Quotation Software for Small Business
Refrens is quotation software for small businesses, freelancers and service firms. Create a professional quote, send it on WhatsApp or email, see when the client opens it and turn the win into an invoice in one click.
What you get
- Quotes in minutes, built from saved clients and items.
- WhatsApp, email or link sharing, with a sent, seen and won status.
- Quotes created from your leads, and access for each sales rep.
- One-click conversion to an invoice, then payment and receipt in the same account.
Trusted by 150K+ businesses in 170+ countries. Start on the free plan with 15 documents a year.
Most quoting software stops at the PDF. Refrens follows the quote all the way to the money.
Built for people who win work by quoting: contractors and repair trades, agencies, consultants, creators and professional practices.
Businesses that use Refrens for quotations
Buyers compare quotes. The fast, clean one wins.
Your client rarely asks only you. They request quotes from several suppliers and compare product, price and speed. The right product at the right price at the right time is the minimum. Miss one and the next name on their list gets the job.
A quick quote with no mistakes also shows professionalism. Before you do any work, it tells the client how you run your business.
Your client Maria asked three suppliers to quote a brake job. Tap a quote to see it.
- Mon 9:00Maria asks three suppliers for a brake job quote.
- Tue 16:00She accepts a quote that arrived first.
- Wed 11:00This quote arrives. The job is gone.
Right product, right price, wrong time. A correct quote that arrives late still loses.
- 1Wrong name. "Lopes" should be "Lopez".
- 2Wrong labor. 3 h × $95 is $285, not $258.
- 3Wrong total. $320 + $285 is $605, not $578.
It arrived fast, but the mistakes made the business look careless. Maria wondered what else would go wrong once the work started.
- Mon 9:05 · CreatedFrom saved client and items in two minutes.
- Mon 9:20 · SharedSent to Maria on WhatsApp. Sent
- Mon 9:40 · SeenMaria opens the quote. You call while she is deciding. Seen
- Mon 11:15 · WonShe accepts online. One click turns it into an invoice. Won
Illustrative scenario.
Wherever you start, the same gaps show up
Pick where you are today.
Word or Excel templates
You copy last job's quote and change the numbers. A stale price or a wrong total slips through. You cannot see whether the client opened the file, so you cannot time your follow-up.
A spreadsheet
A spreadsheet stores prices. It does not send, track or follow up. One moved cell changes a total, and the client sees the mistake before you do.
Other software
Many tools are built around accountants or large sales teams. You wanted to send a price and learn the status. You got a system to learn first. If that is why you left, this is the difference.
New and have never used anything
Refrens can be your first software. You need no accounting knowledge. Add a client, add items and send your first quote.
What changes with Refrens quotation software
Speed.Pick a saved client and saved items. Send the quote in minutes.
Fewer mistakes.Refrens adds the totals. The same items carry into the invoice, so nobody retypes a price.
Visibility.See sent, seen and won on every quote.
Follow-up.Contact the client while they are still deciding, not after they chose someone else.
A professional look.Your logo, colors, layout and fields on every quote.
Handoff.A won quote becomes an invoice in one click.
Four steps from request to paid
Create
Pick a template. Add your items and prices. Or build the quote from a lead.
Send
Share on WhatsApp, email or a link. Download a PDF or print.
Track
Watch the status: sent, seen, won. Follow up while the client is still deciding.
Convert
One click turns the quote into an invoice. Record the payment. Issue the receipt.
Where quoting software fits: after your sales CRM, before your invoicing software
Quoting sits in the middle of a sale. A lead comes in before it. An invoice goes out after it. Refrens connects all three in one account.
Sales CRM
Capture a lead, track its stage and note every follow-up. Then create the quote directly from the lead. See sales CRM software.
Quoting software
Build the quote from saved items, send it on WhatsApp, email or a link and watch it move from sent to seen to won. Hide prices when you want to show items only.
Invoicing software
Convert the won quote in one click. Every item carries over. Send reminders, collect payment online and issue the receipt. See invoicing software.
You do not need all three on day one. Start with quotes. Add leads and invoicing when you need them.
Quoting software features, explained with examples
Every example below is illustrative.
Create a price quote in minutes
Quotation software that builds a clean quote from saved clients and items, with your branding, custom fields, PO numbers, discounts, tax and 150+ currencies.
Create a quote
What it does: Builds a clean quote with your logo, client details, items, quantities and prices.
How it works: Pick a client and items from your saved lists. Refrens adds the totals.
