In business, where securing the next deal is paramount, consider this startling statistic: an astounding 61% of sales proposals lack personalization and fail to address clients’ unique needs. It’s a wake-up call for businesses aiming to win the hearts and contracts of their clients.

Welcome to the future of proposal management! In this article, we will unveil the top 5 proposal management software solutions to redefine how you craft, customize, and win those crucial deals in 2023. 

Whether you’re a sales professional, a consultant, or part of a dedicated proposal team, these tools are your digital partners in creating compelling and tailored proposals. 

Join us as we dive into the software poised to revolutionize your approach to proposals and elevate your chances of success in the competitive business landscape.

 Quick List of 5 Proposal Management Software

1. Jotform: Easy-to-use online form builder that allows you to create, customize, and share forms for various purposes, from surveys and registrations to order forms and feedback collection.
2. PandaDoc: Streamline proposal creation with customizable templates and e-signature capabilities.
3. Proposify: Enhance team collaboration and automate workflows for faster proposal delivery.
4. Qwilr: Elevate your proposals with interactive, web-based documents that impress clients.
5. Honeybook: Simplify proposal writing by focusing on beautiful design and quick deployment.

Comparison Chart Of  Proposal Management Software

Here’s a detailed comparison chart to help you understand the unique features of each proposal management software:

What is Proposal Management Software?

Proposal Management Software is a specialized application designed to streamline and automate the creation, management, and tracking of business proposals. Organizations typically use these proposals to bid for contracts, projects, or sales opportunities. 

Proposal Management Software helps teams collaborate effectively, improve the quality of proposals, and increase the chances of winning deals. Think of proposal management software as the Swiss Army knife of the sales process. 

Like a Swiss Army knife has various tools for different tasks, this software offers multiple features for each step of your proposal process. Need to draft a proposal? There’s a tool for that. Need to get it signed digitally? Another tool is ready. 

Want to track its progress? Yet another tool is at your service. Like a Swiss Army knife prepares you for any situation, proposal management software equips you with all you need to streamline your sales proposals and close deals more efficiently.

Why Proposal Management Software Is Important to Your Business?

Proposal management software is a game-changer for any business looking to streamline its sales process. Here are a few ways how this tool can help your business process:

• Time-Saving: No more manual drafting or formatting, freeing up time for other critical tasks.
• Efficiency: Centralized storage and easy retrieval of proposal documents speed up your workflow.
• Team Collaboration: Real-time editing and in-app communication tools make teamwork effortless.
• Professionalism: Pre-designed templates and e-signature options create a polished, professional image.
• Data-Driven: The “tracking” feature offers insights into proposal performance, helping refine your strategy.

In short, proposal management software isn’t just a nice-to-have; it’s a must-have for improving efficiency, boosting collaboration, and increasing your win rate.

Key Features to Consider in Proposal Management Software

Choosing the right proposal management software? You’ll want to look for key features that align with your business needs. Here are five must-have features that should be on your checklist.

Customizable Templates

Customizable templates are a big deal. Why? They save you time. There is no need to create each proposal from scratch. Just pick a template and adjust it to fit your client’s needs. The more customization options, the better.

E-signature Support

E-signatures make life easy. They speed up the approval process. No more waiting for mailed documents or manual signatures. This feature is vital for quick turnarounds and closing deals faster.

Collaboration Tools

Teamwork is key in crafting a winning proposal. Collaboration tools let your team work together in real time. Think of features like in-app chat and comment sections. These tools help you produce a coherent and effective proposal.

CRM Integration

Customer Relationship Management (CRM) integration is a game-changer. It pulls client data straight into your proposals. This makes your proposals more personalized and relevant. Also, it streamlines tracking and follow-ups.

Automated Workflows

Automation is your friend. With automated workflows, routine tasks are done for you. This includes things like sending reminder emails and updating proposal statuses. Automation ensures nothing slips through the cracks.

When choosing proposal management software, focus on these five features. They’ll make your proposal process smooth, efficient, and more likely to win you those crucial deals.

Top 5 Proposal Management Software

Here, we’ve rounded up the top 5 options to revolutionize how you manage proposals. Each offers unique features to simplify your workflow and increase your win rate. Let’s find out.

#1. Jotform

Jotform is a user-friendly proposal management software that streamlines the proposal creation process. With its intuitive interface, it empowers businesses to craft, customize, and send proposals effortlessly. Jotform offers a wide range of templates and tools, allowing you to create professional proposals in minutes. 

