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April 3, 2025
Find the best proposal software to streamline your sales process, enhance efficiency, and close deals faster with our top seven picks.
Crafting a winning proposal requires more than just persuasive writing; it demands efficiency, collaboration, and a polished presentation. The best proposal software empowers your team to achieve all three. This guide demystifies the world of proposal software, offering a clear overview of essential features, top-rated platforms, and practical implementation tips. We'll explore how the right software can streamline your workflow, enhance your brand image, and ultimately help you close more deals, turning proposals into a powerful engine for growth.
Proposal software helps businesses streamline the often tedious process of creating, sending, and managing sales proposals. Think of it as your all-in-one tool for winning more deals. It simplifies everything from writing and designing proposals to getting those all-important signatures. This kind of software is a game-changer for sales teams looking to improve efficiency and close rates.
Instead of juggling multiple tools and versions of documents, proposal software offers a centralized platform. You can create professional-looking proposals quickly, often using customizable templates. This not only saves time but also ensures brand consistency across all your sales materials. Plus, many platforms now offer AI-powered features that can help generate content, further speeding up the process and freeing up your team to focus on strategy and customer relationships.
Effective proposal management is about more than just creating beautiful documents. It's about understanding your customer's needs and presenting a solution that clearly addresses them. Good proposal software helps you do just that by providing tools to track progress, manage deadlines, and collaborate with team members. This collaborative approach ensures everyone is on the same page and that your proposals are always top-notch. Remember, a well-crafted proposal demonstrates your understanding of the client's challenges and positions you as the ideal partner to help them succeed. Focusing on the customer is key to writing a winning proposal. And with the right software, you can make sure that customer focus shines through.
Finding the right proposal software can feel overwhelming. To help you narrow down your options, let's look at some must-have features. These are the tools that can truly transform how you create, deliver, and manage proposals.
A good first impression is crucial. Look for proposal software with customizable templates that reflect your brand. Ideally, you'll be able to easily swap logos, adjust colors, and use your brand fonts. This level of customization ensures your proposals look polished and professional, reinforcing your brand identity with every send. Some platforms, like PandaDoc, even offer a vast library of pre-built templates, giving you a strong starting point no matter the project.
Creating a winning proposal often takes a team. Collaboration tools within your proposal software can make all the difference. Features like real-time co-editing, commenting, and version control help keep everyone on the same page and streamline the entire process. This way, you can avoid confusion, ensure accuracy, and get proposals out the door faster. For more insights on proposal management challenges and solutions, check out this helpful article.
Knowing how clients interact with your proposals is key to improving your close rate. Robust analytics and tracking features provide valuable insights into proposal views, time spent on each section, and even which parts were downloaded. This data helps you understand what resonates with clients, identify areas for improvement, and refine your approach for future proposals. Proposify is known for its detailed analytics capabilities.
In today's fast-paced business world, e-signatures are essential. This feature simplifies the signing process for both you and your clients. Look for proposal software that allows for legally binding electronic signatures and integrates seamlessly with payment systems. This streamlines the closing process, reduces paperwork, and speeds up the sales cycle. You can learn more about e-signature features in proposal software on Proposify's website.
Your proposal software shouldn’t exist in a vacuum. Seamless integrations with your existing CRM, payment gateways, and other business tools are essential for a smooth workflow. This connectivity eliminates manual data entry, keeps information consistent across platforms, and saves you valuable time. For example, integration with your CRM can automatically populate proposal fields with client data, reducing errors and ensuring accuracy. PandaDoc is a good example of a platform that offers extensive integrations with popular business tools.
Finding the right proposal software can feel overwhelming. To help you out, I’ve compiled a list of seven contenders, covering their strengths and weaknesses to give you a solid starting point.
Breeze is a cloud-based platform designed to streamline proposals, using generative AI to automate responses for accurate and consistent proposals, fast. It’s a good option for small and medium businesses looking for a cost-effective way to manage RFPs, RFIs, security questionnaires, and other business documents. Book a demo to see if Breeze is right for you.
Proposify’s proposal software helps businesses close deals faster. With templates and a drag-and-drop interface, you can quickly create professional, on-brand proposals. Proposify claims its users see a close rate twice the industry average.
PandaDoc promises an 18% increase in close rates for its users with its user-friendly software. Features include drag-and-drop functionality, pre-built templates, and e-signatures, all emphasizing speed and efficiency.
Qwilr helps you create visually appealing and interactive proposals. Even without design experience, you can build stunning proposals using their elegant user interface, drag-and-drop functionality, and built-in reminders for follow-ups.
Better Proposals is known for its design, intuitive interface, and affordable pricing. The extensive integrations and many templates make it a solid option for freelancers and agencies.
Bidsketch is one of the older proposal software options. While it was a pioneer, it now lags behind newer options due to limited integrations and reports of functionality issues.
Nusii has received user complaints about its outdated design, expensive pricing, and limited integrations, making it a less favorable choice compared to other options.
