10 Best Sales Proposal Software Tools [2025 Guide]

For businesses looking to win more deals and respond faster to opportunities, the way you handle sales proposals can make all the difference. Creating and sending proposals manually often eats up valuable time, increases the risk of errors, and leads to missed deals or lost revenue. As competition grows across industries, especially for small businesses, agencies, and growing sales teams, more organizations are turning to dedicated proposal software to streamline the entire sales process.

Digital proposal solutions not only eliminate paper trails but also standardize proposals across your team, enabling faster turnarounds, better collaboration, and real-time tracking. This shift is empowering sales professionals to manage sales confidently, deliver tailored proposals with ease, and boost conversion rates.

In this 2025 guide, we’re exploring leading sales proposal software tools that fit companies of all sizes and sectors—whether you’re a freelancer, part of a marketing agency, or overseeing an in-house sales team. By the end, you’ll have all the information you need to choose a software solution that aligns with your workflow, helps manage proposals efficiently, and keeps you competitive in digital sales.

Curious how switching from manual to automated proposals saves time and money? Read more about the true cost of manual proposal writing versus automation.

Essential Features of the Best Sales Proposal Software

Not all sales proposal software tools are created equal. When selecting the right platform, these essential features should be non-negotiable:

• Customizable Proposal Templates: The ability to create, reuse, and tweak proposal templates ensures consistent branding and saves hours on new proposals.
• Digital Signatures: Secure e-signature capabilities make it easy for clients to approve and sign deals quickly, eliminating back-and-forth email chains.
• Proposal Analytics: Insight into who viewed your proposal, when, and for how long allows you to refine your follow-up and see which proposals perform best.
• Collaboration Tools: Real-time editing and comments help teams work together, keeping the proposal creation process organized—even across departments or locations.
• Automation: Automate repetitive tasks such as reminders, proposal generation, and follow-ups, accelerating the proposal process.
• CRM and Payment Gateway Integrations: Seamless syncing with CRMs and payment apps shortens the sales cycle, making proposal-to-payment workflows much smoother.
• Custom Branding Options: Personalize every digital proposal so it fully represents your company, building trust and recognition.
• Tracking Proposal Performance: Data-driven insights let you continually optimize how you craft and send proposals for the best results.

Ensuring your chosen tool covers these features of proposal software will help you foster agility, win more deals, and consistently deliver professional proposals tailored to every prospect.

For more tips on crafting effective proposals, check out 10 Tips for Creating Effective Proposals.

How Proposal Software Streamlines the Sales Process

One of the standout benefits of using proposal software tools is how effectively they streamline your sales process—from the first draft to final signature.

• Shorten the Sales Cycle: Automated proposal creation means less time spent building each document, so your team can respond to leads and RFPs before the competition.
• Standardized Proposal Creation: Eliminates confusion and ensures every proposal your client receives meets your company’s standards for branding and content.
• Accelerate Approvals: Built-in digital signatures and approval workflows cut down on chase-up emails, letting deals close faster.
• Improve Collaboration: Proposal management software lets multiple team members contribute content, offer feedback, and track edits—all in one place.
• Track Proposal Performance: Get detailed analytics on opens, views, and signatures for every proposal, helping your team make informed follow-up decisions and refine their approach.
• Proposal Automation: Automate reminders, follow-ups, and even version management, keeping the process efficient and reducing the chance of human error.

Collectively, these features help sales teams move faster, collaborate better, and spend more time actually selling. This makes modern proposal software a must-have for businesses wanting to deliver quick proposals without sacrificing attention to detail or professionalism.

For a deeper look at how automation can boost overall business efficiency, explore how invoicing software can help boost your business.

Comparative Criteria: How We Ranked the 10 Best Sales Proposal Software Tools

To identify the best proposal software tools for 2025, we used a rigorous set of evaluation criteria. Each tool was assessed on the following:

• User Experience (UX): Is the software intuitive and easy to use, even for first-timers?
• Customization: How flexible is the platform in terms of template design, branding, and workflow adjustments?
• Integration Capabilities: Does the proposal software connect seamlessly with CRM systems, payment gateways, or invoicing platforms?
• Proposal Generation Features: Are templates, automation, and digital signature functions sophisticated and reliable?
• Analytics and Reporting: Does the solution offer robust proposal performance tracking and reporting mechanisms?
• Team Collaboration: Are there strong collaboration and approval features for both large and small teams?
• Price vs. Value: Does the tool justify its cost with features that add real value to your sales process?
• Customer Support: How responsive and helpful is the support team?

Paying attention to these factors makes it easier to find the best proposal software solution for your company’s unique needs.

10 Best Sales Proposal Software Tools for 2025

Ready to upgrade your sales toolkit? Below you’ll find profiles of the 10 best sales proposal software tools for 2025. Each listing covers a brief description, key features, pros & cons, and who it’s best suited for, so you can make an informed decision.

