9 Best Free Quotation Management Software Tools in 2026 (Compared)
The best free quotation management software in 2026 depends on what your quote has to do after it is sent. If it needs to become an invoice, a payment record and a stock movement, Fuzen's free ERP template is the strongest free option because it has no document cap and connects quoting to the rest of your operations. If you want something proven and off the shelf today, Zoho Invoice is free forever with estimates that convert to invoices in one click. If your quote is a designed sales document that has to be signed, PandaDoc is worth paying for.
This guide compares 9 quotation management tools with real 2026 pricing, shows exactly what each free tier does and does not cover, and walks through how to make a professional business quotation step by step.
Why manual quoting quietly costs you deals
Almost every small business starts with a Word template or a spreadsheet, and for the first few dozen quotes that works. The problems arrive gradually, and none of them announce themselves as a quoting problem.
Every quote is rebuilt from scratch
You open last month's quote, save-as, and edit the numbers. Half an hour per quote, and the old customer's name survives in the footer more often than anyone admits.
Pricing mistakes go out signed
A stale unit price or a tax line copied from the wrong template turns a profitable job into a break-even one, and you cannot take the number back once the customer has accepted it.
Nobody knows which quote is live
Three versions sit in email, one in a shared drive, one in someone's downloads folder. When the customer calls to accept, nobody can say for certain what they are accepting.
Follow-ups never happen
Most quotes are lost to silence rather than to a cheaper competitor. With no status field and no follow-up view, an unanswered quote quietly becomes a lost deal.
Accepted quotes get retyped as invoices
The same line items go in twice, which doubles the data entry and doubles the chance of a mismatch between what the customer agreed to and what you billed.
The paid alternative is oversized
Full CRM and ERP suites solve all of this, then charge per user per month for a hundred features you will never open. For a business sending 20 or 30 quotes a month, that maths rarely works.
None of this is a discipline failure. It is what happens when the tool has no memory: a document has no idea what you charged last week, whether the customer replied, or whether the job was ever invoiced. Quotation management software fixes it by holding the customer, the price list and the status in one place, so the document is an output rather than the system.
The 9 best quotation management tools at a glance
These tools are not interchangeable. Three are genuinely free, three are proposal-design tools that charge per user, two are India-focused billing apps, and one is a CRM feature that used to be free and no longer is. The table shows what each is actually for.
| Tool | Pricing (2026) | Free tier | Key strength | Key limitation |
|---|---|---|---|---|
| Fuzen free ERP template | Free, no document cap | Yes, unlimited | Quoting connected to invoicing, stock and payments; AI-customisable | Quote status and follow-up views are added via AI, not preset |
| Zoho Invoice | Free forever | Yes, 2 users / 500 invoices per yr | Estimate to invoice in one click, tax handled | 2-user cap limits sales teams |
| Refrens | From about Rs 400/mo | Yes, 15 documents per yr total | Full Indian document set including quotations | Free cap counts all document types together |
| Vyapar | Paid annual plans | Trial only | Strong offline India GST billing | Quoting is a secondary feature |
| PandaDoc | $19 to $49/user/mo | 5 docs per month | Designed quotes with e-sign, view tracking and payments | Per-user pricing scales badly for teams |
| Better Proposals | $19 to $49/user/mo | 14-day trial | Purpose-built proposal software | Starter capped at 5 proposals per month |
| Qwilr | $35 to $59/user/mo | 14-day trial | Interactive web-page quotes with selectable options | Expensive; no formal PDF-first workflow |
| Bonsai | About $19 to $49/mo | Trial only | Proposal, contract and invoice in one subscription | Cheapest tier excludes proposals |
| HubSpot quotes | Paid Revenue Hub seat | No, not since Sept 2025 | Quotes attached to CRM deal records | No longer free for new accounts |
Pricing reflects publicly listed plans as of July 2026 and changes often. Verify on each vendor's pricing page before purchasing. Fuzen pricing for custom builds is one-time plus flat hosting, quoted per scoping call.
How we compared these quotation tools
We scored each option on the five things that decide whether quoting gets easier or just moves house:
- What the free tier really covers - free forever, or free until you rely on it
- Quote to invoice - whether an accepted quote becomes an invoice without retyping
- Stored customers and price list - whether quotes assemble from saved data or get typed each time
- Status and follow-up - whether you can see what is open, and chase it
- Tax and compliance - GST handling and filing data, not just a tax line on a PDF
Pricing comes from each vendor's public pricing page as of July 2026. Where published figures differ between sources, we say so rather than pick the flattering one.
