For MSPs, speed and accuracy in quote creation can be the difference between winning and losing a deal. Yet, many still lean on manual, outdated quoting methods that slow down the sales process and leave room for costly errors. That’s where MSP quoting software can step in as a smarter, faster way to automate quoting, reduce errors, and keep your sales process moving at full speed.
With capabilities like automation, real-time pricing and inventory from distributors, and seamless integration with PSA and accounting platforms, quoting software empowers MSPs to scale, enhance client experiences, and close deals faster. Let’s break down why quoting software should be an essential component of the modern-day sales stack.
Revolutionizing Sales with MSP-Focused Quoting Tools
Wade Yeaman
Manual quoting creates bottlenecks, particularly when opportunities are plentiful. As Wade Yeaman, former CEO and founder of Fluid IT Designs, put it:
“Quoting software may be viewed as non-essential or a luxury, until it isn’t. Meaning, that if the MSP is small and/or their pipeline is small, doing one quote a month manually may not be a big deal. However, if you are fortunate enough to have a robust pipeline, quoting suddenly becomes critical because slow response time will literally cost you sales.”
Purpose-built quoting tools eliminate the chaos of spreadsheets by consolidating products, pricing, and templates into a single platform. That centralization enables faster, more accurate quotes that improve client perception and reduce internal friction. No more dealing with spreadsheets or losing track of versions. Today’s MSP quoting software offers a smooth experience that helps both the MSP and their important clients.
Enhancing Efficiency in Quote Generation
Arvind Parthiban
Modern quoting platforms simplify and accelerate the quote creation process through automation and intuitive interfaces. Instead of toggling between tools or performing manual calculations, MSPs can produce branded, error-free quotes in minutes.
“Efficient and professional quoting is paramount for accelerating sales and driving revenue growth for MSPs,” said Arvind Parthiban, co-founder and CEO of SuperOps. “Your quotes are a direct representation of your brand, so branding and customization capabilities are vital.”
From pre-built templates and price lists to auto-calculations and margin controls, the automation capabilities in modern MSP quoting software let sales teams focus on closing, not quoting. With this new speed, MSPs can create more quotes without losing accuracy, which helps boost their sales and income.
Automating the Sales Cycle, Not Just the Quote
Quoting software doesn’t stop at the quote. Leading solutions support full sales cycle automation, including quote approval, conversion to invoices, and integration with procurement and delivery workflows. This quote-to-cash flow helps reduce manual errors, accelerates response times, and ensures better alignment between teams.
“We always pause and document the current ‘as is’ business process and the desired ‘to be’ process before jumping into the weeds on quoting software,” Yeaman advised. “Does quoting only need to cover monthly recurring services, or do you want it to cover quoting procurement for customer hardware and software? That can mean the difference between needing 10 quotes a month versus 100.”
Key Benefits of Implementing MSP Quoting Software
Quoting software unlocks a variety of business benefits:
- Speed: Quotes go out faster, which shortens the sales cycle and increases close rates.
- Accuracy: Automated pricing and configurations reduce costly mistakes.
- Consistency: Centralized templates ensure all quotes align with brand standards.
- Productivity: Teams spend less time quoting and more time selling.
- Visibility: Integrated systems provide better tracking, follow-up, and forecasting.
“Features such as quote versioning and the ability to directly convert accepted quotes into invoices can significantly enhance your team’s efficiency,” said Parthiban.
Accelerating Sales with Faster Quote Turnaround
Paul Daigle
Speed is a competitive advantage. Fast, accurate quotes make clients feel prioritized and increase the chances of conversion. Features like reusable templates, catalog integrations, and automated pricing calculations help MSPs respond to RFPs and client requests within hours instead of days.
“Speed and ease of quote creation and customization lead to a better customer experience,” said Paul Daigle of the Business Advisory Board. “Integration with distributors for real-time pricing and availability [can make all the difference in competitive deals.]”
Improving Accuracy and Reducing Errors
Manual entry leaves too much room for error. Quoting platforms eliminate common issues like misquotes or pricing inconsistencies by pulling real-time data from product catalogs, integrating with distributors, and applying standard margins or discounts automatically.
This level of accuracy makes quotes look more professional and helps build trust with clients. This leads to less time correcting mistakes, fewer client frustrations, and better profitability.
Integrating with Existing MSP Workflows
Quoting solutions gain maximum value when integrated with your PSA, CRM, and accounting systems. Whether you’re using ConnectWise, Autotask, Kaseya, QuickBooks, or Xero, top quoting platforms offer APIs and pre-built integrations to avoid duplicate data entry and reduce the risk of errors.
“Most MSPs have deployed some level of PSA software like ConnectWise or Kaseya,” noted Yeaman. “PSA platforms typically have a quoting component, albeit at an additional cost…but that quoting module may be underwhelming. That forces MSPs to weigh the pros and cons of third-party quoting tools that may or may not integrate well.”
These integrations also support workflow automation, like triggering quote creation from support tickets or syncing approved quotes with project schedules. This easy connection creates a smooth way to handle the full client process, starting from the first quote to the project delivery and later stages.
Streamlining Operations and Enhancing Productivity
Quoting software allows MSPs to centralize quoting functions, reduce tool sprawl, and improve collaboration. Everything from product SKUs and pricing to customer terms and approval processes can be managed from one dashboard.
“To foster strong client relationships, look for features that support client collaboration, enabling real-time interaction and ensuring transparency throughout the quoting process,” Parthiban added.
With less time spent hunting for information, chasing approvals, or correcting mistakes, teams can focus on higher-value tasks like consultative selling, onboarding, or service delivery.
Choosing the Right Quoting Platform
When evaluating quoting software, Daigle urges MSPs to consider the following:
- Speed and ease of quote creation and customization.
- Integration with distributors for real-time pricing and availability.
- Automation features that streamline approvals and follow-up processes.
- Choosing the right MSP documentation software
“It may be okay to put in a quoting system knowing it will only be a stopgap for a year or two,” said Yeaman. “But that decision should be made proactively and not reactively.”
MSPs should audit their current quoting process, define their desired outcomes, and choose tools that meet those needs today with room to grow tomorrow.
Conclusion
Quoting software isn’t just a sales tool; it’s a competitive differentiator. For MSPs aiming to increase efficiency, accuracy, and sales velocity, the right quoting solution can transform the way business is done. By integrating with key platforms, automating tedious tasks, and delivering polished, professional quotes faster, MSPs can boost win rates and build stronger client relationships.
MSPs looking to quote smarter and sell faster should prioritize making quoting software a core part of their sales strategy.
Frequently Asked Questions
Q: How does MSP quoting software improve the sales process?
A: It accelerates quote creation, improves accuracy, automates workflows, and integrates with PSA and accounting platforms, reducing time-to-close and improving client satisfaction.
Q: What are the key features of MSP quoting software?
A: Look for centralized quote management, customizable templates, automated distributor pricing, approval workflows, client collaboration tools, and seamless PSA integration.
Q: Is MSP quoting software customizable for unique MSP needs?
A: Yes. Leading platforms like QuoteWerks and SalesBuildr allow deep customization across branding, pricing rules, workflows, and integrations to match your MSP’s processes and goals.
ChannelPro has created this resource to help busy MSPs streamline their decision-making process. This resource offers a starting point for evaluating key business choices, saving time and providing clarity. While this resource is designed to guide you through important considerations, we encourage you to seek more references and professional advice to ensure fully informed decisions.
Image credit: DALL-E
