The 9 Best Proposal Software Tools

Winning new clients stands as the lifeblood of any thriving business. It is a complex and multifaceted process that demands excellence across multiple areas, with mastery of even one aspect potentially setting you apart from your competitors. Among these crucial aspects, the ability to craft professional, compelling proposals that showcase your value remains paramount. The key to success in this sphere may be using the best proposal software tools. These digital utilities transform the proposal-creating process from a time-consuming burden into a streamlined and concise process.

Modern proposal automation software empowers teams to create winning proposals in minutes of focused effort rather than hours of manual work. However, with hundreds of options available, choosing the right tool for your flow can feel really overwhelming. To simplify your decision, we’ve analyzed and selected 9 proposal automation tools that excel in key business areas and deliver proven results. Our today’s analysis of the best proposal tools examines essential capabilities, pricing structures, and real user experiences, helping you select the perfect solutions required to accelerate your business growth. Whether you’re looking to automate your workflow, enhance collaboration, or track proposal performance, our candidates will definitely have what to offer for your business.

Why Proposal Software is Essential for Modern Businesses

Here’s why modern businesses turn to automation solutions for proposals:

Time Efficiency: Proposal teams spend up to 50% less time creating proposals by using proven templates and automation. This lets them focus on personalizing content for each prospect rather than formatting documents manually.
Enhanced Collaboration: Proposal teams can work simultaneously on several proposals while maintaining version control. This speeds up internal reviews and ensures everyone contributes their expertise to customer success. Digital workspaces eliminate bottlenecks and enable quick feedback loops that eventually improve proposal quality.
Proactive Follow-up and Analytics: Built-in tracking shows exactly when prospects view your proposals and which sections interest them most. This document analytics lets sales teams time their follow-ups perfectly and address specific client concerns. Sales teams can analyze which proposal elements drive conversions and refine their approach based on real performance data rather than guesswork. Comprehensive analytics help identify winning patterns in successful proposals, enabling continuous improvement of your sales process.
Security and Cost Benefits: Digital proposal systems protect sensitive information through controlled access and audit trails, helping maintain compliance while sharing confidential details with prospects. Meanwhile, automated proposal creation cuts operational costs by reducing manual work and paper waste, with companies typically seeing positive ROI within months through faster deal closure and higher win rates.
Quality Control: Proposal software ensures consistent branding and messaging across all customer-facing documents. It eliminates common errors and maintains professional standards that build trust with potential clients.

Criteria for Choosing the Best Proposal Software

So, creating effective proposals forms a critical part of winning new businesses, and there are specialized tools to automate the proposal creation process. But how can you differentiate the good tools from the mediocre ones? Top proposal automation tools blend ease of use with powerful features, helping your sales teams create professional proposals that win deals in a short bit of time. However, good proposal automation software is not only about features and ease of use:

Customization Options

Business proposals need to reflect your brand. Strong tools offer template libraries with flexible layouts. They let you set fonts, colors, and create custom sections that emphasize your vision best. The best proposal automation tools help maintain brand guidelines while giving teams room to adapt content for each specific client, and that’s why we selected tools that provide you with robust customization options.

Integration Capabilities

Your proposals work better when connected to other systems. Top tools sync with CRM platforms for contact details and deal data. They link to accounting software for pricing and digital signature tools for approvals. These, and many other connections create smooth workflows from draft to close, so our today’s focus stopped on tools with decent third-party integrations.

Analytics and Performance Tracking

Data helps improve win rates. Professional tools track document opens, reading time, and section engagement. They analyze acceptance rates and successful proposal patterns. The ability to use these insights to refine your team’s approach based on real client behavior can give you a significant competitive edge, so we prioritized tools with informative built-in analytics and performance-tracking capabilities.

Document Management

Effective proposals often reuse proven content. Quality platforms offer content libraries with secure version control and clear team permissions. A centralized system for storing and updating proposal sections saves time and maintains consistency. We selected tools that make content management intuitive while protecting sensitive information, ensuring your team can quickly find and repurpose winning content.

