Proposal software: why the right one makes all the difference
No matter your industry, sending a professional, well-structured proposal can make or break your next deal. But when you’re juggling multiple prospects, tight timelines, and internal approval workflows, creating polished proposals manually just doesn’t cut it. That’s where proposal software comes in.
The right proposal tool can streamline how you build, send, track, and manage proposals—saving time, boosting accuracy, and increasing your chances of closing.
But how do you choose the best one for your business? Let’s break it down.
What is proposal software?
Proposal software is a digital tool that helps businesses create, customize, and manage business proposals. These platforms often include templates, eSignature functionality, analytics, and collaboration features to make the proposal process faster and more effective. Streamlined project management? Proposal templates? We’re all about it.
Rather than starting from scratch every time, proposal software lets you build reusable content blocks, insert pricing tables, collaborate with your team, and get sign-off—all from a single platform.
Why businesses use proposal software
Whether you’re a small business sending out a handful of proposals a month or a large sales team working at scale, proposal software offers tangible benefits:
- Save time: Reuse templates, pricing tables, and content to speed up creation
- Look professional: Ensure consistency in branding, tone, and formatting
- Work together: Collaborate in real time with teammates or legal reviewers
- Reduce errors: Auto-fill client data and sync with your CRM
- Track engagement: See when your prospect opens, views, or signs your proposal
- Close faster: With eSignatures and approval workflows, deals move quicker
Types of proposal software
There isn’t a one-size-fits-all solution. The best tool for you depends on the type of business you run and how your sales process works. Here are the main categories:
| Type | Best for | Key characteristics |
| All-in-one sales platforms | Mid-to-large teams | Combines proposal, CPQ, eSignatures, CRM, and contract management |
| Simple proposal generators | Freelancers, consultants | Lightweight tools for creating and sending branded proposals quickly |
| Industry-specific solutions | Construction, legal, etc. | Customizable for compliance-heavy or niche industries |
| Document automation tools | Teams with complex workflows | Heavy focus on templates, conditional logic, and integrations |
Features to look for when choosing proposal software
The right software should make your team faster and more efficient without creating extra work. Here are the top features to consider:
1. Templates and content library
A strong template system lets you create once and reuse forever. Look for the ability to store pre-approved content blocks like pricing tables, legal language, or case studies.
2. CRM integrations
If you’re using Salesforce, HubSpot, or another CRM, integration is key. Syncing contact details and deal data directly into proposals reduces double entry and human error.
3. eSignatures and approval workflows
Built-in eSignatures are a must-have for modern proposals. Bonus points if you can add internal approval steps before a doc is sent out.
4. Real-time collaboration
Whether you’re working with a teammate or a client, being able to edit and comment together in real time can save hours of back-and-forth.
5. Analytics and notifications
Knowing when a prospect opens or interacts with your proposal helps you follow up more strategically. This helps you to more accurately see close rates and avoide bottlenecks.
6. Mobile and cloud access
In today’s world, your sales team needs to work from anywhere. Make sure the tool supports mobile and remote workflows.
7. Custom branding
Your sales proposal should look like it came from you. Look for options to use your own logos, fonts, and colors. Better proposals equals better business. So…who should you chose for your proposal management software? Well, you’ll want ease of use, collaboration tools, want to make sure it’s user-friendly for both team members and stakeholders, has built-in electronic signatures…wait a minute. We have all those. And then some. You already know what we’re going to tell you: winning proposals are created with PandaDoc.
How PandaDoc optimizes proposal creation and management
PandaDoc is a full-featured document automation platform built to simplify your proposal process from start to close. Here’s what sets it apart:
- Fast document creation: Use branded templates and content blocks to build proposals in minutes
- Seamless CRM sync: Native integrations with Salesforce, HubSpot, Pipedrive, and more
- Built-in eSignatures: Secure, legally binding eSignatures with optional signing order and reminders
- Approval and workflow tools: Set internal rules and workflows to streamline compliance and review
- Real-time insights: Get alerts when a recipient views, comments, or signs your proposal
- Flexible pricing tables: Allow prospects to choose their own options or packages
- Mobile-friendly: Create, send, and sign proposals on any device
Whether you’re a small business owner, sales manager, or enterprise leader, PandaDoc scales with your team and adapts to your workflow.
Final thoughts: proposal software should work for your business—not the other way around
At the end of the day, the best proposal tool is the one that fits your business goals, team structure, and sales process.
Look for something that saves time, improves accuracy, and helps your team move deals forward faster. If it integrates with your existing tools and makes your life easier, you’re on the right track.
And if you want a platform that checks every box? PandaDoc might be exactly what you need.
Ready to upgrade your proposal process? Start your free PandaDoc trial today.
FAQ
What is the best proposal software?
The best software depends on your business type, team size, and workflow. For a flexible, all-in-one tool with eSignatures, CRM integrations, and powerful analytics, PandaDoc is a top choice.
Can PandaDoc integrate with my CRM?
Yes! PandaDoc integrates natively with Salesforce, HubSpot, Pipedrive, Zoho CRM, Monday.com, and more. It can also connect with thousands of other tools through Zapier.
What features should I look for when choosing proposal software?
Look for templates, eSignatures, CRM integrations, real-time collaboration, analytics, and mobile access. If you deal with complex proposals or large teams, approval workflows and document tracking can be especially helpful.
