The best quoting software for a small business <em>where more than one person quotes</em>
A solo invoicing app works for one. Add four reps and you get discounts nobody approved, three versions of the price list and quotes nobody follows up.
Once a small business has a sales team, quoting stops being the owner's job. Several reps pull from the same product list, one of them gives 15% off to close the month, and the signed quote sits in an inbox before anyone turns it into an invoice. So the right tool gets judged at team scale: what it costs for 5 and 10 users, who can touch prices, and what happens after the customer signs.
The short answer. You want quotes, manager approval and invoices for the lowest bill? Zoho Books, priced per organization: $40 a month billed yearly for five users. Your books already live in QuickBooks? Stay there with QuickBooks Online. You only need fast, clean quotes for a team of up to five? Quotient, $48 a month flat. You send long proposals that several people sign off on? PandaDoc.
All prices are in US dollars, before sales tax, from each vendor's official pricing page in 2026.
The ranking is editorial: a sponsored spot is always labeled on its card, and no affiliate link changes a score.
The right quoting tool for your team
Priced per organization: 5 users for $40 a month billed yearly, sales approvals included
Quotes inside your accountingPlus covers 5 users for $140 a month, estimates turn into invoices
Fast quotes for a team of fiveTeam plan at $48 a month for up to 5 members, unlimited quotes
6 quoting tools for small business, side by side
The right-hand column answers the question every team asks before signing up: what does it cost per month for five people to send quotes, on the cheapest plan that allows it? The 10-user math comes further down.
| Best for | Monthly cost for 5 users | Free plan | Team size | Visit | ||||
|---|---|---|---|---|---|---|---|---|
| 1 | Zoho Books | Best value for a quoting team | $40 billed yearly, $50 monthly (Professional) | 4.1/5 | Free for 1 user, then from $15 a month | ✓ | Teams of 3 to 15 | Visit → |
| 2 | Odoo | Best for product catalogs with options | $0 with the Sales app alone | 3.8/5 | One app free, unlimited users | ✓ | Teams heading toward an ERP | Visit → |
| 3 | Quotient | Best pure quoting tool | $48 (Team, up to 5 members) | 3.9/5 | Solo $28 a month | — | Service businesses, 1 to 10 quoters | Visit → |
| 4 | QuickBooks Online | Best if you already run QuickBooks | $140 (Plus, 5 users) | 4.2/5 | Simple Start $38 a month | ✓ | Teams of 1 to 5 users | Visit → |
| 5 | PandaDoc | Best for proposals with approvals | $245 billed yearly (Business) | 3.9/5 | $19 a month (Starter) | ✓ | High-value deals, next to your invoicing | Visit → |
| 6 | Pipedrive | Best when quotes start in the pipeline | $295 billed yearly (Premium) | 4.2/5 | $14 per seat a month | — | Sales teams of 3 to 30 | Visit → |
US prices from official pricing pages in 2026, before tax. Odoo is free with a single app; with several apps, the subscription is billed per user.
Is your tool missing from this page? Email us: hello@hackceleration.com
How we compared these tools
Search for quoting software for small business and the top results are software directories and vendor blogs. Lists of twenty tools, few official prices, and almost nothing on what happens when five people share one account. The question a growing team actually has, how much for my whole team, stays unanswered.
We did that math. We read every vendor's official pricing page, then turned each grid into a monthly bill for 5 and for 10 users. Then we went through public customer reviews, the bad ones first: contracts that auto-renew, quote templates too rigid for a variant, implementation fees nobody mentioned up front.
Free tools built for freelancers, like Wave or Zoho Invoice, have their own ranking on our general quoting software page. Heavy CPQ suites built for enterprise sales teams are out of scope here. The score shown is the tool's score on every page we publish; the rank follows our five small-team criteria, so a tool rated highly elsewhere can land lower here.
- Team quotingRoles and permissions, a shared product and price list, manager approval on discounts, margin visible per line. This is what separates a team tool from a freelancer app, hence the highest weight.30%
- Cost at 5 and 10 usersThe real monthly bill for the team, not the headline price: extra seats, minimums, annual discounts.25%
- Quote to invoiceAccepted quote turned into an invoice without retyping, payment collection and the link to your books.20%
- Signing and follow-upOnline acceptance or e-signature included or paid, view notifications, reminders.15%
- Contract and supportMonthly or annual commitment, how easy it is to leave, what customers say about support in public reviews.10%
No affiliate link changes a score or a rank.
