PandaDoc vs. Proposify vs. Better Proposals: Which sends proposals fastest?

For most teams, PandaDoc provides the fastest route from a completed sales call to a sent proposal. Reps can start with one of 1,000+ templates, pull customer and deal information from their CRM, and send the

For most teams, PandaDoc offers the fastest path from a completed sales call to a sent proposal. Starting from one of 1,000+ templates, reps can pull customer and deal data from CRMs like Salesforce, HubSpot, or Pipedrive, then send for e-signature, without switching tools.

That connected workflow (template → CRM data pull → send → e-signature → tracking) is what separates PandaDoc from point solutions like Proposify and Better Proposals: it handles the full document lifecycle, not just the proposal stage.

Here's how PandaDoc, Proposify, and Better Proposals stack up across the features most teams actually evaluate before choosing a proposal tool.

What does fastest proposal software actually mean?

The fastest proposal software reduces the time required to draft, approve, send, and sign a document. The platform needs to cover the entire path, from the decision to create a proposal to the moment it lands in a prospect’s inbox.

Formatting a proposal is one part of the process, but it’s rarely the source of delays once a template has been created and approved. Once a template is selected, reps still need to copy deal information from a CRM, update any pricing, get internal approvals, transfer the document to an e-signature platform, and follow up after the proposal is sent.

These tasks fall into three main categories:

• Creating the first draft

• Securing internal approvals

• Sending the proposal and collecting a signature

For this comparison, we’ll concentrate primarily on proposal creation and sending, as those stages are most directly shaped by the proposal platform that a team chooses. For example, internal approvals can dramatically impact turnaround time. A platform can assist with routing; it can’t help if responsibilities are unclear or approval processes are slow.

With that in mind, we’ll compare PandaDoc, Proposify, and Better Proposals based on the following feature sets:

• Template availability and setup

• Native CRM availability and autofill

• AI-assisted drafting

• Built-in e-signature options

• In-document payment collection

• Estimated implementation time

The fastest tool removes the most friction across the entire document workflow and helps teams send proposals as efficiently as possible.

PandaDoc vs. Proposify vs. Better Proposals: Speed comparison

All three platforms cover the basic proposal workflow. Users have a clear starting point for document creation, e-signing is supported, and documents can be tracked after they are sent.

The largest differences appear during the design flow and as teams try to reduce/automate the work surrounding the document itself.

PandaDoc removes the most repeated work for teams that live within their CRM. Instead of re-entering deal information, reps can start with a pre-populated document. Content creation is more versatile as well, with features like smart content, integrations, and workflow automation tools that offer powerful control over how content is created, distributed, and tracked.

Proposify can also move quickly, especially through the core of the design and e-signing process. The document builder is very powerful, but the platform lacks the flexibility seen in many PandaDoc workflows. These shortcomings are usually minor, but they manifest in various ways. For example, Proposify offers in-document payments, but only via Stripe, while PandaDoc and Better Proposals both offer multiple processing options.

Better Proposals is a great solution for straightforward proposals, but it gets there at the cost of versatility in layout, design, and functionality. Comparing a few Better Proposals templates will demonstrate this clearly, as most are almost identical in layout and style. The platform also falls short around advanced workflow automations. Multiple signers are possible, but only on higher-end plans.

In a direct comparison, PandaDoc offers a clear advantage in speed and versatility for most sales teams.

Where each proposal platform is actually fastest

Each platform approaches speed differently, but the best fit will depend on what is slowing the team down today.

PandaDoc is fastest for CRM-connected sales teams

For CRM-connected sales teams, delays often begin before anyone touches the proposal editor. Reps have to move customer details from the deal record into a separate document and then check that everything transferred correctly.

PandaDoc can automate that step. Our CRM integrations support document creation from existing records, automatically pulling relevant fields into the proposal.

Teams building documents from standardized templates can benefit greatly from this support. If the document uses variables and the structure stays consistent, reps can import customer and pricing information to prepare and personalize a document in minutes.

