Best proposal software with CRM integration: How to connect your sales stack

The best proposal software platforms with native CRM integration are PandaDoc, Proposify, GetAccept, and Better Proposals. Each syncs customer data automatically from CRMs like HubSpot and Salesforce, eliminating manual data entry, accelerating deal cycles, and keeping proposal data and CRM records in sync without copy-paste workarounds.

PandaDoc offers the deepest native CRM integrations in the category. It connects directly with HubSpot, Salesforce, Pipedrive, and Monday.com, auto-populating proposal fields with CRM contact and deal data, pushing document status back to the CRM record, and enabling e-signature collection and payment processing without leaving the workflow. It also includes a full document editor, pricing tables, and a template library, making it the most complete option for teams that need to create, send, and close proposals in one platform.

Proposify suits teams that prioritize brand control and pipeline visibility, with locked templates, approval workflows, and detailed proposal analytics.

GetAccept is built for B2B sales engagement, adding video messages, AI-driven engagement tracking, and SMS follow-ups alongside its proposal tools.

Better Proposals is the lightest-weight option — fast to set up, clean editor, and solid integrations via HubSpot and Pipedrive for teams with simpler workflows.

The biggest integration gap for most sales teams isn't knowing which tools connect to their CRM; it's knowing how deeply they connect. A surface-level integration syncs contact names. A native integration like PandaDoc's keeps proposal status, document engagement data, and signed contracts in the CRM record so the whole revenue team works from a single source of truth.

In this guide, we'll look at other options and compare features to help you find the best platform for your business needs.

Key takeaways

• The best proposal/CRM integrations offer native, bi-directional workflows so that data can pass back and forth between both platforms.

• HubSpot and Salesforce users should evaluate field mapping and writeback functionality carefully, as integrations vary significantly between platforms.

• CRM integration count matters for teams using multiple databases, but CRM depth matters more for workflow automation.

*Note: Functionality varies between CRM integrations. However, this may happen because a platform offers more extensive integration support.

For example, PandaDoc offers 16 CRM integrations while GetAccept only offers six, and many CRM platforms don’t support advanced integration features.

Leading proposal software with CRM integrations

Integrating with CRMs isn’t rare. Many proposal platforms can, with varying levels of depth.

Unfortunately, the performance and capability of these integrations can vary significantly. Some platforms can only pull basic information, while others allow for trigger-based proposal generation directly from the CRM. Automated syncing, opportunity pipeline management, and similar features are typically reserved for the most advanced integrations.

For this comparison, we focused on capabilities that have the greatest impact on sales workflow:

• Auto-populate from deal data. This feature allows variables and placeholders in proposal fields to be automatically populated using CRM records

• Bidirectional sync. Two-way syncing allows activity on a proposal to automatically update CRM records. Example: When a proposal is signed in the proposal software, the CRM software updates the opportunity status to Close-Won for that deal.

Learn how to use bidirectional data sync to connect your CRM and document workflows.

• Native integration vs Zapier. Native integrations typically support deeper automation and more reliable data transfer without third-party passthroughs or additional costs.

• CRM-triggered proposal generation. Proposals can be automatically generated and sent based on CRM activity and without manual preparation by a sales rep.

Learn more: How to automate document generation from your CRM

The platforms in the table below and in the following section were evaluated based on these criteria rather than on general proposal features or pricing. If you’re shopping for a solution, take a close look at other aspects of a platform to ensure its capabilities suit your specific needs.

PandaDoc

Best for teams using HubSpot, Salesforce, or Pipedrive that want proposals generated and managed inside existing CRM workflows.

• Native CRM integrations: 16

• Automation depth: Medium to high (varies by integration)

• Setup complexity: Low to medium

PandaDoc is the market leader in proposal software, especially for small- and mid-market teams, and is an all-in-one, end-to-end document generation and management platform.

Users can build documents from scratch or use templates with a drag-and-drop editor, then style them to their preference before sending them to reviewers, external collaborators, or stakeholders. 

PandaDoc offers live commenting and redlining tools to expedite negotiation. When proposals are ready to be finalized, all parties can electronically sign the document without ever leaving PandaDoc, and both the document and any associated files are automatically stored in the user’s workspace.

PandaDoc offers 16 native CRM integrations, allowing users to automatically load customer data into PandaDoc documents from their CRM.

The platform also integrates with HubSpot and Salesforce via bidirectional syncing. In those scenarios, users can create proposals directly from the CRM’s deal or opportunity records, automatically pull pricing and contact data, and generate proposals without ever leaving the CRM workspace. While PandaDoc serves as the vehicle for proposal generation and e-signing, the two-way sync automatically updates the CRM as documents progress.

