Quotation software for B2B companies

In short: If your quotes are fairly simple, start with Xero quotes, QuickBooks Online estimates, or quoting in HubSpot or Zoho CRM. A custom quotation tool earns its keep when quotes have many sections or measured quantities, change orders are frequent, or your team still finishes every quote in a spreadsheet or Word file.

Quotation software is a tool for preparing, pricing, sending and revising quotes in one place, instead of in spreadsheets, document templates or on paper. A good quotation system keeps line items, quantities, prices and terms consistent, produces a clean document for the customer, and passes accepted work on to invoicing and your CRM. FYAdvisers builds custom quotation and estimating tools for B2B companies in Singapore, such as contractors, suppliers and service firms, and we tell you plainly when an off-the-shelf product is the better choice.

This is part of our IT consultancy work.

What we build

• Line items and sections. Group work into sections, with quantities, units, rates and notes, so a long quote stays readable and easy to edit.
• Price lists. A shared list of items and rates, so the team quotes from the same numbers rather than an old copy of a spreadsheet.
• Approvals. Review steps before a quote is sent, for example when a discount or margin falls outside the range you set.
• PDF and shareable quotes. A customer-ready PDF with your terms, or a link the customer can open in a browser.
• Revisions and change orders. Keep a record of what changed after a quote was issued, rather than overwriting the original.
• Handoff to invoicing and CRM. Accepted quotes passed to your accounting software or CRM, so details are not typed in twice.

Example from our work

V On Construction prepared quotations with pen and paper. We built a digital quotation workspace where the team works on sections, line items, quantities, pricing and terms in one editable place. Quotes can be exported as a PDF or shared as a link, and change orders handle revisions to estimates that have already been issued. The team reviews each quotation before it goes to a customer.

Build, buy or connect

Many businesses do not need custom quotation software. Several well-known products already handle quoting well:

• Accounting tools. Xero has a quotes feature, and QuickBooks Online has estimates. In both, a quote or estimate can be sent to a customer and, once accepted, turned into an invoice. If you already keep your books in one of them and your quotes are fairly simple, start there.
• CRM quoting. HubSpot can create quotes from a deal’s line items and products, and Zoho CRM has a Quotes module that can be converted into a sales order or invoice. If your sales team already works in one of these CRMs, its quoting is usually the first thing to try.
• CPQ tools. CPQ stands for configure, price, quote. Products such as Salesforce’s Revenue Cloud add product configuration rules, pricing rules and approval chains. They suit companies with large catalogues, complex discounting and a sales team big enough to justify the setup.

Features and plan requirements change, so check each vendor’s current documentation for what your plan includes.

We recommend building a custom quotation tool when:

• quotes have many sections, measured quantities or project-specific items that do not fit a simple product list;
• revisions and change orders are frequent and need a clear record;
• your team finishes every quote by exporting to a spreadsheet or editing a Word file;
• you need the quote data in a shape your accounting tool or CRM cannot hold.

If none of those apply, we will suggest the product that fits and, where useful, connect it to your other systems or automate the steps around it. If your CRM itself needs setting up properly first, see our CRM implementation work.

How we work

1. Map how you quote today. We look at a few real quotes, the price sources behind them and who checks them before they go out.
2. Build the smallest useful version. One quote type, end to end, from line items to a customer-ready document, tested with your real data.
3. Review together. Your team prepares real quotes in it, we adjust, and only then do we add approvals, price lists or integrations.
4. Connect and hand over. We link the tool to your accounting software or CRM where they support it, document how it works and give you access. We can look after it through website and app maintenance, or hand it to your own developer.

We build with common, well-supported web technologies and hosting, so you are not tied to us or to an unusual stack. See custom software development for how we approach builds more generally.

Where people stay in control

• Nothing is sent automatically. A person reviews scope, quantities, pricing and terms before a quote reaches a customer.
• Approvals go to a named person. Not a shared inbox where responsibility blurs.
• Revisions are recorded. A change order sits alongside the original quote instead of replacing it.
• Customer data is handled with care. Quotes often contain names and contact details, so access is limited to the people who need it, in line with Singapore’s PDPA obligations.

Who this suits

• contractors and fit-out firms quoting project work with many line items
• suppliers and distributors whose prices change and whose quotes need to keep up
• service firms that send proposals with scoped work, rates and terms
• teams that have tried quoting in their accounting tool or CRM and still finish the job by hand

What to prepare before we talk

• Three or four recent quotes, with customer details removed.
• Where your prices come from today, such as a spreadsheet, a supplier list or memory.
• Who prepares quotes, who checks them and how revisions are handled.
• The accounting software and CRM you use, if any.

Get in touch and we will tell you whether to build, buy or connect.