Invoice Crowd

Description:

Invoice Crowd stands out among emerging proposal software solutions for small businesses, digital agencies, and freelancers looking for a unified workflow. It combines a clean, user-friendly interface with a powerful integrated proposal builder that makes proposal creation fast, efficient, and highly customizable.

• Key Features:

• Customizable proposal templates to fit any brand or project
• Full e-signature and approvals workflow for digital deals
• Unified invoicing and proposal management under one dashboard
• Automated reminders and follow-ups to keep deals on track
• Collaboration tools for teams of any size
• Seamless integration with payment gateways and accounting functions

• Pros:

• Intuitive UI with minimal learning curve
• Efficient for quick proposal generation and delivery
• Supports both proposals and invoicing, reducing tool sprawl
• Well-suited for remote teams and freelancers

• Cons:

• Feature set may be more focused on SMEs and freelancers than large enterprises
• Add-ons and integrations are evolving (ideal for teams seeking core, not niche tools)

• Ideal Users: Small businesses, digital and marketing agencies, freelancers, and solopreneurs who want one tool for both proposals and invoicing without sacrificing efficiency or branding.

Find out more about the Invoice Crowd Proposal Builder.

Proposify

Description:

Proposify is a cloud-based proposal tool trusted by enterprise and mid-sized sales teams for its robust template library and collaboration functionality. With advanced content management and analytics, it’s designed for companies that produce a high volume of modern proposals.

• Key Features:

• Wide variety of customizable proposal templates
• Powerful analytics for tracking every proposal’s progress
• Integrations with leading CRMs and payment systems
• Multi-user collaboration and approval workflows
• Role-based permissions and advanced content locking

• Pros:

• Great for large teams needing tight brand control
• Insights help sales managers optimize performance
• Flexible integration options

• Cons:

• Advanced features may be unnecessary for smaller teams
• Template-heavy UI may require some learning for new users

• Ideal Users: Sales teams at agencies and enterprises, or businesses with a structured sales process and large client lists.

Better Proposals

Description:

Better Proposals streamlines the proposal creation process with professional, visually engaging designs. It’s optimized for speed, enabling users to generate and send quick proposals that look impressive on any device.

• Key Features:

• Modern, mobile-responsive proposal templates
• Integrated digital signatures and approval tracking
• Automated follow-up emails and reminders
• Real-time analytics on proposal views and engagement

• Pros:

• User-friendly interface for quick adoption
• Easy for small teams and solo professionals
• Focus on design quality and rapid sending

• Cons:

• Less robust for complex sales workflows
• Some integrations may require workarounds

• Ideal Users: Small businesses, freelancers, or sales teams looking to accelerate the sales process without sacrificing a professional proposal appearance.

PandaDoc

Description:

PandaDoc provides a comprehensive platform for digital documents, including interactive sales proposals, contracts, and other agreements. It brings together content creation, e-signatures, and document analytics in a single workflow.

• Key Features:

• Interactive proposal and document elements
• Automated workflow for contract management
• Real-time notifications on document activity
• Integration with major CRMs and payment providers
• In-depth analytics and collaboration options

• Pros:

• Flexibility to handle various digital documents beyond proposals
• Powerful automation capabilities
• Rich data and notification features for tracking proposal performance

• Cons:

• Feature set may feel complex for teams just starting to digitize
• Pricing structured for growing teams

• Ideal Users: Firms managing a variety of client-facing documents who want to centralize proposal sent through PandaDoc alongside contracts, onboarding forms, and more.

Qwilr

Description:

Qwilr focuses on bringing visual impact to sales proposals. It enables users to transform ordinary business proposals into dynamic, mobile-friendly web pages that incorporate interactive media and instant payment acceptance.

• Key Features:

• Visually immersive, web-based proposal creation
• Responsive and customizable templates
• Embed videos, calculators, and interactive content
• Integrated online payments for frictionless deal closure

• Pros:

• Modern digital experience for clients
• Ideal for tech-forward or creative businesses
• Analytics for tracking digital sales engagement

• Cons:

• Learning curve for teams new to web-based tools
• Focuses more on design than workflow automation

• Ideal Users: Creative agencies, consultancies, and businesses that prioritize interactive design in their client communications.

Nusii

Description:

Nusii is a straightforward proposal software tool built for freelancers and creative professionals who want minimal fuss and quick results. It’s known for its easy setup, clean interface, and reusability.

• Key Features:

• Reusable proposal templates for consistent branding
• Simple collaboration and approval workflows
• Automatic tracking of sent proposals
• Integration with popular small business tools

• Pros:

• Minimal setup, easy for non-technical users
• Clutter-free user experience

• Cons:

• Limited advanced configurations and integrations
• Reports are more basic compared to enterprise-grade tools

• Ideal Users: Small businesses, independent consultants, and creative agencies seeking to manage sales proposals and materials efficiently.

DocSend

Description:

DocSend is all about controlled document sharing and deep proposal analytics. Sales teams use it to send, track, and manage proposals, gaining insight into exactly how prospects interact with their documents.