Customizable quotes
What it does: Lets you change your logo, colors, fonts, layout, labels and fields. Use different templates per document type and per client segment.
Want to start from a file? Browse free quotation templates, quote templates or estimate templates. Word and Excel versions are unlimited with no signup.
Custom fields
What it does: Adds your own fields, such as a job code or site address. They carry into reports and exports.
Quotes and estimates
What it does: Creates a firm quote or a softer estimate from the same account.
Customer PO number
What it does: Prints the client's purchase order number on the document.
Discounts, tax lines and multi-currency
What it does: Adds a discount and a tax line. Quotes in 150+ currencies with the exchange rate on the document.
Hide the price and show the items
Send a quote that shows the scope without the numbers, then share the price on a call when you are ready.
Items without prices
What it does: Sends a quote that lists the items and hides the prices. You share the number on a call.
How it works: Choose to hide prices on the document. The client sees the scope.
Send and track every quote
Share quotes on WhatsApp, email or a link, see when they are delivered and opened, follow up on time and let clients accept online.
Share on WhatsApp, email or link
What it does: Sends the quote where the client reads it. WhatsApp, email, a secure link, PDF download or print.
How it works: Click share. Pick the channel. Refrens logs what you sent.
Sent, delivered and opened
What it does: Shows whether the quote went out, reached the client and was opened.
Status: sent, seen, won
What it does: Tracks every quote through its stage. You see which quotes wait, which the client viewed and which you won.
Follow-ups
What it does: Reminds you to chase quotes that sit unanswered.
Client accept or reject
What it does: Your client accepts or rejects the quote online. To respond, the client creates a Refrens account, so both sides work in the same software.
Quote to invoice to receipt
Quote and invoice software in one account: convert a won quote in one click, take deposits, record the payment and issue the receipt.
Convert a quote to an invoice in one click
What it does: Turns an accepted quote into an invoice. Every item carries over. You do not add anything again.
How it works: Open the won quote. Click convert. Review. Send. You can convert part of a quote or convert quotes in bulk.
Installments and deposits on the invoice
What it does: Splits the invoice into stages. Shows a deposit as a deduction.
Payment and receipt
What it does: Records the payment and issues a payment receipt. Clients can also pay online from the invoice, and the payment reconciles into your records.
See the full flow in our invoicing software.
Build quotes from your leads and give each rep access
Open a quote straight from a lead in the built-in CRM, and give every sales rep the exact access they need.
Create a quote directly from a lead
What it does: Opens a quote from a lead in the built-in CRM. Client details fill in. You pick items and send.
More on the CRM: sales CRM software.
Roles and permissions
What it does: Gives each rep the access they need. View-only, create-without-approve or module-specific access.
Custom roles
What it does: Builds a role with exact permissions and reuses it across the team.
Multi-user access
What it does: Everyone works in the same live account. No version conflicts and no emailed files.
Approval workflows
What it does: Routes a quote through approvers with limits, reminders and a full history.
Can one tool create the quote, the invoice and the receipt?
Yes. In Refrens the quote, the invoice and the receipt live in one account.
YouAdd items and send.
RefrensLogs the status: sent, seen.
YouMark the quote won.
RefrensKeeps the status and the history.
YouClick convert to invoice.
RefrensCarries every item over.
YouReview and send.
RefrensTracks views and sends reminders.
YouRecord it, or the client pays online.
RefrensReconciles the payment.
YouIssue the receipt.
RefrensSends proof of payment.
Send quotes without going back to the office
Refrens runs on Android and iOS.
- Create a quote on the job site.
- Send it on WhatsApp before you leave.
- Check the status from the truck.
- Same account as the web app.
Refrens AI on WhatsApp
Create quotations and invoices from a WhatsApp chat. Record payments. Add leads. Check overdue invoices. Connect your account once and choose exactly which permissions the assistant gets. Permissions that delete data stay off unless you turn them on.
Example (illustrative): An HVAC tech types "quote Maria $1,150 for the condenser repair" from the driveway.
Quotation software built for businesses that win work by quoting
You quote before you earn. You wait on a yes. These are the jobs this software does best.
1. Repair and field trades
Professions: plumbing, handyman, roofing, landscaping, auto repair, towing.
Why it fits: You quote on site. The client must approve before you start. You work from a phone.
Features you will use: WhatsApp sharing, client accept or reject, deposits, mobile apps, status tracking.
What you can do: Send a repair quote, get an online approval, start the job and invoice the balance.
Example (illustrative): A shop quotes a $1,240 repair. The owner accepts online. The shop invoices $1,240 when done.
