When to Switch from SaaS Quoting Tools to Custom Quotation Software

The debate between SaaS quoting tools and custom quotation software isn’t a new one by any means - but it is pivotal. Especially for growing business. 

SaaS quoting tools might have served as a reliable starting point for you, but your business is past its early stages now. Standardized feature sets now seem to be falling short as you get into the phase of expansion, which is riddled with its own challenges - complex products, intricate pricing, and increased client expectations to name a few. 

Now you need software that keeps up - like custom quotation software does. Purpose-built, this software can handle all of your unique quoting needs like a pro. 

You don’t have to worry about complex services or configurable products being too much for it. With its sophisticated pricing models, you can generate accurate, branded quotes in minutes. 

But if you are unsure about when to make the leap or what the transition entails - well, that’s what this blog is here for. So let’s dig in! 

Signs It’s Time To Move On From SaaS Quoting Tools

Breaking up with your old SaaS quoting tool might seem difficult because your crew is too used to it, but if the cracks are starting to show, it’s better to move on. Trust us, they will become evident as your organization begins to grow, making the case for custom tools stronger. 

However, if you are seeing clear-cut signs like the ones we have listed below, it might be time to jump to a custom sales quotation software. 

Limitations 

1. Absence of complex pricing rules

Generic pricing engines are a hallmark of SaaS tools. While these work for businesses fresh out of the oven, they struggle with multi-tiered pricing, layered discounts, contract-specific rates and volume breaks, which are essential for growing businesses. If configurable rules are what your sales department needs to function, workarounds can feel cumbersome. 

2. Integration issues with ERP and CRM

If your current quoting automation process system is failing to indulge in a seamless data exchange with your ERP, CRM, inventory and financial systems, you need to switch. Solutions such as manual workarounds will slow you down while middleware will prove to be costly. 

3. Rigid quoting structure

Your industry’s quoting requirements are bound to be unique. You might be a manufacturer requiring accurate BOM (bill of materials) generation. Or you may offer professional services that require scope-of-work pricing. In either case, SaaS quoting tools rarely have the ability to cater to your business’s nuanced demands. 

4. Workflow bottlenecks

With their inability to cater to advanced approval chains, multiple user roles and conditional routing, SaaS platforms will inevitably lead to stalled deals and frustrated sales teams. 

Business Triggers

1. Increase in quoting volume 

Rapid growth means greater volumes of quotes. From a handful of quotes per week to hundreds in a day - these can overwhelm  your SaaS system, thus exposing its inefficiencies. 

2. Expanding catalogs

As your business grows, new product categories and services are likely to crop up. These can strain the capabilities of average SaaS tools. Manual intervention might be necessary for each new addition. 

3. Multi-point sales 

For companies selling worldwide, SaaS systems are not an ideal investment in the long run. They tend to struggle in key areas such as multi-currency conversions, tax localization, compliance and region-specific pricing. 

4. Real-time data sync demands

After a certain point, fast quoting isn’t just nice-to-have, it’s necessary. Take note that fast quoting is dependent on live data which entails a continuous sync with production capacity, inventory levels and customer history. SaaS tools have limited API access and typically offer batch updates which may delay quote generation. 

Comparing SaaS Quotation Tools vs. Custom Quoting Systems - Why The Latter Races Ahead

If you are on the fence and hesitant to drop the SaaS tools you are used to, even when they hinder your operations, it makes sense to draw up a pros and cons list - a feature by feature comparison. 

Stacking your SaaS system against a custom sales quoting software and viewing it through the lens of long-term ownership will help you make the right decision. 

• Customization: With SaaS tools, you have a template-driven set-up that allows for limited customizations. Custom quoting systems on the other hand are fully tailored to your business needs. 
• Workflow automation: Again, basic, generic templates are what you get with SaaS options. With custom tools, you get complex, rule-based automation. 
• Integration capabilities: Limited APIs and pre-set connectors are a disadvantage when it comes to SaaS tools as they hinder deeper integration. Custom quoting systems do not come with such roadblocks and can deeply integrate with your ERP, CRM, finance and inventory systems. 
• User experience: SaaS quoting tools take a one-size-fits-all approach while custom quotation software offers tailor-made UX meant to support different roles, teams and processes. 
• Scalability: You may need to upgrade or apply for a new subscription to scale your SaaS tool. As for a custom system, it’s inherently designed to scale and expand as your business does. 

Considering the total cost of ownership

Cost of ownership is an area where a SaaS tool and a custom, scalable quotation system might differ from each other. However, you have to factor in initial investment vs. long-term costs to know which one is actually worth its price. 

Though SaaS tools seem easy on the pocket at face value, you can expect their costs to escalate tremendously as your storage needs or desired feature sets grow. Now with custom software, the reverse happens. Your initial investment may be somewhat higher, but you end up owning the software and not having to rely on yearly SaaS licensing fees that keep you on the hook for as long as you are using the system. 

Maintenance implications

Software support is crucial when you are dealing with a tool that’s supposed to help your business perform certain core functions. With SaaS tools, you are entirely dependent on the roadmap your vendor sets for updates and features. 

 

With an advanced quotation management system that’s custom-made, you have full control. You decide when the platform evolves and gets new enhancements. You can maintain the entire solution as per your schedule. 

Major Benefits Of Custom Quotation Software

You’ve already read it somewhere before or heard it from other companies - custom quotation software can instantly unlock accuracy and efficiency at scale. This allows for more sales, which is particularly great for businesses offering complex, configurable products or services. 