For teams looking to supplement or fully automate proposal and document processes by connecting CRM data with a document generation tool, PandaDoc is a strong fit. Plus, the platform offers versatility that goes far beyond proposals, making it a great tool for document creation needs in other departments, such as HR or finance.

Try PandaDoc and start your 14-day free trial.

GetAccept

Best for sales teams seeking proposal generation, buyer engagement tools, and CRM-based deal tracking

• Native CRM integrations: 6

• Automation depth: High

• Setup complexity: Medium

GetAccept combines proposal workflows with sales engagement tools and connects that activity back to CRM records. Users can create proposals using CRM data, monitor buyer activity, and manage document progress without relying on separate, individual tasks or manual tracking.

Users in GetAccept also have access to buyer engagement tools, including deal rooms, automated live chat follow-ups, and mutual action plans. These solutions are designed specifically to help expedite deal flows by giving reps and stakeholders the ability to communicate live in documents. 

Although GetAccept doesn’t offer as many CRM integrations as PandaDoc, excluding its use with less-popular CRM solutions, every integration includes a high level of automation functionality. Reps can create documents using CRM data, receive automatic updates on document progress, and manage most proposals and quotes inside the CRM dashboard. Separately, users can use GetAccept’s sales engagement tools for negotiation and finalization.

Overall, GetAccept is a powerful tool for proposals and sales, but it’s heavily focused on that niche and the CRM environments it supports. Compared to PandaDoc, which is largely document-agnostic and can be used by a variety of non-sales teams, GetAccept will be a good match for sales teams using one of the supported integrations and who will make full use of its engagement tools.

Learn more about GetAccept vs alternatives:

• GetAccept review

• GetAccept vs Docusign

• GetAccept alternatives

Proposify

Best for sales teams looking for focused proposal creation to supplement their CRM processes.

• Native CRM integrations: 6

• Automation depth: Medium to High (varies by integration)

• Setup complexity: Low

Proposify takes a more focused approach to proposals and client approvals than broad document workflow platforms like PandaDoc and GetAccept. While some functionality overlaps, Proposify primarily focuses on designing and creating stunning, beautiful proposals.

Of all the platforms on our list, Proposify offers the most versatility for proposal designers. In some aspects, the editor functions like a consumer-friendly design tool, similar to Canva. For text and layouts, the proposal builder is block-based (just like PandaDoc and others), so non-designers can quickly build custom proposals that suit their needs.

However, unlike the live collaboration features you’ll see in PandaDoc or the engagement tools from GetAccept, Proposify offers little beyond proposal design, management, and e-signature capture. The platform is proposal-focused and performs very well in that niche.

As with PandaDoc, Proposify’s CRM integrations vary in functionality. While HubSpot and Salesforce users can send and sync data between the two platforms, other solutions, including Pipedrive, may require more manual steps. In those scenarios, users will need to leave their CRM and go into Proposify to manage various aspects of the document process.

Overall, Proposify’s design focus makes it ideal for teams that handle broader workflow creation elsewhere. Due to its niche focus, Proposify is a relatively lightweight addition to any tech stack, but only because other sales-related engagement tools are hosted elsewhere.

Learn more about Proposify vs alternatives:

• PandaDoc vs Proposify

• Proposify vs Docusign

• Proposify vs QuoteWerks

• 10 Proposify alternatives

Qwilr

Best for sales teams who want to create proposal experiences based around interactive content.

• Native CRM integrations: 4

• Automation depth: High

• Setup complexity: Low to medium
  

Qwilr approaches proposals differently from traditional document platforms. While other solutions focus on creating page- or PDF-styled documents in a dedicated editor, Qwilr’s process involves creating interactive, browser-friendly web pages rather than standardized documents. 

On the backend, Qwilr’s design process is similar to that of drag-and-drop document builders on platforms like PandaDoc, GetAccept, and Proposify. Users still design each block by adding text, media, and other proposal content, but the output is an interactive web page rather than a DOCX or PDF file.

Beyond the design and web-heavy elements, Qwilr works closely with supported CRMs to help teams automate manual and time-consuming tasks. Teams using Qwilr can trigger proposal creation from their CRM and use status updates from Qwilr documents to trigger more sophisticated workflows. By using these solutions, sales reps can reliably automate most of the quoting and proposal process with no lapse in document quality or accuracy.

