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In today’s fast-paced business environment, accurate and efficient quoting is essential for winning deals and maintaining client trust. The right quoting software helps businesses create professional quotes, manage approvals, and track sales pipelines seamlessly. For companies looking to streamline sales workflows and reduce manual errors, investing in a reliable quoting tool can make a significant difference.
This guide reviews four top quoting software solutions for 2025—HubSpot, Zoho, Keap, and Xero—highlighting their features, ease of use, automation capabilities, and integration options.
Selecting the best quoting software depends on your business size, sales process complexity, and integration needs. Key factors include:
Ease of quote creation: Intuitive templates, drag-and-drop editors, and automated pricing calculations.
Approval workflows: Ability to manage approvals internally before sending quotes to clients.
Integration with CRM/accounting tools: Smooth data transfer between your sales, CRM, and finance systems.
Tracking and analytics: Monitor quote status, conversion rates, and sales performance.
Customization: Branded quotes with personalized messages and flexible line items.
With these factors in mind, let’s explore the leading quoting software platforms.
HubSpot offers a comprehensive quoting solution integrated with its CRM and sales tools. It allows teams to create, share, and track quotes directly within HubSpot, streamlining the sales process from proposal to close.
Key features:
Pre-built templates and custom line items
Integration with HubSpot CRM for automated customer data
Real-time tracking of quote views and client engagement
E-signature support for faster approvals
HubSpot is ideal for businesses that want a seamless, all-in-one sales platform with quoting integrated directly into their CRM.
Zoho Quotation Management is a flexible solution designed for small to mid-sized businesses. It helps teams generate quotes quickly, track approvals, and convert quotes to invoices with ease.
Key features:
Customizable quote templates and automated pricing
Integration with Zoho CRM and Zoho Books
Multi-currency and tax management
Reporting and analytics on quote performance
Zoho is perfect for businesses looking for an adaptable solution that works well with other Zoho tools.
Keap provides a user-friendly quoting tool designed for small businesses and solopreneurs. It simplifies the process of creating quotes, sending them to clients, and converting them into invoices or orders.
Key features:
Easy-to-use quote builder and templates
Automated follow-ups and reminders for clients
Integration with Keap CRM and payment systems
Track quote acceptance and sales pipeline
Keap is best for small businesses seeking an intuitive solution that combines quoting with CRM automation.
Xero’s quoting tool is part of its accounting platform, allowing businesses to generate professional quotes that can be converted to invoices once approved.
Key features:
Professional, branded quote templates
Convert quotes directly into invoices
Syncs with Xero accounting for seamless financial tracking
Multi-currency support and tax calculations
Xero is ideal for businesses that want their quoting process tightly integrated with accounting and invoicing.
HubSpot: Best for end-to-end CRM integration and tracking.
Zoho: Best for flexible templates and multi-tool integration.
Keap: Best for small businesses seeking simplicity and automation.
Xero: Best for quoting linked to accounting and invoicing.
Quoting software in 2025 helps businesses create professional quotes faster, automate approvals, and improve conversion rates. HubSpot excels in CRM-connected quoting, Zoho offers flexibility and multi-tool integration, Keap simplifies the process for small businesses, while Xero integrates quoting with accounting for smooth financial management.
Evaluating your business needs—whether it’s automation, integration, or simplicity—will help you choose the right quoting software. Testing free trials is the best way to see which platform fits your workflow.
Quoting software helps businesses create professional, accurate quotes for clients quickly. It reduces manual errors, streamlines approvals, and improves conversion rates by making the sales process more efficient.
Yes. Most quoting software, such as HubSpot, Zoho, Keap, and Xero, integrates with CRMs, accounting systems, and payment platforms. This ensures smooth data transfer, better reporting, and faster invoice generation.
Keap and Zoho are ideal for small businesses. Keap offers simplicity and automation, while Zoho provides flexibility and integration with other Zoho tools. HubSpot and Xero are better suited for larger teams or businesses needing advanced CRM or accounting connections.