Pricing and ROI

Every business tool must justify its cost. Proposal automation software offers various pricing models, from per-user to per-document charges; while some require annual commitments, others provide flexible monthly options. But the main question is what’s behind this price? Here, we have focused on solutions that deliver clear value through time savings, higher win rates, and improved client engagement, ensuring your investment brings measurable returns.

Ease of Use

Last but not least, the proposal document automation tool must simplify your work, not make it more complex. Your team shouldn’t need extensive training to create proposals. The best tools provide intuitive interfaces with drag-and-drop editing and logical menu structures. We prioritized platforms that let teams start creating professional documents from day one, with natural workflows that match how people actually work.

The 9 Best Proposal Tools for 2025

Tool	Main Features	Best Use Cases
Sembly	Automatic meeting minutes and task creation; AI-powered proposal generation based on the info from meetings; Cross-team workflow automation; Workstream organization.	Sales and marketing teams from businesses across the industries that rely on online meetings.
Proposify	Drag-and-drop editor; Smart templates; Real-time tracking; Interactive quotes; Easy CRM integration	Teams managing multiple high-value proposals simultaneously
Better Proposals	Project management integration; Engagement tracking; Payment processing; E-signatures; Significant content library	Small business and freelancers
Qwilr	Creating interactive web pages for proposals; CRM autofill; Tools for enhanced team collaboration; Engagement tracking; Decent mobile optimization	Sales teams from tech and real estate industries
Bidsketch	Pre-built templates; Signature tracking; Significant content library; Branding tools; Structured layouts	Small businesses and freelancers
PandaDoc	Post-send editing of proposals; Workflow management; Significant template library; Easy CRM integration; Audit trails	Enterprise teams with complex deals
Proposable	AI-based content suggestions; Version control; Dynamic sections; Status tracking; Pattern-learning AI	Marketing agencies and consultancies
Proposally	Branded templates; Team collaboration features; Easy CRM integrations; E-signatures; Real-time tracking and analytics	Sales teams across SMBs
GetAccept	Video proposals; Analytics; Automated follow-ups; Multimedia content; Behavioral tracking	B2B sales teams needing virtual engagement

Sembly

Features and Benefits:

Meeting minutes automation with actionable insights;
Real-time proposal tracking and proposal analytics.
AI-powered sales proposal automation with meeting analytics integration;
Multi-meeting insights for comprehensive client understanding;
One-click export to Word or PDF formats;
Customizable templates and workstream organization;
Cross-team collaboration capabilities;

Best for:

Sales teams from companies of all sizes looking to streamline their proposal process through AI-powered meeting insights and automated document generation;

Pricing:

Personal: Free (60 mins/month);
Professional: $10/month (annual, unlimited meetings);
Team: $20/user/month (annual, full feature access);
Enterprise: Custom pricing with advanced security options.

Sembly combines powerful meeting intelligence with proposal automation capabilities to transform how teams create and manage sales documents.

Sembly AI’s Semblian 2.0 technology analyzes meeting conversations, automatically generates tailored proposals based on them, and provides actionable insights that help close deals faster. The platform’s ability to create comprehensive meeting notes and convert them into professional proposals sets it apart from other traditional transcription tools.

Sembly’s key advantage over other proposal automation products, is that it can use your team’s meetings or previously recorded discussion as a source of information when it automatically generates the required proposal. For example: “Create a proposal based on my discovery meeting with customer X last week.” Sembly will synthesize all the relevant details from the conversation, as well its general knowledge about your organization, and any additional information it may need from the web, to create a complete and accurate proposal fully automatically, saving you hours or even days of manual work.

Sembly excels in complex sales environments where multiple stakeholder meetings influence proposal creation. By organizing meetings into workstreams, Sembly helps teams track client interactions, identify key requirements, and generate proposals that reflect all relevant discussions. This comprehensive approach, combined with enterprise-grade security features and compliance certifications (SOC 2 Type 2, GDPR, and HIPAA), makes it particularly valuable for organizations handling sensitive client information.

