2B Sales Quoting Software has become the trusted best friend of VARs. Let’s find out how:
1. Manages Business From a Single Platform
Sales quoting software offers a game-changing solution by efficiently managing various aspects of a business from a single platform. With this powerful tool, time-consuming tasks like creating quotes, generating invoices, and managing purchase orders become seamless.
Entering data just once can save VARs valuable time and eliminate the need for redundant data entry. This streamlines operations and ensures accuracy and consistency throughout the sales process.
The customer-centric approach of quoting software empowers VARs to focus on building relationships and delivering exceptional customer experiences. This way, they know that their business is being managed easily and efficiently.
2. Streamlines Quoting Process
B2B sales quoting software streamlines the entire quoting process, making it quick and efficient. VARs often handle multiple product lines and have to provide quotes to their customers regularly.
With InstaQuote software, they can easily access product information, pricing details, and generate accurate quotes in a matter of minutes. This saves valuable time and allows VARs to focus on other important tasks.
3. Automates Sales Quoting
Quoting software ensures accuracy in pricing and eliminates the risk of human error. VARs deal with complex pricing structures, including discounts, promotions, and customized pricing for different customers.
Manual calculations can lead to errors and discrepancies, which can be costly for both the VAR and their customers. Quoting software automates the pricing calculations, ensuring accuracy and consistency in every quote provided.
4. Improved Accuracy
Improved accuracy in quoting means you give customers the right price every time without guesswork. By using live data from your distributors, you always have the latest product prices and stock levels, so you don’t accidentally quote outdated or incorrect rates.
The software can also automatically calculate taxes and shipping costs based on the customer’s location and order details, removing the need for manual calculations. This reduces errors, saves time, and ensures your quotes are both professional and reliable.
5. Higher Win Rates
Quoting software helps VARs win more deals by allowing them to respond to customer requests much faster, which increases the chances of closing a sale. It also enables them to send professional, well-branded, and interactive quotes that create a strong first impression and build trust with customers, making it easier to secure their business.
6. Better Collaboration
With the software, sales, procurement, and management teams can all work together on the same platform, so everyone has access to the latest information at all times. Team members stay on the same page, reducing confusion and enhancing collaboration.
Additionally, quoting software offers version control, so everyone knows which version of a quote is the most current. This eliminates confusion over “final” quotes and ensures that the customer always receives accurate and up-to-date information.
7. Provides Security
Online sales quoting software, like VARStreet’s quoting software, provides VARs with enhanced security features to safeguard their valuable data. Usually, when a team accesses the quoting platform frequently, unauthorized entry of price lists and product catalogs can pose significant security risks.
However, when VARs use this software, they gain the flexibility to assign tasks to specific sales personnel while maintaining control over user authorization and other crucial functions. This way, it ensures that only authorized individuals can access sensitive information, minimizing the potential for security hindrances.
8. Maintains Compliance
Quoting software empowers VARs to stay compliant and in control, even when dealing with complex contracts. With the ability to meet the reporting requirements of government-based clients and customize storefronts to display only permitted products, VARs can ensure adherence to regulations and contractual obligations.
This level of flexibility and control enables VARs to navigate the intricacies of compliance with ease. This way, it will mitigate risks and maintain a professional and trustworthy image.
In a nutshell, quoting solutions is the business management solution for VARs that helps them in stay compliant, provide peace of mind, and reinforce their reputation as reliable partners in the business landscape.
9. Provides Scalability
As an ERP solution for VARs, quoting software offers scalability to support businesses of all sizes. Whether you are a start-up or an enterprise-level VAR, this software provides the necessary foundation for growth. Entrepreneurs can quickly adapt and leverage the platform to efficiently build their businesses without the fear of outgrowing their capabilities.
The flexibility and adaptability of quoting software enable VARs to seamlessly scale their operations, accommodating increasing demands and expanding client bases. VARs can confidently rely on this software as their business grows, knowing that it will continue to meet their evolving needs.
10. Provide Strong Integrations
Sales quoting software offers powerful integrations to overcome the challenges of working with disparate systems and data inconsistencies. It seamlessly integrates with various applications like ERP, CRM, eProcurement software, and accounting software. This ensures automated data flow, minimizes data duplication, and boosts productivity.
Furthermore, it supports integration with third-party payment gateways, facilitating a seamless online payment process. VARs experience a streamlined quote-to-cash journey, enhancing efficiency and providing a seamless experience for both VARs and customers.
11. Track and Report Every Activity
With the help of online sales quoting software, VARs can stay informed about the performance of their business. It enables them to make smarter decisions. With the ability to quickly build and run custom reports for shipping, tracking, serial numbers, and more, VARs can keep a tab on the crucial aspects of their operations.
