Expert GuideUpdated February 2026

Best Proposal Software

Send proposals that get signed—faster and with less back-and-forth

By Toolradar Editorial Team · Updated Feb 2026

TL;DR

PandaDoc is the market leader with best all-around features for proposals, quotes, and contracts. Proposify offers excellent design flexibility for brand-conscious teams. Better Proposals focuses on speed and simplicity for smaller deals. For basic needs, even Google Docs with e-signature integration works.

Proposal software solves a frustrating bottleneck: you've done the sales work, but closing drags because of document chaos. Word docs get lost in email. Pricing tables are error-prone. Signatures require printing and scanning. Modern proposal tools streamline this: professional templates, interactive pricing, e-signatures, and tracking to know when prospects engage. Here's how to choose.

What is Proposal Software?

Proposal software creates, sends, tracks, and closes business proposals digitally. Core features include proposal templates, content libraries, interactive pricing tables, e-signatures, and analytics showing when and how prospects view proposals. Many platforms extend into quotes, contracts, and full document workflow.

Why Proposal Software Matters

Every day a proposal sits unsigned costs you. Prospects go cold, competitors catch up, and momentum dies. Good proposal software accelerates closing: professional documents in minutes (not hours), instant delivery, easy e-signature, and insights into prospect engagement. The ROI is straightforward—faster closes and higher win rates.

Key Features to Look For

Templates & Content LibraryEssential

Reusable proposal sections and approved content blocks

Interactive PricingEssential

Tables with options, quantities, and automatic calculations

E-SignatureEssential

Legally binding signatures without printing or scanning

Tracking & Analytics

See when proposals are opened and which sections get attention

CRM Integration

Sync with Salesforce, HubSpot, Pipedrive, etc.

Brand Customization

Your colors, fonts, and design consistently applied

Approval Workflows

Internal approval routing before sending

Payment Collection

Accept deposits or full payment with proposal acceptance

Key Factors to Consider

Proposal complexity: simple quotes vs. detailed proposals have different needs

Volume: pricing often scales with documents sent

Design importance: some tools are more flexible than others

CRM integration: automation reduces manual work significantly

Legal requirements: ensure e-signature meets your compliance needs

Evaluation Checklist

Create and send a real proposal to a colleague—time the process from blank page to sent. PandaDoc averages 15 minutes with templates; without templates, expect 45+ minutes

Test the e-signature flow on mobile—35-40% of proposals are signed on phones. If the signing experience is clunky, you'll lose deals to 'I'll sign it later'

Verify CRM integration depth—does it auto-create deals, log activities, and update status on sign? Shallow integrations just link back to the platform

Check analytics—send a test proposal and review the tracking data. Can you see which pages they spent time on and when they reopened it?

Test pricing table interactivity—can prospects select options, adjust quantities, and see totals update live? Static tables require revision rounds

Pricing Overview

Starter

PandaDoc Essentials $19/user/mo, Better Proposals Starter $19/mo (5 proposals)

$19-$29/month

Professional

Better Proposals Premium $29/mo, PandaDoc Business $49/user/mo, Proposify Team $49/user/mo

$29-$49/user/month

Enterprise

Better Proposals Enterprise $49/mo, PandaDoc Enterprise custom

$49+/user/month

Top Picks

Based on features, user feedback, and value for money.

PandaDoc

Top Pick

Sales teams wanting comprehensive document workflow with CRM automation

+Free e-signature plan covers basic signing needs

+Essentials at $19/user/month includes templates, tracking, and CRM sync

+Native Salesforce, HubSpot, and Pipedrive integrations with bi-directional sync

−Business plan ($49/user/mo) required for content library, approval workflows, and API access

−Initial template setup takes 2-4 hours per template—front-loaded effort

Proposify

Agencies and consultancies where proposal design reflects brand quality

+Best-in-class design editor—pixel-level control over layout, fonts, and imagery

+Content library with reusable sections keeps brand consistency across reps

+Proposal metrics dashboard shows team-wide win rates and time-to-sign

−$49/user/month with no cheaper tier—expensive for solo users or small teams

−CRM integrations less deep than PandaDoc—mostly one-directional

Better Proposals

Freelancers and small teams wanting speed and simplicity over enterprise features