Plus, for major CRMs like Salesforce, HubSpot, and Pipedrive, PandaDoc offers two-way syncing that keeps a proposal connected to the CRM workflow throughout its lifecycle. Reps can see document status within the linked CRM opportunity, and copies of finalized documents can be automatically transferred back to the CRM. That way, all opportunity data and documentation stays in one place.

Proposify is fastest for design-heavy proposals

Proposify makes the most sense when proposals require more visual attention. Its design controls give teams the most room to build documents around their brand, rather than relying on a rigid or preset layout as Better Proposals offers. PandaDoc also provides strong design tools, but Proposify can be better for dealing with minutiae and minor details.

Once that work is complete, the template becomes the starting point for future proposals. Reps can change the deal-specific content while keeping the approved presentation intact. Plenty of workflow automations are also available to keep the process running smoothly, although the platform lacks advanced features like smart/conditional content.

What this ultimately means is that Proposify may not be the fastest solution in the heart of the workflow process — which has long-term implications — but it can be the fastest for teams with specific design needs that can be otherwise handled by a similar solution like PandaDoc.

Learn more about Proposify vs alternatives:

• PandaDoc vs Proposify

• 10 Proposify alternatives

Better Proposals is fastest for simple, single-signer proposals

Better Proposals is best suited to users or teams looking for a no-frills proposal solution and wanting to move quickly without overthinking design. While every document is serviceable and won’t cause any major design issues, Better Proposals doesn’t offer the same control over design and layout that you’ll see in Proposify or PandaDoc.

Similarly, Better Proposals lacks some of the advanced content, AI, and routing tools that larger platforms have. That works well for freelancers and smaller teams with uncomplicated offers, as they’re unlikely to need advanced routing or extensive control over document assembly and configuration.

The tradeoffs become clearer when teams are trying to differentiate themselves from competitors — necessitating more control over the design process — or when processes begin to scale. In those scenarios, teams can outgrow the platform's scope and find themselves wanting tools and workflows that simply aren’t available at scale.

Learn more about Better Proposals vs PandaDoc.

How to send a proposal in under 30 minutes with PandaDoc

A proposal doesn’t need to become a days-long project. When your templates and CRM connections are already configured, PandaDoc can turn any active deal into a signable document in under half an hour.

In this section, we’ll cover how PandaDoc can make that dream a reality. Before we walk through the process, however, let’s set up a few guidelines.

This walkthrough assumes the following:

• The PandaDoc workspace has already been configured.

• Marketing and design have created approved proposal templates.

• Variables have been added to the approved template.

• Legal has created approved language for the sales team to use.

• A CRM has been properly connected to PandaDoc.

We’re pointing this out to set proper expectations.

As with all platforms, PandaDoc requires some setup in order to achieve the highest level of speed and accuracy. If you’re new to PandaDoc, expect things to take a little longer until your documents are set up and teams are comfortable in the workspace.

Start with a proposal template

Start from the relevant contact, company, or opportunity record inside your connected CRM. From there, create a new PandaDoc document using the approved proposal template from the content library.

Taking this approach gives the rep a much stronger starting point than opening a blank document. Because the proposal template already follows the company’s preferred structure and uses content reviewed by the appropriate teams, creation is faster, and most boilerplate content is already in place.

Pull deal information from the CRM

The mapped variables inside the template should pull information from the CRM into the proposal automatically. Depending on the setup, this likely includes the prospect’s name, company information, deal value, and other account-related details.

Sales proposal automation at this stage reduces manual data entry, but it shouldn't replace a quick review. Reps should confirm that the CRM record is correct and that every populated field appears correctly within the document.

If stakeholders or accounts have changed hands since the last sales conversation, update all names and records in the CRM so all details remain relevant.

Review the scope and pricing

Next, confirm that the proposal reflects what was discussed with the prospect. The approved template may already contain standard service descriptions or product information, but the final recommendation still needs to match the deal.

