Yes.
You need a simple CRM — but not the "quote approval workflow" tier someone will try to sell you.
Why
500+ email quote requests a month across 2–3 people is ~25 a day — that's the volume where quotes genuinely get lost in inboxes and follow-ups slip. You already described the exact pipeline: request → quote sent → accepted → sales. You need one place where (a) every email inquiry becomes a tracked record, (b) you generate a quote from it, and (c) the buyer's acceptance moves it forward automatically. Pricing context: your IP suggests Poland — figures below are in USD list price, EU pricing is similar; verify in your currency.
What you actually need
- HubSpot Free CRM (free, unlimited users) — its shared conversations inbox connects to your email so all 500+ inquiries land as contacts/deals in one pipeline. Use quotes to share pricing with buyers, record quote acceptance, collect signatures, and receive payments — buyers review, accept, and pay. The free/Starter tier gives you the default quote templates with edit-the-theme styling — enough for your workflow.
- A 3-stage deal pipeline you build today: "Quote requested → Quote sent → Accepted (→ Sales)." You can customize the workflows including adding actions — for example, update the stage of the associated deal when a quote is signed. That's your automatic "moves it on to sales" handoff.
- Habit: one person owns the inbox each day and must convert every new email to a deal before lunch. Without this, no tool helps.
Do this today
Sign up at hubspot.com → Settings → Inbox → connect the email address where quotes arrive → CRM > Deals → create pipeline with the three stages above → CRM > Deals > open any deal > Quotes card > Add to build your first template. 30 minutes, one person.
What to ignore
Skip HubSpot Commerce Hub Professional — HubSpot's quote software is available with Professional and Enterprise editions of Commerce Hub, and its "approval workflows" route quotes to internal approvers based on discount thresholds. You don't have that problem. Skip Pipedrive Premium at ~$59/seat for Smart Docs and Pipedrive's Smart Docs add-on at ~$32.50/month flat on Lite/Growth (available for Professional, Power and Enterprise plan users free of charge; Essential and Advanced plan customers can purchase the Smart Docs add-on) — overkill at your team size. Skip DealHub/CPQ tools entirely.
What doing nothing costs you
At 25 quote requests a day across 2–3 people on plain email, some percentage silently expire because nobody remembered to chase — and you'll never know which ones. The damage is invisible, which is what makes it expensive.
Where this leaves you
You'll have: one inbox-to-pipeline path, quotes generated from deal data instead of retyped, and a buyer-accept event that moves the deal forward. The contrarian beat: the "approval workflow" feature pages are designed for companies with 20+ reps and discount policies — at 2–3 people, your approval workflow is one person clicking "send."
When to revisit this
When you hire a 4th person or start needing to enforce discount limits across reps — that's the real trigger for a paid quoting tier, not volume alone.