The platform also supports e-signatures, making it easy to secure approvals. Trusted by organizations worldwide, Jotform is known for its simplicity and versatility. 

Jotform simplifies the entire process, helping you win more deals efficiently. Easy to use and feature-rich, Jotform is your solution for effective proposal management.

Jotform Overview:

• Employee Numbers: Jotform has 625 employees.
• Founding Team: Founded by Aytekin Tank. 

Features 

Powerful Forms with Conditional Logic

Jotform allows you to create powerful forms that use conditional logic. This means you can set up rules that change the form’s behavior based on user inputs. For freelancers, this is particularly useful for creating dynamic proposals that adapt to different client needs.

Professional-Looking Forms

With Jotform, you can create professional-looking forms without any coding. The platform allows you to style your forms with your own logo, fonts, and colors. This feature helps freelancers maintain brand consistency across all their proposals.

150+ Business App Integrations

Jotform offers over 150 integrations with various business apps. You can automatically send form submissions to email marketing services, project management boards, CRMs, and cloud storage apps. This seamless integration makes managing proposals much easier for freelancers.

Seamless Online Payments

If your proposal includes a payment component, Jotform has you covered. The platform allows you to collect payments directly through your form. This is especially useful for freelancers who need to collect deposits or payments for services.

Automated Workflows

Jotform not only helps you create forms but also automates workflows. You can set up automated responses, generate reports, and even accept payments, all within the platform. This automation saves freelancers valuable time that can be better spent on other tasks.

Pros & Cons

Pros

• Dynamic forms with conditional logic
• Easy customization for brand consistency
• Extensive business app integrations
• Direct payment collection through forms
• Workflow automation capabilities

Cons

• Some advanced features may require a premium plan
• May have a learning curve for those new to form creation

Pricing Plans

• Free Plan: Limited features but good for small needs
• Bronze Plan: Starting at $29 per month
• Silver Plan: Starting at $39 per month
• Gold Plan: Custom pricing for advanced features

Customer Ratings

• G2: 4.4 out of 5 stars
• Capterra: 4.5 out of 5 stars

Review

The positives? It’s incredibly user-friendly. The drag-and-drop interface makes form creation a breeze. We also love the variety of templates. They save us a lot of time. Plus, the forms are easy to embed on our website and social media.

But it’s not perfect. The free plan has limitations, like a cap on the number of submissions. We had to upgrade to a paid plan sooner than we’d have liked. Also, while the basic forms are easy to make, advanced customization can get tricky.

Jotform has been mostly good for us. It’s easy for basic forms but can get complex for advanced needs. If you can deal with the limitations of the free plan, it’s worth a try.

#2. PandaDoc

PandaDoc is a comprehensive document automation platform that simplifies business document creation, delivery, and management. Businesses can quickly create professional proposals, contracts, and other documents, saving time and ensuring consistency. 

PandaDoc provides real-time tracking and analytics, giving insights into recipient engagement and document performance. Its integrations with popular tools like CRM systems enhance productivity by seamlessly connecting document processes with existing workflows. 

PandaDoc: A Company Snapshot

• Founded in [2011].
• 849 employees.
• Focused on providing document automation and eSignature solutions.
• The founder and CEO of PandaDoc is Mikita Mikado.

Features

Let’s delve deep into PandaDoc’s standout features:

High-Level Customization

PandaDoc takes customization to the next level. You’re not just filling in the blanks. The platform lets you fully adapt templates, even down to the color schemes and fonts. Plus, you can save customized templates for future use, making your work even more efficient.

E-Signature Support

E-signatures are a must in today’s digital age, and PandaDoc delivers this flawlessly. The feature is legally binding and compliant with international regulations, giving you peace of mind.

Real-Time Editing and Collaboration

Teamwork is easy with PandaDoc’s real-time editing features. Multiple team members can work on a proposal at once. There’s an in-app chat for instant communication. Plus, you can track changes and revert to previous versions. 

Extensive CRM Integrations

PandaDoc fully integrates with various Customer Relationship Management (CRM) systems. Whether you’re using Salesforce, HubSpot, or Zoho, you can pull data directly into your proposals. 

Automated Workflows

Automating repetitive tasks is a breeze with PandaDoc. From sending follow-up emails to updating the status of a proposal, automated workflows handle these for you. 