Remove sections that don’t apply to the current opportunity, and adjust the scope where necessary. Because legal and marketing language has already been approved, most changes should remain focused on the customer’s needs rather than the company’s standard terms.

Reps won’t need to change any pre-approved information or add new sections; instead, they can focus on adjusting the proposed deal, quote builder, and modules relevant to the initial offer.

Add recipients and signing roles

Once you've reviewed the proposal content and pricing, add everyone who needs to receive or sign the document. For a simple deal, this may be a single decision-maker. Larger agreements may involve several recipients with different responsibilities.

Reps can assign each recipient to the correct role and confirm that signature fields, initials, dates, and other required actions belong to the right individual. If signatures need to happen in a specific sequence, reps can set a signing order before sending the proposal.

Approved templates will greatly expedite this step. When roles and assigned fields are already built into the document, reps only need to match the role with the appropriate recipient. PandaDoc will auto-assign any outstanding fields automatically.

Personalize the proposal

In some sections, reps will need to adjust the proposal to reflect any correspondence with the prospect. The approved template should provide a solid foundation, but the document still needs to feel relevant to the buyer’s goals and concerns.

At this stage, reps will need to update the introduction and any deal-specific recommendations. This could involve highlighting or remarking upon the prospect’s main challenge, adjusting pre-set timelines, or clarifying why an offered solution is the best fit.

Keep in mind that reps don’t need to rewrite every single section. A few targeted changes can make a reusable template feel specific without slowing down the process. PandaDoc offers an AI Document Assistant and content library so that reps always have options available when crafting personalized language.

Send for signature

After completing a final review of the proposals (checking that all fields are appropriately populated, pricing is accurate, etc.), it’s time to send the document to the prospect.

Reps can use PandaDoc’s built-in email system to add a subject and a short message explaining what the recipient should do next. Teams that want to use external mail systems can generate secure links in PandaDoc for use in other email platforms.

Because e-signing is part of the PandaDoc platform, recipients don’t need to download the proposals or move to another signing tool. All they need to do is click the link, review the proposal, and click to sign. The document stays in PandaDoc, and the e-signing process acts as a step in the regular document workflow.

Bonus: Track proposal activity

After a proposal is sent, PandaDoc records recipient activity and can notify the team when a document is opened. Reps can also see whether a proposal is still waiting for review or has moved further through the e-signing process.

This added visibility makes follow-ups easier to schedule. Rather than guessing whether the prospect has had time to review the proposals, reps can respond based on actual engagement and keep the deal top of mind.

Tracking doesn’t reduce the initial time required to send the document, but it can shorten the next stage of the sales process. Plus, document tracking happens automatically, so reps don’t need to configure the system or chase updates.

Bottom line: Which proposal tool is fastest

Based on our analysis, PandaDoc is the fastest option for most sales teams because it reduces work across the full proposal process. It’s especially effective for teams that create documents from CRM records and send proposals regularly.

Proposify remains a strong choice when detailed visual design is the priority. Better Proposals can be quick for freelancers and smaller teams with straightforward offers.

While each platform has a clear use case, PandaDoc offers the best combination of speed and flexibility. If the fastest proposal tool is the one that removes the most steps between an active deal and a sent document, PandaDoc is the clear winner.

For a broader view of other proposal tools, see our comparison of the best proposal software platforms.

Build stunning proposals fast with PandaDoc

When comparing proposal platforms, it's clear that Proposify and Better Proposals both perform well in certain situations. Proposify is best suited to design-heavy documents, while Better Proposals can move simple offers from draft to send with little setup.

However, PandaDoc provides the strongest overall balance of speed and flexibility. The platform fits naturally into repeatable sales flows and reduces the work required on every new deal. Those advantages become more valuable as proposal volume grows.

For sales teams that are tired of formatting documents and moving information between systems, PandaDoc offers the clearest route forward.

Most teams can get fully up and running with PandaDoc in a matter of days. Sign up for a free 14-day trial and see what it’s like to send a proposal while a deal is still fresh.