Best Proposal Software
Send proposals that get signed—faster and with less back-and-forth
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 Library
essentialReusable proposal sections and approved content blocks
Interactive Pricing
essentialTables with options, quantities, and automatic calculations
E-Signature
essentialLegally binding signatures without printing or scanning
Tracking & Analytics
importantSee when proposals are opened and which sections get attention
CRM Integration
importantSync with Salesforce, HubSpot, Pipedrive, etc.
Brand Customization
importantYour colors, fonts, and design consistently applied
Approval Workflows
nice-to-haveInternal approval routing before sending
Payment Collection
nice-to-haveAccept 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
Pricing Overview
Most proposal tools charge per user per month with tiers based on features and volume.
Starter
$15-$35/user/month
Basic proposals, limited features
Professional
$35-$65/user/month
Full features, integrations
Enterprise
$65+/user/month
Advanced workflows, compliance needs
Top Picks
Based on features, user feedback, and value for money.
PandaDoc
Top PickThe market leader for proposals, quotes, and contracts
Best for: Sales teams wanting comprehensive document workflow
Pros
- Feature-rich
- Excellent CRM integrations
- Good templates
- Strong analytics
Cons
- Can be pricey
- Learning curve for full features
- Some features need higher tiers
- Occasional performance issues
Proposify
Design-forward proposals for brand-conscious teams
Best for: Teams where proposal design and brand consistency matter
Pros
- Beautiful design flexibility
- Good template editor
- Strong brand controls
- Interactive features
Cons
- Less all-in-one than PandaDoc
- Integrations less deep
- Pricing adds up
- E-signature less sophisticated
Better Proposals
Fast, simple proposals for smaller deals
Best for: Freelancers and small teams wanting speed over complexity
Pros
- Very fast to use
- Simple and focused
- Good for smaller proposals
- Reasonable pricing
Cons
- Fewer features
- Less customization
- Basic integrations
- Not for complex enterprise proposals
Common Mistakes to Avoid
- Over-designing proposals—clear beats beautiful when it delays sending
- Not using templates—recreating proposals wastes time and introduces errors
- Ignoring tracking data—it tells you when to follow up
- Too many options—decision paralysis kills deals
- Sending proposals before agreement on scope—they'll need revision anyway
Expert Tips
- Follow up within an hour of proposal being viewed—timing matters
- Use pricing tables with recommended option highlighted—guide the decision
- Include clear next steps and timeline expectations
- Video intros in proposals increase engagement significantly
- Test your proposal experience—send one to yourself first
The Bottom Line
PandaDoc is the safe, comprehensive choice for most sales teams. Proposify wins when design and brand matter most. Better Proposals serves smaller operations well. The best proposal software is one that actually gets used—complex tools that sales reps avoid don't help.
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.
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