Per-seat prices move every year. Get the changes before your renewal date
Zoho Books
Zoho Books is the accounting app of the Zoho suite, and its pricing is what makes it stand out for a team. You pay for the organization, not for each person. Professional costs $50 a month, or $40 billed yearly, and includes five users. Premium covers ten users for $70, or $60 billed yearly. Need one more seat? It costs $3 a month.
Professional is also where sales approvals start. A rep drafts the quote, a manager approves it, and only then does it go to the customer. The customer accepts it from the client portal, and the quote becomes an invoice. For a team where discounts drift, that one setting is worth the upgrade.
The limit is scope. Zoho Books is not a full CRM: to track deals in a pipeline, you add Zoho CRM, billed separately. E-signature goes through Zoho Sign, also a separate product, so price it before you promise it to your reps.
- Priced per organization: 10 users for $60 a month billed yearly
- Manager approval on quotes from Professional
- Quote accepted by the customer in the client portal
- ✓Lowest cost per user in this ranking
- ✓Approval workflow built in
- ✓Free plan to start solo
- ✗No real pipeline without Zoho CRM
- ✗E-signature is a separate product
- ✗More setup than a pure quoting app
Our top pick for a team that wants approvals and a bill that stays small. If your books are already in QuickBooks, moving accounting just for quotes is not worth it.
Odoo
Odoo is an ERP split into apps. Its Sales app produces rich quotes: templates per offer type, optional products the customer adds from the portal, and online signature and payment. For a team selling equipment with accessories, or packages with options, no other tool here goes as far on the quote itself.
The entry price is hard to beat: one app is free, with unlimited users. Ten reps can quote in Sales without paying a seat. Add a second app, like accounting or inventory, and everything moves to per-user pricing.
That is where reviews split. Nearly as many customers give one star as five. The bad reviews tell the same story: a bill that jumps after customization, opaque partner quotes, pricey training. Odoo answers that those costs come from custom code. Stay on standard features and it holds up.
- Optional products the customer adds in the portal
- Online signature and payment on the quote
- One app free, unlimited users
- ✓Richest quote in this ranking
- ✓Free for the Sales app alone
- ✓Grows into a full ERP
- ✗Implementation and custom-code costs
- ✗Longer learning curve
- ✗Deeply split customer reviews
Our runner-up: the richest quote and the only free option for a whole team. Pick it if you will stay on standard features; otherwise your partner budget will soon pass any per-seat tool.
Quotient
Quotient does one thing: quotes. Your team builds them, the customer opens the quote as a web page and accepts it online, with no PDF to print and scan. That focus is the appeal for a services team tired of PDF attachments.
The pricing is the friendliest of this list for a small team. Team costs $48 a month for up to five members, with unlimited quotes. Each member beyond five adds $8, so a team of ten pays $88 a month. Solo, at $28, caps you at 100 quotes a month for one person.
The limit is everything after the yes. Quotient does not do your accounting. The accepted quote has to reach QuickBooks or Xero for invoicing, so check that connection before you commit.
- Unlimited quotes for up to 5 members at $48 a month
- Customer accepts the quote online
- Only $8 per extra member
- ✓Cheapest flat price for a team of five
- ✓Quotes look professional with little setup
- ✓Simple to roll out to a team
- ✗Not an invoicing or accounting tool
- ✗Solo plan capped at 100 quotes a month
- ✗No full pipeline
The best pick for a service team that only needs great quotes and already has accounting software. If you need approvals and invoicing in one place, Zoho Books does both.
QuickBooks Online
Most US small businesses meet QuickBooks through their accountant. If that is you, the easiest quoting tool is the one already in your books. Estimates live in QuickBooks Online, and an accepted estimate turns into an invoice without retyping a line. Revenue, sales tax and payments then flow into the same ledger your accountant closes each month.
The catch for a team is the user count. Simple Start is a single seat at $38 a month. Essentials covers three users for $85. Plus covers five users for $140, which is your bill for a five-person team. Ten people push you to the top tier, Advanced, at $340 a month.