Proposify

Features and Benefits:

Proposal management software with drag-and-drop editor and smart templates;
Real-time tracking with comprehensive proposal analytics on customer behavior;
Integration with your tech stack, including CRM systems and meeting automation minutes;
An interactive quoting engine lets clients customize options directly in proposals, speeding up negotiations.

Best for:

Sales teams and project managers who need to create, track, and close multiple high-value proposals efficiently. Teams with increasingly big amounts of clients.

Pricing:

Basic: $35/user/month (monthly) or $29/user/month (annually)

2 users maximum;
5 documents opens per month;
Basic templates and editor.

Team: $49/user/month (quarterly) or $41/user/month (annually)

Unlimited users;
Full template library;
All integrations and tracking features.

Our second candidate, Proposify, streamlines the entire proposal management software workflow from creation to closing. It’s fairly a Swiss army knife from the world of proposal generator tools. Its combination of customizable templates, real-time analytics, and e-signature capabilities helps teams create professional proposals in a short bit of time. The platform’s ability to track client engagement and integrate with existing tools makes it particularly effective for businesses handling multiple proposals across different stages of their sales pipeline.

Better Proposals

Features and Benefits:

Project management software integration with custom templates that cut proposal creation time by 50%;
Real-time tracking shows proposal engagement metrics to optimize your sales cycle;
Built-in payment processing and e-signatures speed up deal closure;
The content library helps proposal managers maintain brand consistency.

Best for:

Small to mid-sized businesses and freelancers who need to create professional proposals quickly while tracking client engagement.

Pricing:

Starter: $19/month

10 proposals per month;
Basic templates;
E-signatures

Professional: 49/month

Unlimited proposals;
Full template library;
Payment integration;
Analytics dashboard

Better Proposals balances speed with sophistication in proposal creation. Its intuitive interface and template library let teams create branded documents in minutes, while real-time analytics reveal exactly how clients interact with each section. This insight helps teams refine their approach and close deals faster. The platform’s integration with common business tools and built-in payment processing makes it particularly valuable for service-based businesses and consultancies.

Qwilr

Features and Benefits:

Proposal management software that turns documents into interactive web pages;
AI in project management helps autofill proposals with CRM data;
Real-time team collaboration with commenting and task assignment;
The proposal analytics dashboard tracks client engagement to speed up deal closure

Best for:

Sales teams in technology, real estate, and professional services who need to create interactive, web-based proposals with built-in tracking.

Pricing:

Basic: $35/month

Interactive proposals;
Basic templates;
E-signatures

Business: Custom pricing

Full template library;
CRM integration;
Advanced analytics;
Team collaboration.

Qwilr stands out in the online proposal software market by transforming traditional documents into dynamic web pages. Unlike static PDFs, proposals become interactive experiences with embedded videos and real-time pricing calculators. The platform’s drag-and-drop editor lets teams create polished pages without coding, while built-it analytics reveal which sections capture client attention. Integration with major CRMs automates data flow, freeing teams to focus on personalizing content. Whether accessed on mobile or desktop, each proposal delivers a consistent, branded experience that guides stakeholders through complex sales cycles.

Bidsketch

Key Features and Benefits:

Sales proposal software with pre-built templates that cut creation time by 75%;
Real-time signature tracking shows when clients view and sign proposals;
Content library with example content helps insert relevant project details;
Custom branding ensures a consistent, professional look across all documents

Best for:

Freelancers, consultants, and small agencies who need to create professional proposals quickly while maintaining brand consistency.

Pricing:

Solo: $29/month or $119/year

Up to 8 users;
Unlimited proposals;
Basic templates

Team: $79/month

Unlimited users;
Full template library;
Advanced tracking;
Custom branding

Bidsketch stands out with its key feature of rapid proposal creation through industry-specific templates and example content. Its combination of e-signatures, client tracking, and CRM integration helps freelancers and small teams focus on winning business rather than administrative tasks. Bidsketch differentiates itself through structured proposal layouts combining opening, fees, and closing clocks, with unique upselling features that allow marking specific fees as optional. Its emphasis on speed and simplicity, coupled with customizable URLs and approval messages that guide the next steps, makes it effective for businesses prioritizing quick proposal turnaround.