+Premium at $29/month includes unlimited proposals—best value for solo users

+Pre-designed templates look professional with minimal customization needed

+Proposals convert to contracts with built-in e-signature

−Starter at $19/month limited to 5 proposals—only works for very low volume

−Design customization more limited than Proposify—template-based, not freeform

Mistakes to Avoid

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Over-designing at the expense of speed — A well-designed proposal sent 2 hours after the meeting beats a perfect one sent 3 days later. Templates solve this—invest time upfront to save time on every deal
×
Recreating proposals from scratch — Without a content library, reps copy-paste from old proposals, introducing errors and outdated pricing. PandaDoc and Proposify both offer reusable content blocks
×
Ignoring view tracking for follow-up timing — The best time to call is within 1 hour of a prospect opening your proposal. All three platforms provide open notifications—enable them and act on them
×
Offering too many pricing options — Decision paralysis kills deals. Offer 2-3 clearly differentiated packages with a recommended option highlighted. Interactive pricing tables in PandaDoc handle this well
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Sending proposals before verbal agreement on scope — A proposal should confirm what was discussed, not introduce new information. Proposals that surprise prospects get shelved, not signed

Expert Tips

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Follow up within 60 minutes of proposal open — PandaDoc data shows proposals with same-hour follow-up close at 2x the rate of next-day follow-up. Set up mobile notifications for opens
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Highlight the recommended option — Use 'Most Popular' or 'Recommended' badges on your preferred pricing tier. Better Proposals and PandaDoc both support this. Guided choices close 25% faster than open-ended pricing
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Include a video introduction — A 60-second personal video at the top of your proposal increases engagement by 40%+. PandaDoc and Proposify support embedded videos. Record with Loom and embed
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Set an expiration date — 14-day expiration creates urgency without pressure. Proposals without deadlines sit in inboxes for weeks. All three platforms support automatic expiration
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Track proposal metrics across your team — Monitor average time-to-sign, win rate by template, and most-viewed sections. Proposify's dashboard is strongest here. Use data to improve your weakest proposals

Red Flags to Watch For

!No view tracking on lower tiers—knowing when prospects open your proposal is the most valuable feature for timing follow-ups
!Templates locked behind enterprise pricing—if your team can't use templates on the plan you're buying, every proposal becomes manual work
!E-signature not legally compliant in your jurisdiction—verify ESIGN Act (US) and eIDAS (EU) compliance before relying on built-in signatures
!Per-document limits on starter plans—Better Proposals Starter limits to 5 proposals/month, which won't scale past 2-3 sales reps

The Bottom Line

PandaDoc ($19-$49/user/month) is the comprehensive choice with free e-signatures, strong CRM integration, and interactive pricing. Proposify ($49/user/month) wins for design-conscious agencies needing pixel-perfect proposals. Better Proposals ($29/month unlimited) offers the best value for freelancers and solo consultants. The best proposal software is one your sales team actually uses—overly complex tools that reps avoid cost more than they save.

Frequently Asked Questions

Are e-signatures from proposal software legally binding?

Yes—e-signatures are legally binding in most jurisdictions under laws like ESIGN (US) and eIDAS (EU). Good proposal software provides audit trails and complies with these regulations. For very high-stakes contracts, consult legal counsel.

How quickly should I send a proposal after a meeting?

Same day or next business day. Momentum matters—the longer you wait, the cooler the opportunity. Having templates ready is key to fast turnaround without sacrificing quality.

What should a proposal include?

At minimum: understanding of their problem, your solution approach, deliverables and timeline, pricing, and next steps. Skip lengthy company backgrounds—focus on their needs. Keep it scannable with clear sections.

Ready to Choose?

Compare features, read reviews, and find the right tool.

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