Of course, the greatest upside of Qwilr’s approach is also its downside. Qwilr’s web experiences look fantastic in the browser, but they’re not as great for teams who need proposals in a format standardized around physical paper. The editor offers a PDF conversion tool, but output quality is limited because the interface is designed to build web pages meant to live outside standardized, traditional formats.  By comparison, PandaDoc users can download files in industry-standard formats with just a click.

Learn more about Qwilr vs alternatives:

• PandaDoc vs Qwilr

• 10 Best Qwilr alternatives and competitors

Better Proposals

Best for smaller sales teams that want proposal software with basic CRM connectivity and minimal automation.

• Native CRM integrations: 16

• Automation depth: Low to medium (varies by integration)

• Setup complexity: Low / Medium / High

Better Proposals takes a simpler approach to proposal management and creation than the other options on our list. The platform focuses on smaller brands and teams, offering strong features at a more competitive price point but without the higher-level complexity that enterprise teams might need.

Similar to the platforms discussed above, Better Proposals offers an all-in-one document experience with a live editor, in-app sending options, automated follow-ups, and e-signature solutions. Everything happens inside the platform, so team members and stakeholders can keep all documentation in one place.

Where Better Proposals falls short is in its lack of advanced tools. For example, PandaDoc offers live collaboration between both team members and external stakeholders. Better Proposals offers collaboration tools, but they’re only for other team members. Live editing also obscures a content block, meaning that other users can’t see how a block has changed until an edit is done. As a result, the collaboration process is more turn-based than real-time, and functionality is reduced.

While other examples exist, this limited functionality also extends to most of the platform’s integrations. BetterProposal integrates with 16 separate CRMs, including HubSpot, Salesforce, and Pipedrive, but automation is limited. Users can pull customer data from the CRM into Better Proposals, but proposals can only be created in Better Proposals (not from the CRM itself). Similarly, proposal status can sync back to the CRM, but users will need to import those documents to the CRM, rather than having them pulled over automatically via the integration.

That said, Better Proposals is a powerful tool for freelancers and smaller brands that may not need document creation at scale but can benefit from light automation to reduce manual workloads.

Learn more about PandaDoc vs Better Proposals

What to look for when evaluating proposal software CRM integration

The most important factors when evaluating proposal software CRM integrations are native connectivity, two-way data sync, CRM-triggered document generation, field mapping flexibility, document writebacks, and plan-tier access. Each determines how much of the proposal workflow can be automated — and how much your team will still handle manually.

Native CRM connectivity

The integration should connect directly to your CRM without relying on Zapier or other middleware. Third-party connectors can replicate some functionality, but they add cost, introduce sync delays, and often have feature gaps that only surface after you've committed to a platform.

Two-way data sync

The strongest integrations move data in both directions: CRM data populates the proposal automatically, and proposal data — status updates, viewed timestamps, signed documents — writes back to the CRM record. Some platforms only sync one direction, which still requires manual updates on the CRM side.

CRM-triggered proposal generation

HubSpot, Salesforce, and a handful of other CRMs let reps generate a proposal directly from a deal record without switching tools. The rep selects a template, clicks send, and the integration handles population and delivery. If reducing context-switching for your sales team is a priority, confirm this workflow is supported before you commit.

Field mapping flexibility

Proposal templates use variables to pull in contact and deal data from the CRM. If your team uses custom CRM fields — industry-specific data, custom pricing tiers, non-standard contact attributes — confirm the integration can map those fields to template variables, not just the default ones.

Document writebacks

The best integrations automatically attach completed and signed documents to the corresponding CRM record or opportunity. Teams that lack this spend time downloading signed PDFs and re-uploading them manually—a process that also introduces version-control risk.

Plan-tier access

Integration depth is often gated by plan tier, on both the CRM side and the proposal platform side. Confirm that the specific features you need — CRM-triggered generation, writebacks, custom field mapping — are included in the plan you're evaluating, not reserved for a higher tier.

When evaluating vendors, ask them to demonstrate the complete data flow: from CRM opportunity to sent proposal, and from signed document back to the CRM record. That single walkthrough will surface gaps faster than any feature checklist.

How PandaDoc fits into the CRM workflow

Strong CRM integrations allow sales teams to move from opportunity to proposal and back again without recreating data or manually updating records. 

PandaDoc supports these processes through native CRM integrations and two-way syncing that ties proposal activity to active deals. Documents can be generated within the CRM using CRM data and tracked throughout the entire sales cycle without ever leaving the CRM interface.

Below, we’ll take a closer look at how PandaDoc works in HubSpot and Salesforce.

PandaDoc + HubSpot

For HubSpot teams, proposal creation can extend the existing deal workflow rather than becoming an entirely separate process.