This data-driven approach empowers VARs to gain insights, identify trends, and optimize their strategies for greater success. Quoting software becomes the VARs’ go-to tool, providing the transparency and analytics needed to drive their business forward.
12. Builds Stronger Customer Relationships
Quoting software builds trust and loyalty by delivering personalized, branded proposals that cater to a buyer’s specific needs. It eliminates friction through transparent, itemized pricing and self-service portals that allow customers to review or approve deals on their own schedule. By automating proactive follow-ups and ensuring accuracy, you demonstrate a level of professionalism and reliability that turns a simple transaction into a long-term partnership
How Quoting Software Builds Stronger Customer Relationships?
1. Create personalized quotes
Quoting software enables VARs to tailor every proposal to the customer’s unique requirements, including negotiated pricing, preferred payment terms, and relevant product bundles.
Custom branding such as adding logos, colors, and templates, gives the quote a professional, cohesive look that reflects your business identity. By tailoring your approach, you earn trust and signal to customers that their specific needs matter.
2. Transparency in pricing and options
Customers appreciate clarity, and quoting software delivers it by presenting itemized costs, applicable discounts, and optional add-ons in a structured format. Buyers can see exactly what they’re paying for, eliminating misunderstandings and last-minute surprises. This transparency strengthens credibility and positions your business as a fair, reliable partner.
3. Self-service portals
A self-service customer portal allows buyers to access their quotes anytime, from any device, without waiting for back-and-forth emails. They can view details, request changes, and approve proposals instantly, making the process faster and more convenient. This autonomy improves the customer experience and shortens the sales cycle.
4. Automated reminders for expiring quotes
Automated notifications ensure customers are reminded before a quote’s expiry date, giving them a gentle nudge to take action. These timely reminders help avoid lost opportunities caused by forgotten or overlooked proposals. They also demonstrate proactive communication, which customers perceive as attentive and service-oriented.
How to Choose the Right Quoting Software for Your VAR Business?
Consider the following points to choose the right quoting software for your VAR business:.
1. Ease of use
The software should have an intuitive interface so that your sales team can quickly learn to create accurate quotes without spending too much time on training.
2. Vendor support and customization options
Every VAR business has unique processes, which means having reliable support and the ability to tailor the software to your specific needs ensures smooth implementation and ongoing usability.
3. Pricing models (subscription vs. perpetual license)
Cloud-based subscription options are generally better than perpetual licenses because they require lower upfront costs, include regular updates, and allow you to scale the software as your business grows without worrying about maintenance or infrastructure.
ROI of Implementing Quoting Software
| Metric | What It Measures | How the Software Helps |
|---|---|---|
| Quote-to-Order Rate | How many quotes actually turn into sales. | Professional, fast quotes make it easier for buyers to say “yes.” |
| Quote Creation Time | How long it takes a rep to send a proposal. | Automation and templates kill the manual grunt work, letting reps move faster. |
| Pricing Error Rate | The frequency of mistakes or inconsistent margins. | Real-time data syncs ensure your pricing is always accurate and profitable. |
| Average Deal Size | The total value of each closed sale. | Built-in suggestions for bundles and add-ons make upselling feel natural. |
Pro Tip:
Use quoting software analytics to refine discounting strategies based on historical performance.
Conclusion
Quoting software is more than just a handy tool, it’s a true game-changer for value-added resellers. It helps you work faster, avoid costly mistakes, and present professional, accurate quotes that win more deals. By automating and streamlining the quoting process, you free up time to focus on building customer relationships and growing your business.
VARStreet has been building quoting software specifically for IT and office supply VARs since 1999. Over 5,500 resellers and 25,000 users rely on the platform to quote complex products in minutes, pulling real-time pricing from 50+ distributors across a catalog of 7M+ SKUs. With built-in CRM integration, automated approval workflows, and professional templates, it handles the full quote lifecycle so your reps stay focused on selling, not formatting spreadsheets.
FAQs
Why do VARs need quoting software instead of spreadsheets?
Spreadsheet-based quoting is slow, error-prone, and relies on outdated pricing. Quoting software automates pricing, pulls real-time distributor data, and helps VARs generate accurate quotes faster, improving win rates and margins.
What features should VARs look for in quoting software?
VARs should look for real-time distributor integration, automated pricing rules, configurable bundles, approval workflows, customer-specific pricing, e-signature support, and CRM/ERP integrations to streamline the entire quote-to-order process
How does quoting software improve profitability for VARs?
Quoting software reduces pricing errors, speeds up quote creation, enables upselling with bundles, and improves quote-to-order conversion rates. These improvements help increase deal size and protect margins.
How can VARs measure ROI after implementing quoting software?
VARs can track metrics like quote-to-order conversion rate, average quote creation time, reduction in pricing errors, and increase in deal size to evaluate the impact and profitability of quoting software.