Pros & Cons

Pros

• PandaDoc covers everything from e-signatures to CRM integration.
• The platform is intuitive and easy to navigate.
• From templates to workflows, customization options are extensive.
• All documents and signatures are securely stored and compliant with regulations.

Cons

• The comprehensive feature set comes at a premium cost.
• The extensive features might be overwhelming for small businesses.

Pricing Plans

• Free Plan: Basic features with limited customizations.
• Essentials Plan: $19/month per user for standard features including e-signature.
• Business Plan: $49/month per user for advanced customization and CRM integration.

Customer Ratings

• G2: 4.3 out of 5 stars
• Capterra: 4.5 out of 5 stars

Our Review

PandaDoc is a handy Proposal Management Software, but it has its pros and cons. On the positive side, we appreciate its user-friendly interface. Creating proposals is a breeze with its drag-and-drop editor. It also tracks document activity, which helps us know when clients view our proposals.

However, there are some downsides. We’ve noticed occasional glitches in the document editor, which can be frustrating. Plus, while it offers e-signature capabilities, it’s not as robust as some competitors. Also, the pricing can be steep for small businesses.

PandaDoc simplifies proposal management with its user-friendly approach and document tracking. However, occasional glitches and pricing might not suit everyone. It’s a solid choice, but consider your specific needs before committing.

#3. Proposify

Proposify is a powerful proposal software designed to streamline the process of creating, sending, and managing business proposals. The platform offers collaboration tools that facilitate team collaboration on proposals, making it easy to gather input and feedback from stakeholders. 

Proposify’s electronic signature feature enables recipients to sign proposals digitally, reducing the need for manual paperwork. The platform also provides analytics and insights into proposal performance, helping businesses track engagement and improve their proposal strategies. 

With integrations to popular CRM systems and other tools, Proposify seamlessly fits into existing workflows, enhancing efficiency and productivity. 

Proposify: A Company Snapshot

• Founded in [2013].
• Proposify has 80 employees.
• Focused on providing proposal management and sales solutions.
• The founding team of Proposify includes Kevin Springer and Kyle Racki.

Features

Proposify is all about marrying ease of use with advanced features, making it ideal for growth-oriented businesses. Let’s dive deep into what makes Proposify stand out.

Interactive Quoting Engine

The interactive quoting feature of Proposify is a standout. It allows clients to choose from different options within the proposal, thereby personalizing the scope of work. It’s a dynamic component that lets clients feel they’re part of the process.

Integrated Payment Options

Proposify integrates various payment gateways like Stripe and PayPal, making it seamless for clients to make payments directly through the proposal. This expedites the payment process and enhances the overall client experience.

Analytics and Tracking

Proposify offers robust analytics and tracking features. You can see how often a proposal has been viewed, which sections were most engaged with, and even when it was opened. 

Custom Fields and Variables

Personalization is key to a successful proposal, and Proposify’s custom fields and variables feature facilitates this. You can automatically pull in data from your CRM or manually enter details to personalize each proposal. The result is a document that speaks directly to your client’s unique needs and challenges.

A Library of Ready-to-Use Content

Tired of typing out the same content over and over? Proposify has a library of ready-to-use content blocks, from cover letters to pricing tables. These can be dropped into your proposal in seconds. 

Pros & Cons

Pros

• Proposify encourages client interaction from quoting to payments.
• Strong analytics and tracking provide valuable insights.
• Integrated payment gateways for quicker transactions.
• Reusable blocks of content for efficiency.

Cons

• With many features, it may take time to explore the platform entirely.
• While feature-rich, the software can be pricier for small businesses.

Pricing Plans

• Tall Plan: $49 per user/month for core features and analytics.
• Grande Plan: $99 per user/month for additional customization and premium support.
• Venti Plan: Custom pricing for enterprise solutions with all bells and whistles.

Customer Ratings

• G2: 4.4 out of 5 stars
• Capterra: 4.6 out of 5 stars

Our Review

We’ve been using Proposify for our proposal management, and it has its ups and downs. On the positive side, we love the sleek templates it offers. Creating visually appealing proposals is a breeze. Plus, the content library saves us time by storing reusable sections.

However, there are some drawbacks. We’ve encountered occasional formatting issues when exporting documents. Customer support can also be slow to respond at times. Additionally, the pricing tiers can be a bit steep for small businesses.

Proposify excels in template design and content library features, streamlining proposal creation. But occasional formatting problems and customer support delays can be a hassle. Consider your budget and formatting needs when choosing this software.