By profession
- Plumbing and handyman: quote from the site by phone.
- Roofing: deposit then balance.
- Landscaping: seasonal contract quotes with a recurring invoice later.
- Auto repair: parts and labor on separate lines, approval before work.
- Towing: standard rate quotes saved as items.
2. Agencies, consultants and engineering firms
Professions: digital marketing, social media, consulting, IT services, web development, engineering firms, professional services.
Why it fits: You scope projects. Several people touch a quote. Clients want a PO number.
Features you will use: quotes from leads, roles and permissions, PO number, custom fields, hidden prices, convert to invoice.
What you can do: Quote from a lead, route above-limit quotes for approval, convert wins to a milestone invoice.
Example (illustrative): An IT firm quotes a $20,000 build, wins it and converts the quote into an invoice with four milestone payments.
By profession
- Digital marketing and social media: package quotes, retainer invoice after the win.
- Consulting: scope quote, milestone invoice.
- IT services and web development: phased quotes with a deposit.
- Engineering firms: project codes and approval limits.
- Professional services: itemized fee quotes.
3. Creators and freelancers
Professions: freelance, graphic design, content writing, photography, videography.
Why it fits: You are the salesperson and the accountant. You need quotes that look professional fast.
Features you will use: saved items, share on WhatsApp, status tracking, follow-ups, quote to invoice.
What you can do: Send a quote, follow up on day three, convert the win and take a deposit.
Example (illustrative): A photographer quotes a $3,000 package, wins it and invoices $3,000 with a $900 advance deducted.
By profession
- Freelance: one-click quote to invoice.
- Graphic design: revision rounds as items.
- Content writing: per-article items saved once.
- Photography and videography: package quotes, deposit then balance.
4. Interior design, law, tax and medical practices
Professions: interior design, law firm, tax, medical.
Why it fits: You itemize services and sometimes keep the numbers private until a meeting.
Features you will use: items without prices, saved clients, convert to invoice, receipts.
What you can do: Share scope first, discuss the fee, then send a priced quote.
Example (illustrative): A designer sends the scope with no prices, agrees $9,000 on a call and sends a priced quote.
By profession
- Interior design: scope list first, staged payments after.
- Law firm: fee estimate and retainer.
- Tax: fixed-fee engagement quotes.
- Medical: itemized procedure estimates for invoicing records, not clinical records.
5. Events, rentals and travel
Professions: DJ, catering, travel agency, rental.
Why it fits: Every job is a custom quote. Clients compare. You book on a deposit.
Features you will use: customizable quotes, status tracking, deposit invoice, WhatsApp sharing.
What you can do: Quote the event, track the answer, invoice the deposit to hold the date.
Example (illustrative): A caterer quotes a 120-guest event, wins it and invoices a 25% deposit to hold the date.
By profession
- DJ and catering: package quotes, deposit to book.
- Travel agency: package prices and staged payments.
- Rental: equipment, vehicle and property rent quotes.
Also works for: catering, travel agency and trucking sit outside our core focus. They work for simple quoting. For route planning or dispatch, pair Refrens with a specialist tool.
6. Wholesale and trading businesses
Professions: wholesale, distribution, trading.
Why it fits: You quote by item and quantity, then ship against the order.
Features you will use: quote to invoice, partial conversion, delivery notes.
What you can do: Quote 500 units, win it, ship 300 now and invoice what shipped.
Example (illustrative): A trader quotes 500 units at $12 each, which is $6,000. He ships 300 first and invoices $3,600.
Go deeper: warehouse invoicing software.
Be honest before you sign up
Refrens quotation software is not the right fit if you:
Need a product configurator or complex pricing rules.
Refrens makes line-item quotes. It does not run configure-price-quote logic.
Run a retail counter or an online store.
You need point-of-sale or a storefront.
Manufacture goods.
Production planning and bills of materials are outside what we do.
Need timesheets that feed quotes.
Refrens has no timesheets. Enter hours as line items.
Need a client portal with its own login area.
Refrens has none. Your client accepts or rejects online and creates a Refrens account to do it.
Need a desktop app.
Refrens runs in the browser, plus Android and iOS apps.
Why Refrens quoting is better than a spreadsheet
A file holds a number. It does not track a decision.
Why Refrens quotation software is better than other options
Quoting tools look alike on the surface. The difference shows up after you hit send.
Where Refrens is not the first choice
We say it plainly:
You need a configurator or complex pricing rules.
You need a separate client login portal.
You run a retail counter or a factory.
If those are your core need, pick a tool built for them.