QuickBooks is accounting software first. Its estimates are fine for line items, but they are not built for long proposals or tiered options. Teams that send rich proposals often pair it with PandaDoc and keep QuickBooks for the invoice.
- Estimate to invoice inside your books
- Sales tax and payments in the same ledger
- Your accountant already knows it
- ✓No double entry between quoting and accounting
- ✓Familiar to almost every US bookkeeper
- ✓Free plan for a single user
- ✗Seats are capped by plan
- ✗Ten users means the $340 Advanced tier
- ✗Basic estimate layout
Stay with QuickBooks if your books live there and your quotes are simple line items. Past five users, Zoho Books costs a fraction of it.
PandaDoc
PandaDoc is a proposal tool, not accounting software. The cover letter, the pricing table pulled from your product catalog, the terms and the signature all live in one document. For a team selling projects worth thousands of dollars, where the buyer passes the offer around internally, it produces the most complete document on this list.
Business, at $49 per seat a month billed annually, adds the product catalog, custom quotes and the CRM integration. Five users pay $245 a month, ten users $490. Approval workflows let a manager sign off on a discount before the proposal goes out.
The trade-off is plain: PandaDoc does not invoice. The signed proposal has to travel to QuickBooks, Zoho Books or another invoicing tool. It sits on top of your stack; it does not replace any of it.
- Proposal, pricing and e-signature in one document
- Manager approval before a quote goes out
- Product catalog shared by the team
- ✓Best-looking proposals on this list
- ✓Approvals and e-signature together
- ✓Works with major CRMs
- ✗No invoicing
- ✗Priced per seat
- ✗Overkill for short line-item quotes
Add it when your deals are large and go through several decision-makers. For short quotes, Quotient or Zoho Books is enough and costs far less.
Pipedrive
Pipedrive is a CRM first. It makes this list because plenty of small businesses already run their sales in it, and on Premium, quotes and e-signatures come straight from the deal. The rep stops copying the customer and the products into another app.
The bill grows with the team. Premium costs $59 per seat a month billed yearly. Five reps pay $295 a month, ten reps $590. On cheaper plans, quotes go through the Smart Docs add-on, from $32.50 a month.
The hard limit: Pipedrive does not invoice. Once the quote is signed, you need invoicing software connected behind it. Our page on CRMs with invoicing compares those setups.
- Quote built from the deal, no retyping
- E-signature included on Premium
- Pipeline and forecasts for the whole team
- ✓Highest-rated CRM in this ranking
- ✓Quote and signature on the same screen as the deal
- ✓Pipeline and forecasts shared by the team
- ✗No invoicing: a second tool is required
- ✗Per-seat pricing adds up fast
- ✗Quotes only on Premium or with an add-on
The right call if your team already lives in Pipedrive: keep quotes in the CRM and plug invoicing in behind. Starting from scratch, Zoho Books plus Zoho CRM costs less at ten users.
What quoting software costs at 5 and 10 users
The price on a pricing page is for one person. A small business pays for a team, and three things move the bill: per-seat pricing, seat caps per plan, and annual discounts.
5 users: the typical sales team
10 users: two teams or two offices
What the price leaves out
- Count the people who create quotes, not the ones who read them.
- Ask which plan includes manager approval on discounts.
- Check the user cap of each plan before you hire.
- Test the link from accepted quote to invoice during the trial.
- Get a fixed, capped quote from any Odoo partner.
- Put the renewal date of any annual plan in your calendar.
Other tools you will run into, and why they are not here
These names show up in every list. Some are good, but they answer a different question, or they cost more than a small team needs.
Proposify: proposals, with a platform fee
Not rankedProposify does proposals well. Build is $39 per user a month billed annually, $49 monthly; Grow is $65. Scale is $107 plus a $12,800 yearly platform fee, and plans have monthly send caps with overage charges. For a small team, PandaDoc covers the same need with fewer surprises.
- Build
- $39 per user, yearly
Wave and Zoho Invoice: built for one
Other pageWave and Zoho Invoice are free and send good estimates for one person. They have no discount approval and few roles. Our general quoting software ranking compares them.