1. Fuzen free ERP template - best free option with no document cap
Fuzen's ERP template is a ready-to-use business management app you install for free and then shape to your own workflow. It is the broadest free option in this list because it does not stop at the document: your customers, price list, stock, payments and reports all live in the same app, which is what removes the retyping between a quote, an invoice and a payment record.
Watch: creating a professional quotation in the free Fuzen template, start to finish, in under 90 seconds.
The template ships with the parts of quoting that are the same for every business: a customer and supplier ledger, an item catalog holding your products, services, units, prices and GST rates, professional PDF document generation, payment tracking with multi-invoice allocation, stock levels with low-stock alerts, and a dashboard covering sales, collections and outstanding balances. Because pricing and customers already live in the system, producing a quote is a matter of picking a customer and adding line items rather than editing last month's file.
The part most businesses need to change is the quote-specific layer: your own quotation numbering, a validity date, a status field for draft, sent, followed up, accepted and lost, and the follow-up view that goes with it. That is what Fuzen AI is for. You describe the fields, statuses and reports you want in plain English and it modifies the app, so the system ends up matching how your team actually quotes instead of forcing the reverse.
Install the free template See all features
Pros
- Genuinely free with no cap on documents or users
- Item catalog with prices, units and GST rates, so quotes assemble from saved data
- GST-compliant invoicing with automatic CGST, SGST and IGST plus GSTR-1 exports
- Payment tracking with allocation across multiple invoices
- Customisable with Fuzen AI: add quotation numbering, validity dates, status fields and custom reports without coding
Cons
- Broader than a pure quoting tool, so there is more to set up on day one than with a single-purpose app
- Quote-specific status tracking and follow-up views are something you add via AI customisation rather than a preset module
- No built-in e-signature; pair it with a signing tool if you need countersigned quotes
- Runs on Fuzen's managed platform: your data is yours and exportable, and Fuzen handles the hosting
Bottom line: The strongest free starting point if you want quoting to connect to invoicing, stock and payments rather than sit in its own silo.
2. Zoho Invoice - best free off-the-shelf quoting tool
Zoho Invoice is the rare tool that is free permanently rather than free until you rely on it. You create an estimate, send it, and convert it to an invoice in one click when the customer accepts, with tax handled along the way. For a business that wants a quoting workflow working this afternoon and does not want to configure anything, it is the fastest credible answer.
Pros
- Free forever with no credit card required
- Estimates convert to invoices in one click, so nothing gets retyped
- Tax handling, customer portal and payment reminders included on the free plan
- Mature and stable, with a large ecosystem behind it
Cons
- Capped at 2 users, which rules out a sales team of any size
- 500 invoices per year is generous for quoting but a real ceiling for high-volume billing
- Templates are configurable but you work within Zoho's structure, not your own
- Growing past it usually means moving into paid Zoho products
Bottom line: The best free option if you want something proven and off the shelf; the 2-user cap is what eventually pushes teams off it.
3. Refrens - best free tier for Indian SMBs
Refrens is built around the full set of Indian business documents rather than invoices alone: quotations, proforma invoices, purchase orders, credit and debit notes and delivery challans all sit in one place, with client management and email or WhatsApp reminders. That breadth is its strength, and the free tier is where the catch lives.
Pros
- Covers the full Indian document set including quotations and proforma invoices
- Clean, quick document creation with GST handling
- Client management with email and WhatsApp payment reminders
- Low paid entry point compared with global proposal tools
Cons
- The free plan's 15-document annual cap counts every document type together, so it is a trial in practice
- 2 team members on the free tier
- Paid tier names and prices have shifted; check the current pricing page before committing
- Reporting is lighter than a full ERP if you also need stock and cost visibility
Bottom line: A good fit for Indian SMBs who want one tool for every document type, provided you plan on paying; the free tier will not carry regular quoting.
4. Vyapar - best for GST billing with quoting attached
Vyapar is a GST billing app first, with quotations, delivery challans and purchase orders alongside. If your day is mostly billing and your quoting is occasional, that ordering suits you. If quoting is the centre of your sales process, a tool built the other way round will fit better.
