Short answer: quotation management software is a system for creating, sending, tracking and converting sales quotes. It pulls products, prices and GST from one master, shares quotes on WhatsApp and email, reminds salespeople to follow up and turns accepted quotes into invoices with one click.
In many Indian manufacturing and trading businesses, quotes are still made in Excel or Word. Each salesperson uses a slightly different format, prices are copied from old files, GST is calculated by hand, and nobody knows which quotes were followed up. Quotation software fixes all of this.
Excel Quotes vs Quotation Software
| Task | Excel / Word | Quotation software |
|---|---|---|
| Creating a quote | Copy an old file, edit manually | Pick products from a master, prices fill automatically |
| GST | Calculated by hand | CGST/SGST/IGST calculated automatically |
| Sharing | Attach PDF to email or WhatsApp | Send link on WhatsApp/email, see when opened |
| Follow-up | Depends on memory | Automatic reminders |
| Order / invoice | Re-typed | One-click conversion |
| Reporting | Manual | Quotes sent, won and lost by person and product |
Key Features to Look For
- โขBranded, GST-compliant quotation templates with HSN/SAC codes
- โขProduct and price master with dealer, retail and export price lists
- โขApproval workflow for large discounts
- โขSharing on WhatsApp and email with view tracking
- โขFollow-up reminders for the sales team
- โขOne-click conversion to sales order or invoice
- โขPro-forma invoices in USD/EUR for exporters
- โขTally integration so accounts stay in sync
Who Needs Quotation Software?
Any business that sends many quotes before an order: manufacturers, traders and distributors, exporters, contractors, fabrication and interior firms, and B2B service providers. If your team sends more than a handful of quotes a day, the time saved and the extra follow-ups usually pay for the system quickly.
Ready-Made or Custom?
For most businesses, a CRM with built-in estimates and proposals โ such as Perfex CRM โ covers quoting, customers, invoicing and follow-ups in one place. Businesses with complex pricing, such as configurable products, bills of materials or formula-based rates, may need custom quoting built on top.
Frequently Asked Questions
Can quotation software send quotes on WhatsApp?
Yes. Quotes can be shared as PDF links on WhatsApp, and many systems show when the customer has opened them.
Does it work with Tally?
Yes. Accepted quotes and invoices can be synced to Tally so your accounts team does not re-enter data.
๐งพ Still making quotes in Excel? Send us a sample quote on WhatsApp and we will show you how it looks in quotation software.
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