Teams won’t need to copy information into a separate tool or update records manually afterward. Instead, PandaDoc allows teams to create, send, and track proposals within HubSpot CRM while keeping data automatically synced in the background.

Here’s an overview of the process after the platforms are connected and your templates are configured:

1. Open a HubSpot deal, contact, or company record. Reps can start from an existing HubSpot object where account details, contacts, pricing, or ownership data already exists and trigger proposal creation from there.

2. Create a PandaDoc document from HubSpot. Teams launch PandaDoc directly from the CRM and select a pre-designed template. Deal and company information is pulled from the CRM into the document and populates automatically against the variables and mapped fields in the template

3. Review document content and pricing information. Before sending, teams can validate that the information is correct, pull additional details into the document, and adjust items such as pricing or quote blocks. Because data entry relies on information pulled from the CRM, the review process can focus less on typos and more on issues like pricing accuracy and deal configurations.

4. Send and track proposal activity inside HubSpot. After a proposal is sent, the document’s status remains visible from the HubSpot record, allowing teams to monitor progress without switching workflows.

5. Sync updates back into HubSpot automatically. Using sync rules and automations, teams can update deal states, attach completed PDFs, sync selected field values, and keep deal records aligned with document activity.

By keeping proposal activity inside HubSpot, teams can reduce handoffs and task switching required to move a deal forward. Reps won’t need to hop between platforms or manually copy/paste data, and bi-directional syncing keeps opportunity and proposal status updated for a real-time view of deal progress.

The difference becomes even more noticeable as proposal volume increases. Reps can manage more documents without missing deadlines or follow-ups. Plus, because additional information is connected to the CRM, HubSpot becomes the main workspace for sales workflows.

PandaDoc + Salesforce

While not identical, PandaDoc’s connection to Salesforce CRM is similar to the flow featured for HubSpot CRM.

For the most part, the end result is the same: users can push data into a prepared template and track everything from within Salesforce. In addition to expediting sales flows, the primary goal is to reduce errors and keep reps in the CRM longer for greater efficiency.

Here’s what the connected PandaDoc/Salesforce flow looks like when everything is properly configured and templates are prepared:

1. Open a Salesforce opportunity, account, contact, or lead record. Reps can start the deal process from any location where data is stored and trigger proposal creation within the CRM.

2. Create a PandaDoc document from Salesforce. Teams will launch PandaDoc from inside the CRM and select a pre-designed template. Data from Salesforce flows to the template based on the variables and mapped fields in the document.

3. Review document content and pricing information. Prior to sending the proposal to relevant stakeholders, reps and supervisors can validate all populated information, confirm opportunity details, and ensure everything is correct.

4. Send and track proposal activity inside Salesforce. Once the proposal is sent, the document status remains visible in Salesforce and updates based on interactions with the document. These updates are live, so teams will always know when something changes, and the document will reflect that.

5. Refresh proposal data and keep records aligned with CRM updates. If details change before sending, teams can refresh draft documents to pull updated Salesforce information into variables, pricing tables, and other elements without recreating the proposal. 

As with HubSpot, PandaDoc’s connectivity to Salesforce is versatile enough to adapt to a variety of different workflows and organizational styles. Teams can create proposals based on their internal processes and how information is stored in Salesforce.

Individual processes also won’t significantly affect how the integration passes information between platforms, so reps can work in ways that best suit their needs. In every case, however, this connectivity enables teams to reduce errors and move more efficiently when handling deals.

Spend less time updating records and more time closing deals

Integrations between proposals software and CRM solutions are meant to save time and improve accuracy without missing information. When proposals connect directly to the CRM, reps no longer need to manually enter data, switch between platforms, or work across different interfaces.

However, every proposal software and CRM combination functions a little differently. Some have bilateral syncing, but others don’t. Some can only pull specific information or are limited by what a platform supports.

If you’re looking for an easy-to-use proposal solution, PandaDoc brings content creation, document tracking, e-signatures, and so much more into your existing sales workflow through native CRM integrations. 

• With Salesforce and HubSpot, teams can generate documents using CRM data, monitor proposal activity from opportunity records, and keep information aligned throughout the sales process.

• With other CRMs, PandaDoc is still a strong option, but two-way syncing isn’t supported, and PandaDoc is more likely to become the document creation workspace while the CRM handles customer data. However, because PandaDoc offers end-to-end document creation and e-signing, teams won’t need additional tools to move deals forward.

Curious about how PandaDoc can fit into your workflow? Sign up for a 14-day trial and give it a test drive, or talk with a dedicated product specialist for a live demo.