Pros
- Strong, well-established India GST billing workflow
- Works offline on desktop and mobile, which matters in shops and on site
- Quotations, delivery challans and purchase orders included
- Inventory and party ledgers built in
Cons
- No permanent free tier, so free quoting is off the table
- Annual pricing varies by reseller and by desktop or mobile bundle; verify on Vyapar's own pricing page
- Quoting is a secondary feature rather than the product's focus
- Customisation is limited to what the app exposes
Bottom line: Pick it if GST billing is the primary job and quotes are a side task; look elsewhere if the quote is the centre of your sale.
5. PandaDoc - best for polished, e-signed proposals
PandaDoc is where quoting turns into document workflow: a template library, approval routing, embedded e-signature, view tracking and payment collection inside the document. If your quote is a sales asset that has to look good and get countersigned, this is the category leader.
Pros
- Strong template library and genuinely polished output
- E-signature and payment collection built into the document
- View tracking shows when a prospect opened your quote
- Approval workflows and CRM integrations on the Business plan
Cons
- Priced per user per month, so a sales team gets expensive quickly
- The free plan's 5 documents a month is a trial rather than a working tier
- No stock, cost or GST-filing side, so you still need accounting software alongside
- CRM integrations sit behind the $49/user/mo Business tier
Bottom line: Worth the money when the quote document itself wins the deal; overkill if you mainly need accurate numbers out the door fast.
6. Better Proposals - best for high-volume proposal senders
Better Proposals does one thing: proposals that get signed and paid. The tiering is unusual and worth reading carefully, because it is volume-based rather than feature-based, so the plan you need depends on how many proposals you send each month rather than which features you want.
Pros
- Purpose-built for proposals, with a strong template set
- E-signature and payment built in
- Volume-based tiers are easy to reason about once you know your monthly count
- Fast to get a professional-looking document out
Cons
- No free tier at all, only a 14-day trial
- Starter caps at 5 proposals a month, so most real users land on the $29 tier
- Proposal-first, so it is a poor fit for product quoting with a large price list
- No inventory, GST filing or accounting side
Bottom line: A solid pick if you send many proposals and nothing else; the wrong shape if your quotes are itemised product lists.
7. Qwilr - best for interactive web-page quotes
Qwilr replaces the PDF with a responsive web page the customer can interact with, including selectable options that change the price. For SaaS and services companies selling configurable packages, that is a genuinely better buying experience than a static attachment.
Pros
- Interactive, responsive quotes that look modern on any device
- Buyers can select options and see pricing update
- E-signature and payment collection via QwilrPay
- HubSpot integration on the Business plan
Cons
- No free tier, only a 14-day trial
- Among the more expensive options per user in this list
- Enterprise carries a 10-seat minimum, so mid-size teams face a jump
- Web-page format is a poor fit where customers require a formal PDF on file
Bottom line: Excellent for configurable service packages; unnecessary spend if your customers just want a numbered PDF.
8. Bonsai - best for freelancers who need quotes plus contracts
Bonsai bundles the freelance admin stack: proposal, contract, invoice, time tracking and light accounting under one subscription. For a solo operator the convenience is real, as long as you check which tier actually unlocks proposals, because the cheapest one does not.
Pros
- Proposals, contracts and invoicing in a single subscription
- Well suited to freelance and consulting workflows
- Time tracking and light accounting included
- Client portals available on higher tiers
Cons
- No free tier, and the entry $9 plan excludes the proposal and invoicing features most people want
- Published tier pricing varies across sources; confirm on Bonsai's own pricing page
- Built around service work, not product quoting with a price list
- Limited customisation of the underlying workflow
Bottom line: Good value for a solo consultant who wants one bill for everything; not a fit for product-based quoting.
9. HubSpot quotes - best only if you already pay for HubSpot
HubSpot's quote tool used to be a genuinely free option and is frequently still recommended as one. That is out of date: the modern quote and CPQ builder sits behind a paid Revenue Hub seat, so for a new free-tier account it is not available. Worth knowing before you pick HubSpot expecting free quoting.
