5 Best Quote-to-Invoice Software

A quote-to-invoice software is a tool that bridges the gap between selling and getting paid. It automates the entire revenue flow, starting from the moment a sales rep creates a quote or estimate, all the way to invoicing and payment collection. Instead of manually re-entering data or tracking approvals through emails and spreadsheets, this system ensures every approved quote becomes a ready-to-send invoice: accurate, timely, and consistent. Companies that implemented invoice automation reported processing times dropping from 17.9 days to just 3.4 days, with the cost per invoice reduced by up to 79%. For growing businesses, this means fewer delays, less human error, and faster cash flow.

Key Takeaways

• Quote-to-invoice software automates the entire sales-to-payment process, reducing errors and saving valuable time.
• Using such software improves cash flow, as it converts approved quotes into invoices faster and ensures timely payments.
• Integration with CRM and accounting systems keeps your sales, finance, and operations teams aligned.
• Features like recurring billing, multi-currency support, and customizable templates enhance efficiency and professionalism.
• DepositFix stands out as a top solution, as it combines automation, advanced tracking, and multiple payment options in one platform.

What Is Quote-to-Invoice Software

Quote-to-invoice software is a digital solution that connects your sales and billing processes into one continuous workflow. Traditionally, when a customer requests pricing, a sales representative creates a quote or estimate. Once the customer approves it, the accounting team has to manually re-enter those details into an invoicing system, often leading to delays, miscalculations, and inconsistencies between what was quoted and what’s billed. 

Quote-to-invoice software eliminates these issues and automates the entire cycle, from generating and sending quotes to seamlessly converting them into invoices once approved. This automation not only reduces manual work but also ensures pricing accuracy, maintains consistent data across departments, and accelerates payment collection.

With CRM and accounting systems integrations, quote-to-invoice software provides full visibility into the customer journey, allowing teams to track approvals, monitor outstanding invoices, and manage payments from one platform.

Why Is Having a Quote-to-Invoice Software Important

The key benefits of having a quote-to-invoice software are:

• Faster Billing – Approved quotes can be instantly converted into invoices, eliminating delays and ensuring your business gets paid promptly.
• Improved Accuracy – Automated data transfer from quote to invoice reduces human errors, prevents miscalculations, and ensures consistency between what was promised and what is billed.
• Better Cash Flow – Faster invoicing leads to quicker payments, which helps maintain steady cash flow and reduces the risk of late or missed payments.
• Enhanced Customer Experience – Professional, accurate, and timely invoices improve client trust and demonstrate a polished, reliable business process.
• Time Savings – Automating repetitive administrative tasks frees up your team to focus on higher-value work, such as closing deals or improving customer relationships.
• Integration with Other Tools – Many quote-to-invoice systems integrate seamlessly with CRM, accounting, and payment platforms, creating a unified workflow that keeps all teams aligned.
• Transparency and Tracking – You can easily monitor the status of quotes, approvals, invoices, and payments, providing full visibility into your revenue pipeline and helping with better financial planning.

5 Best Quote-to-Invoice Software

Let’s take a look at the 5 best quote-to-invoice software.

DepositFix

DepositFix is a payment and billing automation platform that enables businesses, especially service‑based businesses, to move from quote to cash more smoothly and keep everything inside the CRM, automating invoices, payment collection, and reconciliation. It integrates deeply with platforms like HubSpot, Monday and QuickBooks Online, eliminates paper checks, supports ACH, card and pay‑by‑link payments, and syncs invoices and payments back to accounting.

5 Key Features:

1. Automated invoice generation from quote/CRM data and conversion to payment link.
2. Multi‑gateway payment support (cards, ACH, PayPal, etc) and reconciliation.
3. CRM integration so sales, service and finance teams remain aligned.
4. Recurring billing, subscriptions, deposits and installment support built into the payment/invoice lifecycle.
5. Real‑time payment tracking, balance application, refund/chargeback management and payment metadata recording.

QuickBooks Online

QuickBooks Online is a widely‑used cloud accounting solution from Intuit that supports the full quote-to-invoice lifecycle and enables estimates/quotes, converting approved ones into invoices, tracking payments, and connecting to expense, tax and reporting modules. It’s suited for small to mid‑sized businesses that want both sales/billing and full accounting in one system.

5 Key Features:

1. Quote/estimate creation, then conversion to invoice once approved.
2. Professional invoice templates, online payment acceptance, and tracking of paid/unpaid status.
3. Strong reporting and analytics (profit & loss, balance sheet, cash flow) built-in.
4. Extensive ecosystem of integrations and app marketplace for add-ons and extensions.
5. Mobile access and expense management tools to support billing on the go.

FreshBooks

FreshBooks is a cloud-based billing and accounting tool tailored for freelancers, consultants and small service‑based businesses. It makes it easy to send quotes/estimates, convert them into invoices, track time/expenses and accept payments, all on a simplified interface.