PandaDoc

Features and Benefits:

Online proposal generator with built-in e-signatures;
Real-time tracking that shows proposal engagement and acceptance rates;
Content management system with comprehensive templates library;
Sales pipeline integration with CRM for automated data flow

Best for:

Enterprise sales teams managing complex deal cycles with multiple decision-makers and compliance requirements who need to maintain control over document versions and approval processes.

Pricing:

Free: $0

Basic e-signatures;
Document uploads;
Single user

Business: $49/user/month

Template library;
Proposal analytics dashboard;
Team collaboration tools;
CRM integration

PandaDoc stands out through its unique post-send editing capabilities—teams can modify proposals even after sending them to clients, eliminating the need for resending updated versions. The platform’s strength lies in handling complex enterprise workflows with multiple approvers while maintaining audit trails for compliance. What sets it apart is the depth of its analytics, showing not just when prospects open documents, but how long they spend on each section and which content drives engagement. For large organizations, its value comes from automating the entire document lifecycle – from creation to approval, negotiation, and signing – while integrating seamlessly with existing CRM systems.

Proposable

Key Features and Benefits:

Centralized content library learns from successful proposals to suggest winning content;
Version control with one-click rollback prevents lost work;
Custom proposal sections adapt dynamically based on prospect interactions;
Real-time proposal status tracking across the entire sales team.

Best for:

Marketing agencies and consultancies who need to quickly customize proposals from proven content blocks while maintaining brand consistency across multiple client types.

Pricing:

Basic: $19/month

10 proposals;
Basic templates;
Single user

Professional: $39/month

Unlimited proposals;
Content library;
Team collaboration tools;
Proposal analytics dashboard

Proposable differentiates itself from other proposal software solutions through its intelligent content library that learns from successful deals to suggest winning sections for new proposals. Unlike standard proposal software solutions, it uses AI to analyze which content combinations drive the highest close rates, helping teams create more proactive proposals. The platform’s unique approach to version control lets users instantly roll back changes at any stage of editing or approval. For agencies juggling multiple client types, its value comes from the ability to maintain separate branded template sets that automatically adjust pricing and terms based on service tier.

Proposally

Features and Benefits:

Branded customizable templates with the central content library for consistency in proposals;
Built-in e-signatures with real-time proposal tracking for client engagement metrics;
CRM integrations for automated data syncing and streamlined workflow

Best for:

Sales teams, freelancers, and SMBs in marketing, consultation, and tech sectors, where personalized proposals impact contract wins.

Pricing:

Starter: $19/month – 5 proposals, basic templates, e-signatures

Professional: $49/month – Unlimited proposals, custom branding, analytics

Enterprise: Custom pricing – Advanced security, API access, dedicated support

Proposally differentiates through its focus on team collaboration with commenting and chat integrations features, while ensuring accuracy through direct and precise CRM data integration. The platform combines the automation of repetitive tasks with professional customization options, making it particularly effective for businesses that require highly personalized proposals. Proposally’s emphasis on real-time tracking and engagement metrics enables proposal teams to make data-driven decisions, while the built-in e-signature functionality and customizable templates streamline the entire proposal lifecycle from creation to closure.

GetAccept

Features and Benefits:

Video proposal capabilities and multimedia content integration for engaging presentations;
Advanced tracking with detailed section-by-section engagement analytics;
Automated follow-up sequences based on recipient behavior patterns.

Best for:

For B2B sales teams of small to medium-sized businesses from industries like technology, software consulting, and professional services where sales representatives need to engage with clients virtually.

Pricing:

E-Sign: $25/user/month – Essential e-signature features

Professional: $49/user/month – Full platform access

Enterprise: Custom pricing – Advanced features and support

GetAccept stands out through its emphasis on multimedia integration and behavioral-based automation. The platform’s unique approach combines video proposals with granular analytics that track time spent on each proposal section, enabling precise follow-up strategies. This detailed engagement tracking, coupled with automated reminder sequences triggered by recipient actions, creates a more dynamic and responsive sales process compared to traditional proposal generator software.