Before committing to proposal software, take advantage of free trials and demos to explore different platforms. This hands-on experience helps you determine if the software truly aligns with your needs. Many providers understand this and offer options to test their product. For example, PandaDoc offers a 14-day free trial and personalized demos, allowing potential users to explore the platform’s features and benefits. Similarly, Proposify encourages exploration through demos, highlighting their ease of use, automation capabilities, and detailed analytics. Seeing these features in action can be invaluable in your decision-making process.
Free trials and demos are your best friend when evaluating software. They provide a risk-free way to experience the platform’s functionality and user interface. Look for trials that don't require a credit card upfront, giving you complete freedom to explore without obligation. A demo, especially a personalized one, can offer deeper insights into how the software addresses specific business needs. Take notes during these trials and demos, focusing on features that are most important to your workflow. Don't hesitate to ask questions during the demo to ensure the software meets your specific requirements.
Most proposal software offers various pricing tiers to accommodate different business sizes and budgets. Understanding these tiers is crucial for selecting a plan that provides the necessary features at a suitable price point. For example, Proposify offers Basic, Team, and Business plans, each designed for specific usage levels. Their Basic plan limits proposal sends to five per month, while the Team and Business plans offer unlimited sending. Consider your current proposal volume and projected growth when evaluating these options. Look for transparent pricing structures that clearly outline the features included in each tier. Breeze, for instance, offers flexible pricing options designed to scale with your business.
A user-friendly interface is essential for efficient proposal creation. The easier the software is to use, the faster your team can adopt it and create professional-looking proposals. Features like drag-and-drop functionality, pre-built templates, and intuitive navigation can significantly reduce the learning curve. Both PandaDoc and Proposify are known for their user-friendly interfaces, making them accessible to users with varying technical skills. Consider the technical proficiency of your team when evaluating the user interface and learning curve. A platform that's easy to learn and use will ensure a smoother transition and faster adoption. For a truly seamless experience, explore Breeze's intuitive interface designed for quick onboarding and efficient proposal generation.
Using proposal software can seriously up your sales game. It’s not just about looking fancy; it’s about working smarter, closing deals faster, and making life easier for your team. Let's break down the key advantages:
Creating proposals can often feel like a chaotic scramble. Proposal software helps bring order to that chaos. It streamlines the entire proposal lifecycle, from initial creation to final signature. Think of it as a central hub where your team can collaborate seamlessly, track progress, and manage deadlines. This eliminates the usual proposal management headaches, like version control issues and missed deadlines, so you can focus on winning the deal. As Coposal points out, managing the proposal lifecycle, improving team collaboration, and tracking progress are key challenges that proposal software effectively addresses. For more insights, check out their blog post on common proposal management challenges.
Want to see a real boost in your bottom line? Proposal software can help with that. By presenting your offers professionally and efficiently, you increase your chances of closing deals. PandaDoc reports an 18% increase in close rates for its users, while other case studies show even higher numbers. That kind of improvement can significantly impact your revenue. Schedule a demo to see how Breeze can help you improve your close rates.
First impressions matter. With proposal software, you can create polished, branded proposals that reflect your company's image. Platforms like Proposify offer customizable templates and drag-and-drop interfaces, making it easy to design impressive proposals, even if you're not a design whiz. This elevated presentation shows clients you're serious and detail-oriented, building trust and credibility from the start.
Time is money, right? Proposal software automates many tedious tasks involved in proposal creation. Think auto-filling information from your CRM, sending automated follow-up reminders, and even locking content to prevent unwanted changes. This frees up your team to focus on higher-value activities, like building client relationships and crafting winning strategies. PandaDoc is a great example of a platform offering these time-saving automation features. Breeze also offers powerful automation features, including generative AI to automate responses.
Stop guessing and start knowing. Proposal software provides valuable tracking data, showing you how clients interact with your proposals. You can see which sections they spend the most time on, whether they've opened the proposal, and when they've forwarded it to others. These insights help you understand client engagement and tailor your follow-up accordingly. Proposify offers robust tracking tools to help you make informed decisions and improve your win rate. You can learn more about data-driven decision-making on the Breeze podcast.
Understanding what real users think about proposal software—both the good and the bad—can help you make an informed decision. Here’s a glimpse into what people are saying about some popular options:
Users of Proposify appreciate how quickly they can create professional, branded proposals using the platform’s templates and drag-and-drop interface. They also value its integrations with other business tools, like CRMs, and the automation features that reduce manual work and errors. PandaDoc users find the software user-friendly, highlighting features like drag-and-drop functionality, pre-built templates, and e-signature capabilities. If you’re looking for visually appealing and interactive proposals, Qwilr is often praised for its ability to create stunning proposals, even without design experience.
While generally positive, some Proposify users have noted that the proposal viewer could use a refresh and that mobile support could be improved. Similarly, some PandaDoc users, while finding the platform solid overall, feel that proposals sometimes lack visual appeal and that pricing isn’t always transparent. Beyond specific platforms, a common challenge in proposal management is the lack of clear goals and adequate resources, which can hinder the entire process. This reinforces the importance of choosing software that aligns with your specific needs and budget, such as Breeze.