5 Key Features:

1. Quote/estimate creation, then invoice generation from approved quotes.
2. Time-tracking and expense capturing linked to billing so you can invoice for hours worked.
3. Online payments built into invoices to accelerate payment collection.
4. Customizable invoice templates and recurring invoices support.
5. Simple financial reporting (P&L, tax summaries), expense breakdowns and mobile accessibility.

Zoho Books

Zoho Books is a cloud accounting platform and part of the larger Zoho suite. It supports quotes and invoices, expenses, multi-currency, banking feeds and automation workflows. Ideal for growing businesses that may already use other Zoho apps.

5 Key Features:

1. Create, manage and convert estimates/quotes into invoices; full sales-purchase cycle.
2. Bank/credit-card feeds, automatic transaction categorization, and reconciliation.
3. Multi-currency support, client portal, and online payment gateway integration.
4. Custom workflows and automation (for approvals, reminders, notifications).
5. Extensive integration with other Zoho apps (CRM, Inventory, Projects) and external apps via API.

Xero

Xero is a cloud accounting solution designed for small to mid-size businesses that want full accounting plus invoice/quote capability. It enables quotes, invoices, bank feeds, multi-currency, inventory, and integrates with many third-party apps.

5 Key Features:

1. Online quoting and invoicing: send quotes, convert to invoices, automate reminders.
2. Bank connection and automatic reconciliation of transactions from thousands of institutions globally.
3. Multi-currency, inventory tracking and purchase orders for businesses with product/stock.
4. Collaboration with accountants/bookkeepers, unlimited users (in many plans), mobile access.
5. Customisable reporting and dashboards, app marketplace/integration ecosystem.

What Features to Look for When Choosing a Quote-to-Invoice Software

The right software can save time, reduce errors, and improve overall financial management. Here are the key features to look for, explained in more detail:

• Quote and Invoice Automation – Look for software that allows you to create quotes quickly and automatically convert approved quotes into invoices without manual data entry. This reduces errors and speeds up the payment process.
• Payment Integration – Ensure the system supports multiple payment options, including credit cards, ACH, digital wallets, and online payment gateways, so clients can pay conveniently and you can receive payments faster.
• CRM and Accounting Integration – Integration with CRM and accounting systems keeps all your sales and financial data in sync, eliminates duplicate work, and provides a seamless workflow between departments.
• Customizable Templates – The ability to use professional, branded templates for quotes and invoices ensures consistent communication with clients and reinforces your brand identity.
• Recurring Billing and Subscriptions – For subscription-based or repeat services, automated recurring invoices save time and help maintain predictable revenue.
• Multi-Currency and Tax Support – If you work with international clients, the software should handle multiple currencies, automatically calculate taxes, and adapt to local regulations to simplify global billing.
• Reporting and Analytics – Comprehensive dashboards and reports provide insights into outstanding quotes, unpaid invoices, cash flow trends, and overall financial performance, helping you make informed business decisions.
• Approval Workflows – Features that allow quote approvals or invoice verification maintain accuracy, accountability, and control over what is sent to clients.
• Mobile Access – Mobile apps let you create quotes, send invoices, and track payments on the go, so your sales and finance teams can work from anywhere.
• Security and Compliance – Strong security measures, encryption, and compliance with standards like PCI and GDPR protect sensitive financial information and maintain trust with your clients.

Why DepositFix Stands Out as The Best Quote-to-Invoice Software

DepositFix is designed to simplify and accelerate the entire quote-to-invoice process, making it an ideal solution for businesses that want to get paid faster while reducing administrative headaches. Unlike traditional invoicing tools, DepositFix combines CRM integration, automated workflows, and multiple payment options in one seamless platform. Key reasons it stands out include:

• Seamless Quote-to-Invoice Conversion – Automatically turn approved quotes into professional invoices without manual entry.
• Multiple Payment Options – Accept credit cards, ACH, PayPal, and other digital payments in a single platform.
• CRM Integration – Keep sales, finance, and service teams aligned with real-time data syncing.
• Recurring Billing & Subscriptions – Automate repeat invoices and deposits for predictable revenue.
• Advanced Tracking & Reporting – Monitor quotes, invoices, and payments with detailed dashboards for better financial control.

With its powerful automation, flexibility, and ease of use, DepositFix ensures your billing process is faster, more accurate, and fully aligned with your business operations. Book a free demo today to see how DepositFix can transform your quote-to-invoice workflow.

Conclusion

Choosing the right quote-to-invoice software can make a significant difference in how smoothly your business moves from sales to payment. While solutions like QuickBooks Online, FreshBooks, Zoho Books, and Xero offer solid features for invoicing and billing, DepositFix takes it a step further and combines automation, CRM integration, multi-payment support, recurring billing, and real-time tracking in one platform. 

With DepositFix, businesses can reduce manual work, improve accuracy, accelerate cash flow, and provide a better experience for their clients. Take the next step, book a free demo today and see how DepositFix can simplify and supercharge your quote-to-invoice process.

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