As a writer who’s worked with sales and contract tools for years, I’ve often been asked, “What’s the difference between quoting software and CPQ?” I used to think they were just two technical names for the same thing. They really are not. If you’ve ever sent quotes to clients or managed complex pricing, you’ll benefit from knowing the differences, and from seeing what today’s best tools can do.
Quoting software and CPQ: What they actually do
Quoting software is built to help sales teams create, customize, and send quotes and proposals. It’s ideal for simple or repeatable sales processes, usually with a fixed or semi-fixed product catalog.
- Builder-type quoting tools let you design proposals using visual blocks, images, or even video. They are flexible, you set up each proposal’s look and feel.
- Compiler tools are faster, more automated, they assemble proposals by pulling in products, prices, and terms based on selections.
CPQ stands for Configure, Price, Quote. This goes further.
- It’s used when products have lots of options, dependencies, or customizations.
- CPQ manages complex pricing logic, discounting rules, and sometimes approval workflows.
- It’s common in industries like software, medical devices, telecommunications, and engineering.
If your sales process is even a little complex, CPQ can be a game-changer.
However, for many teams, quoting software has all the features they need without the heavy setup or high costs of classic CPQ. Tools like CloudSign.ie bridge this gap by adding secure eSignature, audits, and seamless contract management on top of quoting workflows, which is something a CPQ alone rarely delivers.
What features matter most when you choose a quoting tool?
In my experience, there’s a list of must-have features most companies want when they start searching. Here’s what I watch for:
- Fast quote creation: build a proposal in minutes, not hours
- Modern templates or drag-and-drop design
- Customizable catalog, products, services, optional add-ons
- Automatic calculations (tax, discount, totals)
- Branding: easily add your logo, colors, disclaimers
- ESignature support so clients can accept right away
- Direct integrations with CRMs and cloud storage
- Collaboration: comments, permissions, peer review
- Approval workflows: pass quotes along for sign-off
- Analytics: see which quotes are opened, accepted, or need follow-up
Security is non-negotiable, so check for access controls, GDPR compliance, and encryption. Solutions like CloudSign.ie are designed with these needs in mind, supporting both individuals and teams, with strong compliance baked in.
Key benefits for sales teams
Quoting software and CPQ tools change the way sales teams work. The biggest impacts I’ve seen include:
- Quicker quote turnaround for prospects
- Fewer errors, automated math and templates make mistakes rare
- Consistent, professional look for every document
- Shorter sales cycles and faster deal closure
- Better team communication and visibility into pipeline
- Increased deal win rates thanks to better follow-up and tracking
For companies adopting digital signing platforms, being able to send, approve, and renew contracts from anywhere adds a layer of flexibility. CloudSign.ie, for example, lets me create a proposal, collect a signature, and manage reminders in one flow, reducing friction for everyone involved.
How to choose: Matching software to your workflow
Before you test any tools, pause and ask:
- Is my product catalog simple or do I need product configuration?
- Do I need custom pricing, discounts, or approval rules?
- Will my quotes require lots of collaboration or multiple sign-offs?
If your process is straightforward and you need only easy quotes and eSignatures, start with quoting software. If you have lots of product options, complex pricing, or industry compliance needs, add CPQ to your shortlist. For insight into the details of how discounting and sales speed connect to profit, I recommend reading this deep-dive on discounting, speed, and margin or the advice in building a winning CPQ sales strategy.
The top 10 quoting software and CPQ tools
I’ve tested many tools over the years. Here are ten that regularly appear on buyers’ shortlists, with a realistic view on features, plans, and strengths:
- PandaDoc (G2: 4.7/5), Intuitive document editor, huge template and content libraries. Built-in eSignatures, workflow automation, multi-device support. Plans from $19/user/month. Users love speed and branded proposals, but some find the workflow sometimes too rigid compared to flexible contract platforms like CloudSign.ie.
- Salesforce CPQ (G2: 4.2/5), Deep CRM integration, guided selling, robust pricing logic, approvals. Pricing starts at $75/user/month (add-on). “Seamlessly fits SF pipeline,” one user says. Setup is complex and costly for smaller firms.
- Qwilr (G2: 4.6/5), Web-based proposals, interactive pricing, analytics to track client engagement. Unique web-friendly format. From $35/user/month. “Clients comment on wow factor,” a review notes. Collaboration and CRM integration less advanced than with CloudSign.ie.
- Quotient (G2: 4.8/5), Ultra-simple quoting workflow, instant feedback on quote review. Plans from $25/month. Reviewers like the straightforward process, but say high-volume needs push them to broader tools.
