When it comes to quoting software, “free” always sounds tempting. Many small businesses I talk to tell me they’re comfortable with what they’re using right now because it doesn’t cost them a dime.

Most of the time, that means Excel spreadsheets or Word templates. Sometimes it’s a free app they found online that promises to create professional quotes. And on the surface, that can feel like enough, especially if you’re only sending out a handful of simple quotes each week.

But here’s the truth: what looks “free” today often ends up costing you more tomorrow in time, mistakes, and missed opportunities. Let’s break it down.

The Appeal of Free Quoting Options

I’ll admit, there are real upsides to free tools:

• Zero upfront cost – Easy to justify when every dollar counts.

• Familiarity – Most people already know how to use Excel or Word.

• Basic functionality – For one or two line items, a simple template works fine.

That’s why, when I speak to companies, they often tell me:

“We’ve got spreadsheets and templates and it’s not too bad if we only have a couple of line items.”

And that’s true. If your quoting needs are rare and simple, free might carry you… for a while.

The Pitfalls of Excel (and Why “Good Enough” Breaks Down)

But here’s where the cracks show:

• Error-prone: One wrong formula or copy-paste slip can throw off the entire quote.

• Inconsistent branding: Quotes look different depending on who’s editing them.

• Time-consuming: What should take seconds turns into a 20–30 minute process.

I’ve seen this firsthand. Companies tell me:

“Admittedly, it’s more error prone. And if the quote is longer, it gets very time-consuming.”

That time adds up. If every quote takes 20–30 minutes instead of 20 seconds, you’re losing hours every week and those are hours that could be spent closing deals or serving customers.

Other Free Quoting Software: Benefits and Pitfalls

Of course, spreadsheets aren’t the only free option. There are also free apps and lightweight quoting tools on the market. These usually offer:

• Basic templates to speed up formatting.

• Simple digital delivery (often via PDF).

• Occasional integrations with email or basic CRM tools.

Sounds promising, right? But here are the trade-offs:

• Feature limitations: Many free apps cap the number of quotes you can send or the number of products you can add.

• Lack of integrations: Without proper CRM, inventory, or pricing integrations, you’re still retyping data.

• Support gaps: Free tools often come with little to no customer support.

• Scalability issues: As soon as your quoting needs grow, the “free” version becomes too limited and you’re forced into an upgrade or a migration.

In other words, free quoting software is usually a demo, not a solution.

When “Free” Starts Costing Too Much

Here’s the real cost of relying on free tools:

• Lost time: Hours wasted creating, checking, and reformatting quotes.

• Lost deals: Errors or delays can make your company look less professional.

• Lost confidence: Your team dreads quoting instead of treating it as a fast, seamless step in the sales process.

Let’s put it in perspective. If a sales rep sends out 10 quotes a week and each takes 15 minutes in Excel, that’s 2.5 hours per week and over 10 hours per month, spent on admin work instead of selling. With a dedicated quoting tool, that same workload could be finished in under 5 minutes.

Why Paid Quoting Software Pays Off

Paid solutions like Quote.ly are designed to eliminate these hidden costs. With automation, integrations, and templates that scale, you get:

• Speed: Create and send quotes in under 20 seconds.

• Accuracy: Minimize errors with automated pricing and pre-set product lists.

• Professionalism: Consistent, branded templates every time.

• Scalability: Handle everything from a single line item to complex multi-page proposals.

• Integration: Sync seamlessly with your CRM, inventory, and accounting software.

The result? Quoting becomes a growth driver instead of a time killer.

The Bottom Line

If free tools are working for you right now, that’s okay. For small, simple jobs, Excel or a free quoting app might be enough. But if you’re starting to feel the pain of quotes taking too long, errors creeping in, or customers waiting, it’s a sign that “free” is costing you more than you realize.

That’s exactly why we built Quote.ly: to give small businesses a simple, powerful way to move from spreadsheets to smart quoting without the headaches.

Because the truth is, your time isn’t free and neither are the mistakes free tools create.