How Many Quoting Software Licenses Do You Need? Concurrent vs. Named Users
Concurrent-user licensing is based on how many people use your software at the same time. Named-user licensing generally requires a separate license for each person who needs access. For quoting software, that difference matters when sales reps, managers, accounting and procurement use the system at different times throughout the day.
A team of five sales reps may only need two or three concurrent licenses if that is enough to cover their simultaneous use. A low-volume team may need even fewer. The right number depends on when people need access, not simply how many people work at your company.
Here is how to work out what your team needs and what the difference could mean for your monthly and annual software costs.
What is the difference between concurrent and named-user licensing?
With named-user licensing, a license is assigned to an individual person. If five sales reps need access, you generally budget for five named licenses, subject to the vendor's rules. Occasional users may also need paid seats, although some vendors offer free or lower-cost user types with limited capabilities.
With concurrent-user licensing, your team shares a pool of licenses. The license count limits how many people can use the software simultaneously, rather than how many people may need access over the course of a week or month.
QuoteWerks uses concurrent-user licensing and supports unlimited named users. For example, five people can have access while two concurrent licenses allow up to two of them to use QuoteWerks at once.
The distinction is between the number of people who need access and the number who need it at the same time.
Why five sales reps may only need two or three licenses
Picture a typical sales day.
One rep is meeting with a customer. Another is following up on an opportunity. A third is talking with a supplier. Two are preparing quotes.
All five reps need quoting software, but only two need it at that moment.
If that pattern reflects your team's workflow, two or three concurrent licenses may provide the capacity you need. You can give all five reps access without automatically purchasing five licenses.
Plan for the busy periods, too. If all five reps regularly need to work in QuoteWerks simultaneously, you need enough capacity for all five. A lower license count only makes sense when people can get their work done without unnecessary waiting.
What about a manager who only needs occasional access?
A sales manager may need to run reports, review margins or approve quotes. Those tasks are important, but they may take only a small part of the manager's day.
With concurrent licensing, the manager uses an available license from the same pool as the sales team. Adding the manager as a user does not automatically mean purchasing another license.
Their access still counts toward the concurrent limit. If two sales reps are already using a two-license system, the manager needs a license to become available before joining them. Include those review and approval moments when deciding how much capacity to buy.
Include accounting and procurement in your license planning
Quoting software can support people beyond the sales department.
An accounting user may need to review an accepted quote, confirm what a customer agreed to buy or investigate a difference between a quote and an invoice.
A procurement user may need to review the products sold, check purchasing details or coordinate the next step after a sale.
These users may need occasional access rather than a dedicated seat they use all day. If their work happens at different times from the sales team's quoting activity, they can use the same pool of concurrent licenses.
Choose the edition and any integrations that support the tasks each department needs to perform. License capacity and feature availability are separate decisions; advanced procurement features or accounting integrations may require a different edition or an add-on.
Monthly and annual cost examples for five sales reps
QuoteWerks Web Essential is $49 per concurrent user per month with monthly billing.
To show the effect of license count, the examples below use that $49 monthly rate and assume a hypothetical named-user product also costs $49 per person per month. This is a licensing-model illustration, not a comparison with a specific competitor or a claim that different products have identical features.
For five sales reps:
- Five named-user licenses: $245 per month, or $2,940 over 12 months.
- Three concurrent licenses: $147 per month, or $1,764 over 12 months. Compared with five hypothetical named seats, that is $98 less per month and $1,176 less over 12 months.
- Two concurrent licenses: $98 per month, or $1,176 over 12 months. Compared with five hypothetical named seats, that is $147 less per month and $1,764 less over 12 months.
The two- and three-license examples only work if those license counts cover the team's simultaneous usage.
What if eight people need access across departments?
Now add one manager, one accounting user and one procurement user to the five-person sales team. Eight people need access.
At the hypothetical named-user rate of $49 per month, eight paid seats would cost $392 per month, or $4,704 over 12 months.
If three concurrent licenses cover all eight people's combined usage, the Essential license cost would be $147 per month, or $1,764 over 12 months.
That is a difference of $245 per month, or $2,940 over 12 months.
This example assumes Essential covers the team's required tasks. Any higher-edition features, optional integrations or services would change the total. It also assumes the alternative requires eight paid named seats at the stated rate.
What if your team only creates 10 quotes a month?
Not every business creates quotes all day. Your team might prepare just 10 quotes in a month, with several people occasionally creating, reviewing or approving them.
If only one person needs access at a time, one concurrent license may be enough.
At $49 per month, one Essential license would cost $588 over 12 months. Compared with five hypothetical named seats at the same monthly rate, that is $196 less per month, or $2,352 less over 12 months.
Quote volume alone does not determine the answer. Ten quotes could involve lengthy preparation or overlapping review and purchasing work. A low-volume team still needs more than one license if people must work in the system simultaneously.
How to choose the right number of concurrent licenses
Start with the people and tasks involved in your quoting process, then look at when their work overlaps.
- List everyone who needs access. Include sales reps, managers, accounting, procurement and other relevant roles.
- Identify what they need to do. Creating quotes, running reports, reviewing orders and managing purchasing can have different usage patterns and feature requirements.
- Estimate simultaneous use during busy periods. Consider month-end, seasonal peaks and times when approvals overlap with quote preparation.
- Choose capacity that lets people work comfortably. Avoid savings that depend on regularly making teammates wait.
- Revisit usage as the business changes. A new salesperson does not automatically require another concurrent license. More simultaneous activity may.
When comparing vendors, check the actual price, available user types, included features, integrations and billing terms. The monthly price per license is only one part of the total cost.
Frequently asked questions about quoting software licensing
Does every employee need a separate QuoteWerks license?
No. QuoteWerks uses concurrent-user licensing. You need enough licenses for the number of people using QuoteWerks at the same time, rather than a separate paid license for every person who may need access.
Can managers, accounting and procurement share the sales team's license pool?
Yes. Their use counts toward the same concurrent-user limit. Make sure your license count covers overlapping access and your chosen edition and integrations support each person's tasks.
Is concurrent licensing always cheaper than named-user licensing?
No. It can reduce the number of licenses you need when people use the software at different times. Actual costs depend on each product's prices, features, user types and terms. If everyone needs simultaneous access, concurrent licensing may not reduce your license count.
Are the annual figures above annual-plan prices?
No. They are 12 monthly payments at the stated monthly rates. QuoteWerks offers separate annual-billing pricing, which is not used in these examples. Check the current pricing page for available billing options.
Give your team the access it needs without overbuying
Whether your team creates a few straightforward quotes or manages a more involved sales and purchasing process, your licensing should reflect how people actually work.
Count everyone who needs access. Then work out how many need access at the same time.
Book a QuoteWerks demo to review your team's workflow, required features and license needs.
Pricing accurate as of November 5, 2026. All examples are in U.S. dollars and use 12 months at the monthly rate, not annual-plan pricing. Named-user rates are hypothetical. Figures exclude taxes, optional services and add-ons. Actual costs depend on the edition, billing option and features selected. Prices are subject to change.