Best Quote and Invoice Software in 2025

September 9, 2025

6 min read

As businesses continue to evolve in the digital age, the demand for efficient and reliable financial tools has never been greater.

In 2025, the landscape of quote and invoice software has seen significant advancements, offering features that go beyond basic invoicing.

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Quick Read

Summary generated by AI, reviewed for accuracy.

Quote and invoice software helps businesses create accurate quotes, convert them into invoices, and manage payments faster. It reduces manual errors, ensures professionalism, and builds customer trust.

Modern software not only allows businesses to generate professional quotes and invoices quickly but also provides tools for tracking payments, managing client information, and analysing financial data.

In this section, we will explore what is quote and invoice software, highlighting their unique features, benefits, and how they can cater to the diverse needs of modern businesses.

What Is Quote and Invoice Software?

Quote and invoice software helps businesses create, manage, and track quotes and invoices efficiently in a single digital platform.

A quotation, or quote, is a formal document that outlines the proposed price for products or services offered to a customer. An invoice is a formal request for payment issued once products have been supplied or services have been completed. It eliminates these challenges by providing a dedicated platform where businesses can manage the entire billing and quoting process digitally.

How Does Invoicing and Quoting Software Work?

The process of invoicing and quoting within a software platform typically begins with creating a detailed record of the products or services being offered.

Users can create a quotation by selecting items, adding descriptions, specifying quantities, and setting prices.
Some software lets you add discounts, taxes, and special terms for each customer.
Once the quote is ready, it can be sent by email or downloaded as a PDF.
If the client approves the quote, it can be converted into an invoice automatically, reducing repeated work.
For businesses with many clients, tracking invoices is important.
The software records which invoices are sent, paid, or pending.
Users can schedule alerts and reminders to follow up on pending or overdue invoices.
Reporting tools give visibility into cash flow, unpaid invoices, and customer payment behaviour.

Modern CPQ (Configure, Price, Quote) tools take the quoting process to the next level. CPQ tools help sales teams create accurate proposals faster, reduce approval times, and allow multiple team members to collaborate on quotes and contracts. According to Cloud Sense, CPQ reduces sales cycles by 28% and decreases waiting time for approvals by 95%, highlighting the efficiency gains businesses can achieve.

Importance of Invoice and Quote Software

Managing quotes and invoices manually can be risky and time-consuming, which is why businesses increasingly rely on software solutions to streamline their financial processes. Here is how it helps.

Reduces Errors in Financial Work
Mistakes in invoices and quotes can cause big problems. Manual data entry often leads to errors, which can delay payments, upset customers, and create accounting problems. Studies show that over 60% of invoice mistakes come from manual entry. Invoice and quote software automates calculations, minimizes mistakes, and ensures accurate record-keeping.

Saves Time and Money
Processing invoices by hand takes a lot of time and effort. It can cost around $15 to handle a single invoice manually. For companies handling many invoices every month, these costs add up quickly. Software for quote and invoice speeds up the process, letting employees focus on more important work. This leads to quicker payments, healthier cash flow, and noticeable cost savings.

Makes Tracking and Organization Easier
Without software for invoice and quotes, it can be hard to track invoices and quotes. Many companies still enter invoices manually, making it difficult to see overdue payments or find old records. Only about 32% of businesses use automated tracking tools. Software keeps all invoices in one place, so businesses can quickly check past records, track payments in real time, and plan their finances better.

Gives Better Control Over Finances
Invoice and quote software gives businesses more control. It helps create consistent invoices, set approval steps, and send reminders for overdue payments. This reduces mistakes and makes sure financial processes follow company rules. Better control helps businesses make smarter decisions, stay accountable, and avoid problems caused by manual methods.

Prepares Businesses for the Future
Digital invoicing is growing fast. The e-invoicing market is expected to reach $60.9 billion by 2032, up from $13.5 billion in 2023, growing 17.7% every year. Companies using invoice and quote software stay ahead of the trend. It improves efficiency, keeps customers happy, and helps businesses compete. Using these tools is no longer optional it’s essential for success in today’s fast-paced business world.

Key Features of Quote and Invoice Software

Modern quote and invoice software comes with many features that help businesses manage their financial documents and client interactions easily. These features make it simpler to create, track, and manage quotes and invoices while keeping everything organized.

1) Customizable Templates

The software allows businesses to create invoices and quotes that reflect their company’s style. Users can choose the layout, add logos, company colours, and select fonts. This makes each document look professional and consistent.

Customizable templates save time because users don’t have to design every document from scratch.

Every quote or invoice sent to clients maintains the same look and feel, which helps the business appear organized and professional.

Recommended Read: Best CPQ Software for your Business

2) Integration with Existing Systems

Many businesses use multiple tools like SharePoint, Outlook, MS Teams, or Power BI. Modern software can connect with these tools so data can move automatically between them.