Questions small businesses ask before they switch
What is quoting software, and who needs it?
Quoting software builds, sends and tracks price quotes in one place. You need it if you win work by sending prices: contractors, agencies, consultants, creators and shops. Refrens is free quoting software for small business, with saved items, WhatsApp sharing, sent-seen-won status and one-click conversion to an invoice.
What is the best quotation software for small business?
The best one is the one that tracks the quote after you send it. Look for fast creation, WhatsApp sharing, sent-seen-won status and a one-click path to the invoice. Refrens covers all four, and you can start free.
Which invoicing software creates quotes?
Refrens does. You create quotes and invoices in one account. Convert a won quote into an invoice in one click, with every item carried over.
What software generates quotes and invoices automatically?
Refrens builds the quote from your saved items, then converts the won quote into an invoice in one click. Conversion is one click, not a silent automation, so you review before anything goes out.
Can I generate a quote that converts into an invoice and then a receipt?
Yes. Convert the quote into an invoice, record the payment and issue a payment receipt. All three live in one account. See quote to receipt, step by step.
What is a user-friendly app for sending client quotes?
Refrens runs on Android and iOS. Create the quote, send it on WhatsApp and check the status from your phone.
Which free tools work well for managing repair quote approvals?
Refrens lets your client accept or reject a quote online, and the approval stays on record. The free plan covers 15 documents a year. To respond, the client creates a Refrens account.
Where can I find a simple tool for price estimates?
Use the free quotation generator for a single quote with no setup. Use Refrens quotation software when you need saved items, tracking and conversion.
How can I make professional quotes without going back to the office?
Use the mobile app. Pick a saved client and items, add your logo-branded template, and send on WhatsApp from the job site.
What software can send customizable quotes to clients?
Refrens. Change logo, colors, fonts, layout and fields. Use different templates per document type and per client segment.
Can I hide prices on a quote?
Yes. Send the items without prices and share the number later.
Can I see if the client opened my quote?
Yes. Refrens shows sent, delivered and opened, and tracks the quote as sent, seen or won.
Can I create a quote from a lead?
Yes. Open a lead in the built-in CRM and create the quote from it.
Can my sales reps use it with their own access?
Yes. Give each rep a role. Set view-only, create-without-approve or module-specific access. Build custom roles with exact permissions.
Is there a free trial?
Start on the free plan. A Refrens sales person or account manager can extend your trial if you need more time.
Will my client need an account?
To accept or reject a quote online, yes, the client creates a Refrens account.
Does Refrens have timesheets or a client portal?
No to both. Enter billable hours as line items. Clients respond to quotes and invoices online with a Refrens account.
What is the difference between this and your quotation generator?
The free quotation generator makes one quote fast. The software adds saved clients, tracking, follow-ups, leads, team roles and conversion to invoices.
Send your next quote with Refrens
Quotation software for small business should win you the job, not slow it down. Refrens is free quoting software that follows the quote from first send to final receipt. Start on the free plan.
Ready to invoice the win? See invoicing software.
- Invoice Templates
- |
- Quotation Templates
- |
- Proforma Invoice Templates
- |
- Purchase Order Templates
- |
- Freelance Invoice Templates
- |
- Quote Templates
- |
- Invoice Templates Word
- |
- Invoice Templates Excel
- |
- Printable Invoice Templates
- |
- Blank Invoice Templates
- |
- Tally Bill Format
- |
- Tax Invoice Templates
- |
- IT Service Invoice Templates
- |
- Photography Invoice Templates
- |
- Videography Invoice Templates
- |
- Social Media Invoice Templates
- |
- Digital Marketing Invoice Templates
- |
- Graphic Design Invoice Templates
- |
- Content Writing Invoice Templates
- |
- Web Development Invoice Templates
- |
- Service Invoice Templates
- |
- Rental Invoice Templates
- |
- Medical Invoice Templates
- |
- Landscaping Invoice Templates
- |
- Plumbing Invoice Templates
- |
- Cleaning Invoice Templates
- |
- Law Firm Invoice Templates
- |
- Consulting Invoice Templates
- |
- Estimate Templates
- |
- Interior Design Invoice Templates
- |
- Trucking Invoice Templates
- |
- DJ Invoice Templates
- |
- Catering Invoice Templates
- |
- Auto Repair Invoice Templates
- |
- Towing Invoice Templates
- |
- Musician Invoice Templates
- |
- Handyman Invoice Templates
- |
- Roofing Invoice Templates
- |
- Commercial Invoice Templates