Pros
- Quotes sit directly on CRM deal records, so nothing is duplicated
- Strong reporting once the whole pipeline is in HubSpot
- E-signature and payment options available
- Sensible choice if HubSpot is already your system of record
Cons
- Not free for new accounts; requires a paid Revenue Hub Professional or Enterprise seat
- Often still listed as free in older comparison articles
- Overkill and expensive if you only need quoting
- Locks quoting to HubSpot as your CRM
Bottom line: Fine if you already pay for HubSpot; do not choose HubSpot expecting free quoting, because that door closed in September 2025.
How to make a quotation for your business, step by step
Whichever tool you land on, a business quotation needs the same eight parts. Build it once properly and every quote after that is a two-minute job.
Start from your saved customer and price list
Do not open last month's file. Pull the customer's details and the line items from a stored catalog so the prices, units and tax rates are current by default rather than by memory.
Number the quote and date it
Give every quotation a unique sequential number and an issue date. This is what lets you and the customer refer to a specific version, and it is what makes the eventual invoice traceable back to what was agreed.
Set a validity date
State how long the price holds, commonly 15 or 30 days. It protects your margin when input costs move and it creates a natural reason to follow up before the date passes.
Itemise properly
One line per product or service, with quantity, unit, unit price and line total. Bundling everything into a single lump sum invites negotiation on the whole figure instead of on the one line the customer objects to.
Show tax separately
Keep the taxable value, the tax rate and the tax amount on their own lines. For GST, that means CGST, SGST or IGST shown explicitly so the customer can verify the treatment and your filing lines up later.
Spell out terms
Payment terms, advance required, delivery or completion timeline, and what is explicitly excluded. Most quote disputes are scope disputes, and the exclusions line prevents more of them than any other sentence.
Add an acceptance path
A signature block, an approval line, or a link the customer can click to accept. Make saying yes a single action rather than a reply-all thread.
Log the status and set a follow-up
Mark the quote sent, note when you will chase it, and record the outcome as accepted or lost with a reason. This is the step almost everyone skips, and it is the one that turns quoting into a forecast.
The step that changes the numbers: steps 1 to 7 improve the document. Step 8 improves the business. A quote with a status field and a follow-up date is a forecast; a quote sitting in a sent-items folder is a hope.
Want to stop quoting out of spreadsheets this week?
Install Fuzen's free ERP template and you get your customer ledger, item catalog with prices and GST rates, professional PDF documents, payment tracking and stock in one app. No document cap, no per-user fee. Then use Fuzen AI to add your own quotation numbering, validity dates and status tracking.
How to choose the right quotation software for your business
The right answer depends less on features than on what you sell and who signs. Match yourself to one of these five profiles.
You sell products from a price list
Your quote is an itemised list of goods with tax, and it needs to become an invoice and a stock movement afterwards. Document-design tools solve the wrong half of that problem.
→ Pick: the free Fuzen ERP template or Zoho Invoice
You are a freelancer sending a handful of quotes a month
Volume is low and the document matters more than the back office. Free tiers are genuinely enough here.
→ Pick: Zoho Invoice free, or Bonsai if you also want contracts
You are an agency where the proposal wins the deal
Your quote is a sales document that has to look excellent, get signed and take a deposit. Pay for that.
→ Pick: PandaDoc or Better Proposals
You are an Indian SMB that needs GST-compliant documents
You need CGST, SGST and IGST handled correctly and filing data that lines up at the end of the quarter, not just a pretty PDF.
→ Pick: the free Fuzen ERP template, Refrens or Vyapar
Your quoting logic is what makes you money
Approval thresholds before a discount goes out, slab or quantity-based pricing, configurable products, or quotes that must read live stock and cost. No template will hold this.
→ Pick: a custom build
When an off-the-shelf quotation tool will never fit
Every tool above assumes your quoting works roughly the way its designers imagined. For most businesses that is fine. For some, quoting is the thing that makes the money, and the mismatch shows up as spreadsheets running alongside the software: a discount approval matrix, a slab-pricing sheet, a configurator that decides which options are compatible, a live cost sheet someone maintains by hand.
Those are the cases where a custom quoting system pays for itself, because the logic you keep in spreadsheets is exactly the logic that should be enforced by the app. Fuzen builds these done-for-you:
STEP 1
Walk us through how you quote today on a scoping call. Pay 10 percent to start.