#4. Qwilr

Qwilr is a dynamic proposal and document creation platform that transforms static documents into interactive and engaging experiences. With Qwilr, businesses can create visually appealing proposals, reports, and presentations that capture the attention of clients and stakeholders. 

The platform offers various customizable templates and blocks, allowing users to design documents that match their brand and style. Qwilr’s interactive features, such as videos, forms, and pricing tables, enable recipients to engage with the content and take action directly from the document. 

Whether you’re creating sales proposals, project reports, or marketing collateral, Qwilr empowers you to create documents that stand out and drive better results.

Qwilr: A Company Snapshot

• Founded in [2014].
• Qwilr has 45 employees
• Focused on providing proposal management and sales solutions.
• The founder of Qwilr includes Mark Tanner.

Features

Qwilr is for those who believe a picture is worth a thousand words. Here’s why Qwilr deserves your attention.

Visual-centric Templates

Qwilr puts a unique emphasis on the visual aspect of proposals. You can embed videos, graphs, and even interactive elements with their templates. This feature can help explain complex data more simply, making it easier for clients to understand your offer.

Code-Free Customization

Customizing your proposal in Qwilr doesn’t require any coding skills. Their intuitive drag-and-drop editor allows for easy text and image placement. You can change colors, fonts, and layouts in just a few clicks. 

SEO-Optimized Web Pages

Qwilr takes an innovative approach by turning your proposals into SEO-optimized web pages. This means you’re not just sending a document but sharing a web page link. This feature makes your proposal easily shareable and accessible on any device.

In-Document Analytics

Qwilr’s in-document analytics lets you track how much time is spent on each section, when the proposal was opened, and even if it was forwarded to someone else. This data can help you tailor follow-ups and refine future proposals.

Client Collaboration Features

Qwilr facilitates client interaction within the document itself. Clients can ask questions, provide feedback, or request changes in the proposal. This keeps all communication centralized and organized, making the process smoother for both parties.

Pros & Cons

Pros

• Takes proposals beyond text with rich visual elements.
• The drag-and-drop editor simplifies customization.
• Detailed in-document tracking offers actionable insights.
• Built-in features for client feedback streamline the process.

Cons

• High-quality features come at a cost.
• The focus on visuals can sometimes limit advanced text formatting.

Pricing Plans

• Business Plan: $75 per user/month for all essential features.
• Enterprise Plan: Custom pricing, tailored for large-scale needs.

Customer Ratings

• G2: 4.1 out of 5 stars
• Capterra: 4.3 out of 5 stars

Our Review

On the plus side, we appreciate its sleek and customizable templates, making our proposals stand out. The ability to add interactive elements like videos is a bonus too.

However, we’ve noticed that the learning curve can be a bit steep for new users. Getting the hang of all the features might take some time. Also, the pricing is on the higher side, which can be a concern for smaller businesses.

Qwilr offers visually appealing and interactive proposals but requires some learning. It’s a premium option, so budget-conscious users might want to weigh their options. Ultimately, it can be a powerful tool for creating impressive proposals once you’ve mastered it.

#5. Honeybook

HoneyBook is an all-in-one business management platform designed for creative entrepreneurs and small businesses. It streamlines processes by offering tools for managing projects, client communication, contracts, payments, etc. 

With HoneyBook, users can create professional proposals, contracts, and invoices tailored to their brand. The platform’s user-friendly interface makes it easy to collaborate with clients, track project progress, and stay organized. 

Automated workflows help businesses stay on top of tasks and deadlines, while online payment capabilities ensure swift and secure transactions. HoneyBook’s mobile app lets users manage their business on the go, connecting them to clients and projects anytime, anywhere. 

HoneyBook: A Company Snapshot

• Founded in [2013].
• HoneyBook has 236 Employees.
• Focused on providing business management and client communication solutions.
• The co-founder & CEO of HoneyBook includes Oz Alon.

Features

Honeybook stands out as a delightful blend of simplicity and effectiveness. Let’s break down what makes Honeybook a front-runner in this space.

All-in-One Business Management

Honeybook is not just a proposal tool; it’s a full-fledged business management platform. From client inquiries to invoices, everything can be managed within the system. It provides a unified dashboard to keep tabs on the entire client lifecycle.

Customizable Templates

Honeybook’s range of customizable templates is not just for proposals but also for invoices, contracts, and questionnaires. All the essential business documents you need can be designed in one place. The customization options ensure that the final output always reflects your unique brand voice and style.