- Team size
- 1 to 2 people
Enterprise CPQ suites
Too bigCPQ stands for configure, price, quote: software that builds complex quotes from rules. It suits companies with hundreds of products and pricing rules per region. A team of ten rarely needs it, and these suites sell on quote, with long implementations.
- Fit
- Large sales teams
Six settings that fix team quoting
The tool does not fix everything. In a growing team, quotes go wrong because everyone keeps their own price list, or because nobody follows up. Six fixes drawn from customer reviews and pricing pages.
Import one locked price list
BeforeClean your products and prices before you invite the team, and import them once. Take away the right to edit list prices from reps: they give discounts, they do not rewrite the price. That is the only way to keep your margin readable.
- Permissions
- One role edits prices
Set a discount threshold
ApprovalPick a percentage above which a manager approves the quote. Zoho Books Professional and PandaDoc Business handle it inside the tool. Elsewhere, write the rule down and enforce it: a habitual 15% discount costs more than any subscription.
- Built-in approval
- Zoho Books, PandaDoc
Buy seats for quoters only
CostCount who creates quotes, not who reads them. A manager who only approves may need a seat; a colleague who only checks status often does not. On per-seat tools, each removed seat saves $49 to $59 a month.
- Saved per seat
- $49 to $59 a month
Stay at five on Quotient Team
PricingTeam covers five members for $48. The sixth costs $8. If you are at six, ask whether that person really sends quotes before adding the seat.
- Extra member
- $8 a month
Cancel in writing, early
ContractBad reviews of annual plans tell the same story: an automatic renewal nobody saw coming. Put the renewal date in your calendar and send your cancellation in writing two months ahead. Keep the confirmation.
- Suggested notice
- Two months
On Odoo, stay standard
ImplementationEvery line of custom code gets paid for twice: when it is written, and at every version upgrade. Fit your process to Odoo's quote templates rather than the other way round, and ask any partner for a capped quote with maintenance priced in.
- Rule
- No custom code in year one
Your case is a bit different? Go here
This page covers quoting as a team. These pages answer the questions next door.
Wave, Zoho Invoice and other solo picks.
You quote construction jobsThe best construction estimating softwareTakeoffs, assemblies and progress billing.
You want to invoice from your CRMCRMs with invoicingFrom pipeline to invoice, tool by tool.
You mainly need to invoiceThe best invoicing software for small businessInvoices, payments and per-user cost.
You are picking a CRM firstThe best CRM for SMEsPipeline, team and cost per user.
You sign more than your tool allowsThe best electronic signature softwareWhen the built-in signature runs short.
Quoting software for small business · FAQ
What is the best quoting software for a small business?
For a team, Zoho Books gives you quotes, manager approval and invoicing for $40 a month for five users billed yearly. If your books are in QuickBooks, use its estimates. If you only need fast quotes, Quotient Team is $48 a month for five.What is the difference between a quote, an estimate and a proposal?
A quote is a fixed price the customer can accept. An estimate is an approximate price that may change. A proposal wraps the price in a pitch: scope, timeline, terms. Most tools here handle quotes and estimates; PandaDoc is built for proposals.Do I need CPQ software?
Probably not under fifty people. CPQ builds quotes from complex pricing rules across hundreds of products. A shared price list, a discount threshold and manager approval, which Zoho Books or PandaDoc give you, cover what most small teams need.Can a manager approve discounts before a quote goes out?
Yes, in some tools. Zoho Books includes sales approvals from its Professional plan, and PandaDoc has approval workflows on Business. Elsewhere, set a written threshold above which a manager reviews the quote before it is sent.Is per-seat or flat pricing better for a sales team?
Flat pricing wins as the team grows. At ten users, Zoho Books costs $60 a month billed yearly and Quotient $88, against $490 for PandaDoc Business and $590 for Pipedrive Premium. Per-seat tools earn their price only if you use their extra features.Can customers sign or accept a quote online?
Yes, with every tool on this list. Quotient and Zoho Books let the customer accept from a web page or portal. Pipedrive Premium and PandaDoc add a full e-signature. Odoo adds online signature and payment on the quote itself.Can I quote in my CRM and invoice in my accounting software?
Yes, and many teams do. Pipedrive quotes from the deal, then a connection sends the signed quote to QuickBooks or another invoicing tool. Test that link during the trial, because a broken sync means retyping every invoice.