Real-world results speak volumes. Proposify claims its users see a close rate twice the industry average, with 43% of proposals sent through the platform being won within 24 hours. A PandaDoc case study highlights a 28% increase in close rates for one of its clients, Chili Piper, demonstrating the software’s potential to improve sales outcomes. More broadly, proposal management software can streamline the entire proposal lifecycle, improve team collaboration, and help track progress and deadlines—directly addressing common pain points in proposal management.
Finding the right proposal software can feel overwhelming, but it doesn't have to be. By focusing on a few key areas, you can narrow down the options and choose a tool that truly empowers your sales team.
First, think about your specific requirements. What are your biggest pain points in your current proposal process? Are you struggling with creating visually appealing proposals, tracking their progress, or getting timely signatures? Breeze, for example, excels at streamlining responses for RFPs, RFIs, and security questionnaires, making it a great choice for businesses dealing with complex documentation. If your focus is primarily on sales proposals, a tool like Proposify might be a better fit, as it's designed to enhance sales efficiency and speed up closing deals. Consider what kind of documents you create most often and choose software that specializes in those areas.
Budget is always a factor. While some platforms like PandaDoc offer robust features with tiered pricing, others cater to smaller businesses with more budget-friendly options. Explore resources like online communities (Reddit, for instance) to discover potential affordable solutions. Don't overspend on features you don't need. Start by listing your must-have features and then compare pricing across different platforms that offer them.
Even the most feature-rich software is useless if your team can't use it effectively. Look for proposal software with an intuitive interface and features like drag-and-drop functionality, pre-built templates, and clear navigation. PandaDoc is often praised for its user-friendly design, while Better Proposals also receives positive feedback for its intuitive interface and extensive template library. A smooth user experience means faster adoption and better productivity.
Seamless integration with your existing tools is essential for a streamlined workflow. Does the proposal software integrate with your CRM, e-signature tools, or other business applications? PandaDoc and Proposify both offer a wide range of integrations, allowing you to connect your proposal process with your sales, marketing, and other essential business functions. This can save you time and reduce manual data entry.
Finally, consider the level of support offered by the software provider. Look for options like free trials, demos, and readily available customer service. Proposify and PandaDoc both offer free trials and demos, allowing you to test the platform before committing. Solid customer support can be invaluable when you're getting started or encounter any issues.
Getting the most from your proposal software involves more than simply buying the right tool. It requires a strategic approach to implementation, training, and feature utilization. Let's explore some best practices to ensure you maximize your investment and achieve the best results.
A smooth transition to new software is critical for long-term success. Start by involving your team from the beginning. Open communication about the change, the reasons behind it, and how it will benefit everyone helps address concerns and fosters buy-in. Providing adequate support during implementation is also essential. This might include dedicated training sessions, readily available documentation, and a point person to answer questions. A well-supported team is more likely to embrace the new system and use it effectively. Addressing these common implementation challenges proactively sets the stage for a successful rollout.
Effective training is the cornerstone of successful software adoption. Your implementation team will include various stakeholders, from sales representatives to project managers, each interacting with the software differently. Work with your software vendor to develop a tailored training program that addresses each user group's specific needs. Focus on efficiency. If one of your goals is to address the challenge of limited time for proposal writing, ensure your team learns to use the software to create and manage proposals quickly. Hands-on training sessions, combined with clear documentation and ongoing support, will empower your team to use the software confidently and efficiently.
Many proposal software solutions offer advanced features beyond basic template creation and e-signatures. Explore these features and integrate them into your workflow. Robust proposal management software can streamline the entire proposal lifecycle, from initial drafting to final approval. Features like automated reminders, version control, and real-time collaboration tools can significantly reduce manual tasks, minimize errors, and improve overall efficiency. Don't just rely on the basic functions—explore the advanced capabilities to maximize your software investment and unlock its full potential.
What's the biggest mistake people make when choosing proposal software? Overlooking their specific needs. It's easy to get caught up in flashy features, but the best software is the one that solves your problems. Take time to identify your current proposal process pain points. Are you struggling with design, collaboration, tracking, or something else entirely? Once you know your needs, you can choose software that directly addresses them. Don't pay for features you won't use.
Is proposal software only for large companies? Not at all! Many platforms offer flexible pricing tiers designed for businesses of all sizes, including small businesses and even freelancers. Some platforms specialize in serving smaller businesses, offering features and pricing that align with their needs and budgets. Do your research to find the best fit for your business size and budget.
How can I convince my team to actually use new proposal software? Involve them in the selection process. Ask for their input on what's not working with the current system and what they'd like to see in new software. Once you've chosen a platform, provide thorough training and ongoing support. When people feel heard and supported, they're much more likely to embrace the change.
What if my client doesn't want to use electronic signatures? While e-signatures are increasingly common, some clients might still prefer traditional methods. Most proposal software allows for both electronic and traditional signatures, giving you flexibility. You can also offer to walk them through the e-signature process, reassuring them of its security and legality.
How much time can proposal software really save? The time savings varies depending on your current process and how effectively you use the software. However, many users report significant time savings, often freeing up hours each week. Features like automation, templates, and centralized collaboration can drastically reduce the time spent on administrative tasks, allowing you to focus on more strategic activities.
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