The software can connect with tools and apps that a business already uses, such as email services, collaboration tools, or reporting software. This means data can be shared between systems without manual copying.

It helps businesses work faster and keeps all information in one place. Integration also reduces the risk of missing information or having incomplete records.

3) Automatic Calculations

The software can perform calculations automatically for totals, taxes, and discounts.

This makes the process faster and reduces mistakes that can happen when calculating by hand.

Users only need to enter the basic information, and the software will do the rest. This helps businesses create accurate invoices and quotes, saving time and avoiding confusion over numbers.

4) Audit Log

An audit log records all actions taken on quotes and invoices. It tracks who made changes, what changes were made, and when.

This is very useful for keeping a clear record of activities. If any questions arise about a document, the audit log helps understand exactly what happened.

It also improves accountability and transparency within the business.

5) Real-Time Tracking

Users can check the status of quotes and invoices at any moment. They can see whether a document has been sent, approved, or is still pending.

They can also track payments, know which invoices are paid, and which are waiting for payment.

This makes it easier to manage finances and follow up with clients in a timely manner. Reports can also be generated to get a complete view of the business’s financial activity.

6) Custom Quotes

Businesses can create quotes that match the specific needs of each client. They can adjust products or services, quantities, and prices as required.

This flexibility allows businesses to provide personalized offers and communicate clearly with clients.

Custom quotes help businesses present their proposals in a professional way, which can improve client satisfaction and increase the chances of approval.

7) Multi-Currency and Multi-Language Support

For businesses that work with clients in different countries, the software can handle multiple currencies and languages.

This makes it easier to send quotes and invoices to clients in their local currency and preferred language.

It reduces confusion and ensures that international clients can clearly understand the documents they receive.

8) Data Security

The quoting and invoicing software ensures that confidential data, including client information and financial records, always remains secure. Only authorized users can access the data, which protects it from being seen or misused by others.

Some software also follows rules and regulations for storing financial information, helping businesses handle data responsibly and legally.

Keeping information secure builds trust with clients and protects the company from potential issues.

These features collectively improve the speed, accuracy, and management of financial documentation, making the software a vital asset for any business.

Benefits of Invoice and Quote Software

Adopting quote and invoice software can bring several real benefits for businesses, especially those operating on a subscription model. Here’s a closer look at the benefits:

1) Time Savings

Creating, sending, and tracking invoices manually can take hours every week. With quote and invoice software, businesses can automate much of this work.

For subscription-based companies, this means that recurring invoices for monthly or yearly plans can be generated automatically, reducing the need for repetitive tasks.

Employees can cut down on paperwork and dedicate more time to meaningful, strategic tasks.

2) Increased Productivity

Sales and account teams can focus on acquiring new customers instead of manually managing quotes and invoices.

Subscription businesses often deal with recurring billing and multiple subscription plans.

Subscription billing features in modern software allow teams to quickly generate invoices, update plans, and manage renewals without manual intervention, leading to higher overall productivity.

3) Improved Accuracy

Manual calculations for taxes, discounts, or subscription adjustments can lead to mistakes, which may confuse clients or delay payments.

Quote and invoice software automatically calculates totals, applies discounts, and accounts for taxes.

This is especially useful for subscription-based businesses where plans may change, or prorated charges may apply. Automated calculations help reduce errors and ensure invoices are always accurate.

4) Better Customer Management

The software keeps detailed records of all quotes, invoices, payments, and subscription changes.

Businesses can track which clients have active subscriptions, when renewals are due, and which payments are overdue. This helps build stronger client relationships by allowing timely reminders, personalized follow-ups, and better support.

This helps to monitor subscription metrics easily, giving businesses a clear view of client activity and engagement.

5) Enhanced Reporting

Modern software provides reports and dashboards that help businesses understand financial health. For subscription-based businesses, these reports include insights into recurring revenue, churn rates, and customer lifetime value.

By using subscription analytics, businesses can identify trends, forecast revenue, and make informed decisions about pricing, promotions, and plan adjustments.

Enhanced reporting makes it easier to manage cash flow and plan for growth.

These benefits collectively improve operational efficiency and provide a competitive edge in the market.

Best Practices to Implement During the Quoting Process

To make the quoting process more effective and increase the chances of winning business, companies should follow certain best practices. These steps help ensure that quotes are accurate, professional, and easy for clients to understand

1) Maintain Accurate Product Information

Keep all product details, pricing, and descriptions up to date. Outdated or incorrect information can confuse clients or lead to mistakes in the quote. By routinely updating product catalogues and service offerings, businesses can guarantee that every quote accurately reflects the latest pricing and terms.

2) Set Standardized Templates

Use consistent templates for all quotes, including branding, formatting, and legal terms. Standardization helps prevent discrepancies between quotes and presents a professional image to clients. It also saves time, as employees do not need to format each quote from scratch.