But there’s more. Explore the key advantages of custom quoting solutions below. 

1. Automation and efficiency gains

For growing businesses, complex workflows are the norm. Custom systems can handle these workflows effortlessly. With their support for multi-tier approvals, conditional logic and real-time rule changes means you can create complicated quotes with ease. 

Moreover, with their automated calculations, document generation and deep integration, quoting turnaround time is much faster without errors and manual interventions. 

2. Improved accuracy and compliance

Correct pricing is pretty much a guarantee. Custom-built validations also perform tax calculations and compliance checks at every stage. They can even take care of regulatory nuances. In fact, elements such as industry-specific certifications and export controls can be embedded into the quoting logic. 

3. Personalization and sales enablement

Offering your customers the correct quote is crucial and dependent on dynamic pricing, which is a core feature of custom solutions. You can automatically adjust location, loyalty discounts and contract-based pricing. 

Furthermore, the in-built smart configurators can benefit sales teams by easily guiding them through complex products and service configurations, which in turn, can boost conversion rates. 

If you are planning to streamline your quoting process with custom capabilities, Vestra Inet’s custom quotation system can help you. It has been designed to help manufacturers, B2B sellers and engineering firms scale up their quoting efficiency. 

How To Swiftly Transition From SaaS To Custom Quotation Software 

Taking a structured approach is the fastest, safest and smoothest way to migrate from a SaaS to a custom-built quotation system. Having a plan will maximize long-term value while reducing risks. 

Here’s what you can do:

1. Assess internal readiness

You need to closely evaluate your current quoting system so you can recognize its inefficiencies and bottlenecks. If your team is resorting to workarounds for specific tasks, that means your SaaS tool is no longer capable of handling that particular task. 

You should also use this opportunity to envision your ideal quoting process so you have a list of must-have features ready when it’s time to develop a custom system. That’ll help you land the ideal quoting software for manufacturing or complex services. 

2. Define customization requirements

Your nuanced requirements could extend to pricing models, demanding complex pricing rules, structures and exceptions. You might require a flexible workflow that routes the process as per region, customer type and deal size. 

Finally, you might require integrations that go beyond the cursory ERP and CRM systems to connect inventory, accounting and reporting tools. Having your needs figured out will help you design the perfect software. 

3. Choose the right development approach 

Partnering with a vendor or creating your tool in-house is a call you have to make. Typically, in-house development can cost you way more while also delaying go-live schedules as you’ll have to build a team first. 

Leveraging the experience of an experienced software vendor like Vestra Inet, who specializes in custom quotation systems, can speed things up without compromising on the features or the performance of the final version of the software. 

4.  Opt for a phased rollout

Divide the entire process into three distinct stages - pilot phase, full rollout and post-deployment optimization - to ensure that your custom quoting system functions as desired at every step of the way. 

Use the pilot phase to address key process gaps as well as to validate workflows. You can begin by mapping quoting limitations, defining integration points and selecting the right vendor. 

Next, ensure you have a minimum viable product (MVP) on your hands that possesses the features you intended. At this stage, it will be wise to perform User Acceptance Testing (UAT) to ensure your new system is usable and accurate. 

Now move onto the full rollout stage provided the testing was successful. This phase should involve comprehensive user training programs so your sales team can adapt to and adopt the system with minimum hassle. 

For the post-deployment optimization stage, continuously refine the features of your tool after real-world use to ensure it consistently performs better. 

Here’s a checklist to help you out:

• Map process gaps
• Define integration points
• Select tech stack/vendor
• Develop MVP
• Conduct UAT (User Acceptance Testing)
• Train users
• Go live

Case Study: The Story Of A Company That Successfully Made The Switch 

Makers of corrugated boxes, Atlas Containers had a tough time with their SaaS quoting tool. It just couldn’t handle multi-tiered pricing and custom assemblies. Neither did it give their clients the freedom to get real-time pricing information as they customized their orders on the website. 

All that changed after they partnered with Vestra Inet. We implemented a fully custom quotation system for them that seamlessly integrated with their ERP and CRM. The results? They speak for themselves.

Read more here→

Conclusion

If you are just starting out, SaaS tools are great. But if you are already in that rapid growth stage, you can’t count on them to handle the complexity of highly configurable products. They don’t have the chops to tackle intricate pricing models and integrated business processes that your scaling company needs.

Custom quotation software, on the other hand, can offer the kind of flexibility, control and automation your growing business can thrive on. And if that’s what you are looking for, Vestra Inet can build a future-proof quoting tool catered just to your business. Contact us to empower your sales team with the right quoting system. 

FAQs

1. Define custom quotation software. 

It’s a tailored software whose sole purpose is to handle complex pricing, approval workflows and integrations. 

2. How to know if a business is ready for custom quoting software?

Simple. If your current tool strains to handle business growth, product complexity and integration challenges, it’s time to switch. 

3. Which industries benefit most from custom quotation tools?

Typically companies offering complex B2B services or engaged in manufacturing, engineering and industrial equipment benefit greatly from custom quoting tools. 

4. What is the average duration for implementing a custom quoting system? 

Typically 3-9 months. You can expect a variable timeline depending on the project’s scope and integrations. 

5. Is custom quotation software expensive to maintain? 

No. It might be more expensive upfront, but its long-term ROI offsets maintenance expenses.