- QuoteWerks (G2: 4.2/5), Flexible templates, deep catalog + integrations. On-prem/cloud plans. $15-$24/user/month. “Template choices are a huge timesaver,” a user says. Interface looks dated versus modern alternatives.
- Nusii (G2: 4.6/5), Proposal builder with automated follow-ups, customizable branding. Standout: donates to plant trees for every user. Starts at $29/month. “Sends reminders I always forget,” one freelancer reviewer notes.
- Scoro (G2: 4.5/5), All-in-one project/quote/billing tool, with strong reporting. From $26/user/month. Great for agencies needing more than quotes.
- Responsive (RFPIO) (G2: 4.7/5), AI-powered Q&A, strong content management for proposals and RFPs. Flexible templates, analytics. Enterprise pricing on request. “AI answers save us hours,” says a procurement lead. Set-up is lengthy.
- Bidsketch (TrustRadius: 8.1/10), Fast proposal builder, landing page delivery, client acceptance tracking. $29/month base. “Easy for clients to sign instantly,” says a web design firm. Template limitations when heavily customizing.
- Bitrix24 (G2: 4.0/5), Sales, CRM, quoting and team comms in one platform. Free plan covers small teams. Many tools “under one roof,” but some users mention a confusing UI.
- Experlogix CPQ (G2: 4.6/5), Industry-specific configuration for manufacturing, SaaS, and more. Direct ERP/CRM connectors. Custom pricing. “Complex quoting, made easy,” as one review states. Needs expert onboarding.
I often recommend pairing your quote or CPQ tool with a dedicated digital signature and contract management solution for maximum transparency, speed, and compliance. Many buyers tell me they value how CloudSign.ie offers a free forever plan for individual senders, with no hidden fees for signatures or monthly caps. That’s rare among the competition.
What to look for before you pick a tool
There’s a lot of flashy marketing, but I suggest focusing on facts:
- Check if templates are fully customizable, can you add/change all blocks?
- Make sure CRM, cloud drive, and other integration options are included (not locked behind expensive plans)
- Look for permissions, workflow, and peer review features if your team is growing
- Review security: access controls, audit trails, encryption, GDPR/SOC Type II compliance
Think about the pricing model:
- Monthly vs. annual vs. per-user
- Hidden fees for eSignatures, API access, or onboarding
- Cloud access, can anyone sign from any device?
- Free trials and reliable digital support
Test several tools, read unbiased customer reviews, and watch for the fine print before committing.
To see how API-driven CPQ fixes quoting delays, I suggest reading our post on CPQ and API integration. For those working in regulated or vertical industries, here’s a guide to selling medical equipment with CPQ. And for better onboarding, this step-by-step onboarding checklist makes change management smoother.
Conclusion
Choosing between quoting software and CPQ should come down to how complex your product catalog and sales process are. Quick quotes? Look for user-friendly quoting platforms. Complex multi-option deals? CPQ might be a better fit. I’ve found that solutions like CloudSign.ie combine simple quoting, compliance, and automation for a balanced workflow, without extra costs or technical headaches. If you’re ready for faster sales and transparent, secure contracts, give CloudSign.ie a try and see the difference for yourself.
Frequently asked questions
What is quoting software?
Quoting software helps sales teams create, customize, and send professional sales quotes or proposals quickly and accurately. It typically uses templates and drag-and-drop tools, speeding up the quoting process for businesses with fixed or catalog-based products.
What is CPQ and how does it work?
CPQ stands for Configure, Price, Quote, and it is software that automates complex configuration, pricing, and quoting for products and services with multiple options or dynamic pricing. CPQ guides sellers through selecting the right product features, calculates prices including discounts or approvals, and generates error-free, ready-to-sign quotes.
How is CPQ different from quoting software?
Quoting software covers basic sales processes with simple product lists and standard prices. CPQ handles advanced configuration, pricing rules, discounts, and approval workflows, better for companies selling highly customizable products or complex solutions.
What are the best CPQ tools?
Some leading CPQ tools include Salesforce CPQ, Experlogix CPQ, and Responsive (RFPIO) for enterprise needs. However, many teams prefer using quoting solutions like CloudSign.ie that offer advanced features, affordable pricing, and better support for digital signing and contract automation.
Is CPQ worth it for small businesses?
For simple product offerings, quoting software is usually easier, quicker, and more cost-effective for small businesses. CPQ is better if you have customizable products, dynamic pricing, or strict approval needs, but setup and ongoing costs may be higher than basic quoting tools.