3) Use Approval Workflows

For high-value quotes or special deals, incorporate internal approval steps. Having managers or senior team members review quotes before sending them helps maintain control and reduces the risk of errors. Approval workflows also make it easier to track who approved what and when.

4) Leverage Analytics

Track which quotes are accepted, rejected, or ignored. By analysing this data, businesses can identify patterns and understand which offers or formats work best. This helps improve future proposals and increases the likelihood of successful sales.

5) Automate Follow-Ups

Set reminders for pending approvals or client responses. Automated follow-ups help reduce delays in the sales process and ensure that no opportunity is lost due to missed communication. Timely follow-ups show clients that the business is organized and attentive.

6) Include Clear Terms and Conditions

Clearly specify payment terms, delivery timelines, and responsibilities in every quote. This avoids misunderstandings and sets the right expectations with clients. When terms are transparent, it helps build trust and reduces the chances of disputes later.

Steps to Consider Before Choosing a Quote and Invoice Software

Selecting the right quote and invoice software requires careful evaluation. Businesses should consider the following factors to ensure they choose a solution that meets their current needs and supports future growth

Ease of Use – The software should be user-friendly for both sales and finance teams. A simple and intuitive interface reduces training time and ensures that employees can quickly adopt the system without errors or delays.
Integration Capabilities – The software should work well with existing systems. This integrations helps teams work productively.
Customization Options – Look for the ability to tailor templates, workflows, and approval processes. Businesses can adjust the software to match their branding, internal procedures, and specific client needs, making operations more efficient.
Automation Features – Evaluate how much of the quoting and invoicing process can be automated. Features like automatic calculations, approvals, reminders, and follow-ups reduce manual work and help prevent delays.
Reporting and Analytics – The software should provide tools to generate actionable insights into sales performance, revenue trends, and financial health. This helps managers make informed decisions and track progress against business goals.
Security and Compliance – Ensure the platform protects sensitive financial and customer data and complies with industry regulations. Strong security features safeguard against unauthorized access and maintain client trust.
Scalability – The software should grow with the business, handling increasing transaction volumes, new users, and expanding operations without performance issues.

By analysing these factors, companies can select a solution that aligns with their operational needs and long-term goals. Choosing the right software not only simplifies daily tasks but also strengthens business processes, supports growth, and improves overall efficiency.

Why Revenue 365 is Best Suited for Quoting Process?

Among the many available options, Revenue 365 stands out as a comprehensive suite for the quoting process. Unlike traditional tools, it combines CPQ capabilities, billing and revenue management, and integration with financial systems in a single platform.

Key advantages of Revenue 365 include

Faster Quote Generation – Sales teams can create detailed, accurate quotes quickly.
Integration – It is built on Microsoft environment, and it integrates with SharePoint, MS Teams, Outlook and Power BI.
Automated Conversion to Invoices – Approved quotes are converted to invoices without redundant input.
Approval Workflow Management – Streamlines internal approvals for high-value transactions.
Comprehensive Reporting – Track sales performance, outstanding invoices, and customer payment trends.
User-Friendly Interface – Minimizes training requirements and simplifies adoption across teams.

Businesses using Revenue 365 can achieve higher operational efficiency and focus on revenue growth rather than administrative tasks.

Conclusion

Quote and invoice software has become a cornerstone of modern business operations. By addressing challenges such as manual data entry, time-consuming processes, and inaccuracies, it allows businesses to manage sales and billing with greater clarity.

Tools like Revenue 365 provide businesses with a complete suite to manage quotes, invoices, and approvals, enabling faster decision-making and stronger financial management.

Start your free 14-day trial of Revenue 365 today – no credit card required – and see how effortless managing quotes and invoices can be!

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Frequently Asked Questions

Does the software allow customizing quote templates for different clients?

Yes, Users can create multiple templates, include your branding, client-specific pricing, and conditional fields for personalized quotes.

Can the software calculate taxes for multiple regions?

Yes, it supports multi-region tax calculations, including VAT, GST, and state-specific taxes, ensuring compliance for domestic and international clients.

Is it possible to assign different permissions to team members?

Yes, the software allows you to assign role-based permissions, ensuring each team member only accesses the features they need. For example, sales staff can focus on creating quotes, while finance teams manage invoices and reports, keeping sensitive data secure and workflows organized.

How can I quickly identify clients with overdue invoices?

A comprehensive dashboard provides a clear overview of all outstanding invoices, automatically highlighting overdue ones. It also generates aging reports that group invoices by how long they’ve been unpaid, making it easy to prioritize follow-ups and maintain steady cash flow.

Is it possible to customize client-facing documents with my branding?

Yes, users can fully customize all quotes and invoices to reflect your brand identity. This includes adding your logo, company colours, custom fonts, and personalized messages.

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