Industry-Specific Proposal Software Recommendations

However, each industry speaks its own proposal language. Healthcare needs HIPAA compliance and medical coding. Construction demands material costs and project timelines. IT requires security frameworks and system architectures. The problem is that standard proposal tools often miss these crucial elements.

In practice, many businesses across the domains create industry-specific workflows by connecting the best proposal software with industry-specific software. For instance, construction firms blend proposal platforms with construction management software like Procore or BuilderTrend. This pulls in real-time material costs, labor rates, and project timelines. A proposal for a commercial building project automatically includes steel prices and concrete estimates.

Healthcare providers integrate Epic or Cerner systems with their proposal tools. When creating equipment proposals, they auto-populate billing codes and pull HIPAA-compliant patient volume data to justify investments. IT companies connect proposal software to security frameworks like ISO 27001 or SOC 2, ensuring each proposal includes required compliance documentation.

This integration approach works better than just resorting to generic solutions. With industry-specific additions construction proposals show exact material costs. Healthcare proposals maintain compliance. IT proposals demonstrate security standards. So, don’t limit yourself to a single tool—experiment with connecting your proposal document automation tool to industry-specific platforms. The right combination will give you a competitive edge that generic solutions can’t match.

Future Trends in Proposal Software

Predicting the future of any type of software feels like reading tea leaves. Same with the proposal software. However, there are still several clear patterns emerging from current market shifts and user demands. Here’s what proposal tools might look like in the coming years based on today’s market trends:

AI will further transform how we create proposals. Many of the best proposal software mentioned today already integrate AI systems that suggest winning content and analyze deal patterns. Soon, AI will likely handle the entire process – from gathering client requirements to crafting personalized solutions and recommending optimal pricing strategies. Machine learning will study thousands of successful deals to build templates that consistently win business.
Visual elements will redefine all types of proposal software. 3D models and augmented reality will replace text descriptions, letting clients interact with products and services before buying. Virtual walkthroughs of building projects or IT system design will become standard.
Proposal systems will probably fully merge with B2B marketing automation tools. Your CRM will automatically shape proposals based on prospect behavior – from website visits to email engagement. This integration will boost conversion rates by delivering perfectly timed, personalized proposals.
Security advances beyond e-signatures to biometric verification and blockchain. Each proposal interaction will be recorded in tamper-proof ledgers, while the fingerprint of facial recognition will control access to sensitive details.
The future of proposals is probably device-agnostic. Sales teams will seamlessly switch between phones, tablets, laptops, and whatever device they will use in the future, as they create and edit proposals. Quick updates during client meetings, visual presentations over launch, and detailed revisions at the office – all synchronized in real-time.

FAQs

Which is the best proposal automation software for small businesses with limited budgets?

For small businesses, Better Proposals, Bidsketch, and Sembly offer compelling value. Better Proposals starts at $19/month with 10 proposals and e-signatures. Bidsketch provides unlimited proposals at $29/month. Sembly offers a free plan with 60 minutes of meeting transcription and proposal generation monthly, scaling to $10/month for unlimited meetings. These tools deliver essential features without overwhelming small teams.

How do the best proposal software platforms handle collaboration and version control?

Top proposal document automation tools offer distinct approaches to team collaboration. For instance, PandaDoc allows post-send editing and maintains audit trails. Proposable provides a one-click version rollback to prevent lost work. Sembly organizes proposals into workstreams for tracking client interactions, while Proposify enables real-time team editing with comprehensive change tracking. The choice depends on your team’s workflow – from simple sharing to complex approval processes.

What makes an automated proposal generator worth the investment?

Top proposal automation software pays for itself through time savings and higher close rates. Tools like PandaDoc, Sembly, and Proposify cut proposal creation time by 50% while tracking client engagement to improve win rates.

What advantages do the best proposal automation software solutions offer over manual creation?

Modern proposal tools streamline the creation process by automatically pulling CRM data, tracking engagement analytics, and maintaining brand consistency across all documents. Also, with these tools, your sales teams can collaborate in real time while the system handles repetitive routine tasks, also increasing overall efficiency.

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