Workflow Automation

Honeybook streamlines repetitive tasks with its workflow automation feature. Whether it’s sending follow-up emails or generating invoices post-approval, the platform automates it for you. 

Built-in e-Signature and Payment Processing

The tool integrates e-signature and payment processing capabilities. Clients can sign proposals and make payments without leaving the platform. This seamless experience accelerates the proposal-to-payment cycle, thus enhancing cash flow and client satisfaction.

Client Collaboration and Communication

You can converse with clients directly within Honeybook. There’s no need to switch to email or other messaging platforms. This ensures that all communication is stored in one place, making it easy to trace project histories and maintain transparent relationships.

Pros & Cons

Pros

• Manages everything from proposals to payments.
• Offers customizable templates for multiple document types.
• Simplifies routine tasks and streamlines the client journey.

Cons

• May be too costly for individual freelancers.
• Lacks some of the more advanced analytics and integration options.

Pricing Plans

• Starter: $9 per month with basic features.
• Professional: $39 per month for full feature access.
• Premier: Custom pricing for teams and advanced needs.

Customer Ratings

• G2: 4.5 out of 5 stars
• Capterra: 4.7 out of 5 stars

Our Review

Using Honeybook for proposal management, we’ve found both pros and cons. On the positive side, it simplifies client communication with its integrated messaging system. It also handles contracts and payments smoothly, streamlining our workflow.

However, there are a few downsides. The interface, while clean, can sometimes feel cluttered with too many options. Customization is limited compared to some competitors. Plus, the pricing might be a bit steep for solo entrepreneurs.

Honeybook excels in client communication and payment processing. Yet, the interface may overwhelm some users, and customization options are somewhat limited. Consider your specific needs and budget when deciding if it’s the right fit for your business.

How Can Onethread Help You in Proposal Management?

Even without direct integration capabilities, Onethread can complement a proposal management tool by filling in the gaps in resource and project management. While your proposal tool might excel in client-facing tasks, Onethread can manage the internal workings efficiently. Here’s how: 

• Its robust Timesheet feature can track the time spent on each proposal, aiding in accurate billing and future resource planning. 
• The Task and item Management features allow you to set priorities and deadlines, ensuring that proposal work aligns with other ongoing projects. 
• The Employee Directory can help in quickly identifying the right team members for each proposal task. 

By using Onethread alongside a specialized proposal management tool, teams can achieve a well-rounded approach to both proposal creation and internal resource management.

Getting the Most Out of Proposal Management Software

Maximizing the benefits of proposal management software isn’t just about having the right tool; it’s about using it the right way. Implementing best practices can make a world of difference. Here’s a quick guide on how to get the most out of your software.

• Train Your Team: Everyone should know the basics, at least. Training ensures uniform usage.
• Leverage Templates: Use built-in templates for quick starts but customize them to match your brand.
• Integrate Tools: Link the software with your CRM or other business tools for a streamlined workflow.
• Track Analytics: Use built-in metrics to measure engagement and tweak your approach.
• Regular Updates: Software isn’t static. Always use the latest version for new features and security.
• Feedback Loop: Collect client feedback for continuous proposal improvement.

By focusing on these aspects, you’re setting the stage for more efficient proposal management and, ultimately, a more successful business.

Conclusion

Proposal management software isn’t just a nice-to-have; it’s a business necessity. It streamlines your workflow, adds professionalism to your proposals, and gives you valuable insights through analytics. 

Choosing the right software can significantly elevate your client interactions and save you both time and effort. Investing in a robust platform is a step toward business efficiency and higher client satisfaction.

FAQs

Why is Proposal Management Software Important for Businesses?

This software streamlines the process of creating and sending proposals, saving time and reducing errors. It also often includes analytics to help you better understand client behavior.

Can I Use Proposal Management Software for Other Types of Documents?

Yes, many of these platforms allow you to manage other business documents like contracts, invoices, and questionnaires.

Is Proposal Management Software Secure?

Most reputable platforms prioritize security, offering features like encrypted data storage and two-factor authentication.

How Do I Choose the Best Proposal Management Software for My Business?

Look for software that aligns with your business needs, offers customizable templates, and integrates well with your existing tools.

Can Multiple Team Members Use the Same Account?

Most software options offer team plans that allow multiple users to collaborate on proposals.

Do These Tools Offer E-signature Features?

Many proposal management platforms offer built-in e-signature features to speed up the approval process.