STEP 2
Fuzen's AI builds the 90 percent that is the same across every quoting system.
STEP 3
The team hand-finishes the 10 percent specific to your pricing rules and approvals. Delivered in 3 to 4 weeks.
STEP 4
Review the finished app. Pay the remaining 90 percent only when you approve.
If the app is not right, you do not pay the balance. Compared with three years of per-user subscriptions across a sales team plus the spreadsheets you keep anyway, a one-time build is usually the cheaper path. See how done-for-you custom software works, or read our breakdown of what it costs to build a business app.
Frequently Asked Questions
What is quotation management software?
Quotation management software is a tool that lets you create, send, track and store business quotations from one place instead of rebuilding them in Word or Excel each time. A proper quotation management system stores your customers and price list, generates a numbered professional document, tracks whether each quote is draft, sent, accepted or lost, and converts an accepted quote into an invoice without re-entering the line items.
What is the best free quotation software in 2026?
For a genuinely free option with no document cap, Fuzen's free ERP template is the strongest choice: you install it at no cost, it includes your item catalog, pricing, professional PDF document generation, payment tracking and GST-compliant invoicing, and you can add quotation-specific fields and status tracking using Fuzen AI. Zoho Invoice is the best free off-the-shelf alternative, with estimates and one-click conversion to invoice, capped at 2 users and 500 invoices per year. Refrens has a free tier but caps you at 15 business documents per year in total.
How do I make a professional quotation for my business?
A professional business quotation needs eight things: your company details and logo, the customer's details, a unique quotation number and date, a validity or expiry date, itemised line items with quantity and unit price, tax treatment shown separately, clear terms covering payment and delivery, and a signature or acceptance line. Build it once as a template so every quote you send is consistent, then generate each new quote from your saved customer and price list rather than typing it from scratch.
Can I create quotations without coding?
Yes. Every tool in this guide is a no-code product. If you need a quotation system that matches your own workflow rather than a generic template, Fuzen's AI Builder generates a working quotation app from a plain-English description, including the database, user logins and hosting, and you refine it in a no-code editor afterwards. No coding is involved at any stage.
How do I track quotation status and follow-ups?
Add a status field to every quote (draft, sent, followed up, accepted, lost) and a validity date, then review anything still open past its follow-up date once a week. Most quotes are lost to silence rather than to a competitor's price, so the follow-up view matters more than the document design. Purpose-built proposal tools like PandaDoc and Better Proposals add view tracking so you can see when a customer opened your quote.
What is the difference between a quotation, an estimate and a proposal?
A quotation is a firm price for defined work, usually valid for a stated period. An estimate is an approximate figure that can change once the work is scoped. A proposal is a longer document that sells the approach and the team alongside the price. Small businesses selling products or standardised services need quotations; agencies and consultants selling bespoke work usually need proposals, which is why proposal-first tools cost more.
Does free quotation software include GST or tax calculation?
Some does. Zoho Invoice handles tax on estimates and invoices on its free plan, and Fuzen's free ERP template generates GST-compliant invoices with automatic CGST, SGST and IGST calculation plus GSTR-1 exports. Proposal-first tools such as PandaDoc, Better Proposals and Qwilr focus on the document and e-signature rather than statutory tax reporting, so businesses that need GST filing usually pair them with separate accounting software.
When should I build a custom quotation system instead of using a tool?
Build custom when your quoting logic is the thing that makes you money and no template fits it: multi-tier approval before a discount goes out, quantity or slab-based pricing rules, configurable products where options change the price, or quotes that must pull live stock and cost data. Fuzen builds these done-for-you in about 3 to 4 weeks with a 10 percent advance and the remaining 90 percent due only on approval, which is usually cheaper than three years of per-user subscriptions across a sales team.
Related reading
- Fuzen free ERP template - the free app used in the video above
- Small business ERP software - when quoting is one module of a bigger operation
- Small business CRM - if the problem starts earlier, at the enquiry
- Custom CRM software - quoting built around your own sales process
- How much does it cost to build a business app?
A quotation tool gives you a document. A quoting system gives you a pipeline.
Start free with the Fuzen ERP template, or have us build a quoting system around your own pricing rules and approvals in 3 to 4 weeks. Pay 10 percent to start, 90 percent only on approval.
Install the free template Get a scoped quote