• Key Features:

• Secure proposal and document sharing
• Detailed analytics showing time spent on each section
• Custom link access, expiration, and permissions
• Easy integration into sales and marketing workflows

• Pros:

• Strong control over proposal document access
• Valuable insights for sales follow-up strategy

• Cons:

• Not a full proposal creation suite—best paired with other tools
• Limited design customization

• Ideal Users: Sales and business development pros needing secure delivery and tracking for sensitive sales documents.

Bidsketch

Description:

Bidsketch is crafted for rapid proposal generation with a focus on efficiency and easy branding. Pre-built sections let users spin up new proposal templates that can be quickly customized, approved, and sent.

• Key Features:

• Reusable proposal content for faster turnaround
• Consistent brand styling and theme options
• E-signatures and recipient workflows
• Proposal tracking notifications

• Pros:

• Makes proposal writing fast and simple
• Good starter tool for freelancers and small businesses

• Cons:

• Feature set less geared for large organizations
• Some integration limitations

• Ideal Users: Consultants, agencies, and SMBs looking for reliable, time-saving proposal generation without added complexity.

QuoteWerks

Description:

QuoteWerks shines as a feature-rich proposal management software ideal for sales departments that need deep product integration and advanced customization.

• Key Features:

• Central hub for all proposal and quoting needs
• Integration with major CRM, accounting, and ERP platforms
• Advanced pricing rules and product configuration
• Extensive reporting and analytics

• Pros:

• Handles complex product/service catalogs with ease
• Fits into larger software ecosystems

• Cons:

• Learning curve for non-technical users
• Might feel excessive for very small businesses

• Ideal Users: Sales teams and operations departments managing intricate products, pricing, and proposal materials.

Xero Proposal Integration

Description:

Xero extends its accounting platform’s functionality by allowing third-party proposal software integration for a complete proposal to invoice workflow. This approach benefits sales teams needing tightly connected proposal, approval, and billing processes.

• Key Features:

• Syncs proposals with invoicing and financials in Xero
• Automates movement from approved proposal to client invoice
• Supports reporting across sales and accounting

• Pros:

• Speeds up sales cycles for accounting-heavy functions
• Reduces manual data entry and risk of errors

• Cons:

• Requires setup with a compatible proposal solution
• Best suited for businesses already using Xero accounting

• Ideal Users: Accounting firms, finance professionals, and small businesses needing integrated financial and proposal management.

How to Choose the Right Proposal Software for Your Sales Team

Finding the right proposal software solution for your team doesn’t have to feel overwhelming. Here are a few guiding questions to help make the best choice:

• What’s Your Company Size and Sales Volume?

• Freelancers and small teams might favor streamlined, easy-to-use tools that focus on quick proposals and minimal feature bloat.
• Larger teams or agencies may require advanced collaboration, analytics, and integration features.

• Which Processes Need Integration?

• Direct integration with CRM, invoicing, or payment systems can turn proposal tools into powerful end-to-end solutions.
• If you’re already using invoicing platforms, check which proposal solutions seamlessly connect for a smoother workflow.

• What Level of Customization and Branding is Needed?

• If design and branding matter most, prioritize tools that offer customizable templates and real-time editing.

• Is Customer Support Readily Available?

• Strong support makes onboarding and technical hiccups easier to handle.

• How Does Pricing Align with Value?

• Look for plans that scale with your business, factoring in per-user pricing, integrations, and support costs.

• Can the Tool Grow with Your Team?

• Ensure the solution you choose won’t become restrictive as your sales operations expand.

Taking these factors into account will help you find the best sales proposal software for your unique requirements. For further inspiration, see our comparison of top options in 10 Best Client Proposal Solutions in the USA.

Use Cases: Boosting Results with the Best Proposal Software

Whether you’re a solo consultant or part of a larger agency, proposal software tools tackle common pain points and help drive real results. Here’s how:

• Save Time on Repetitive Tasks: Automated templates and proposal creation features let you spend less time drafting and more time building relationships.
• Close Deals Faster: Digital signatures, proposal analytics, and in-built reminders keep prospects moving through your pipeline—and help sales teams follow up at the perfect moment.
• Consistent Branding and Messaging: Proposals sent from unified platforms maintain your company’s image and reduce errors caused by accidental copy-pasting or outdated content.
• Enhance Client Experience: A sleek, secure proposal portal (like Invoice Crowd’s customer portal) gives clients an easy, organized way to review, comment, and approve proposals—leading to higher client satisfaction.

Ultimately, proposal software for sales empowers teams and sales reps to build credibility, respond faster, and win more business. For more best practices, visit our guide to creating effective proposals or check out the Invoice Crowd proposal builder feature in action.

Conclusion: Streamline Your Sales Process with the Right Proposal Software Tool

Adopting the right proposal software tool can transform your proposal process from a bottleneck to a competitive edge. The best solutions let sales teams of every size streamline workflows, improve proposal quality, and track every step from creation to signature.

If you’re ready to see what a modern, flexible proposal software solution can do for your business, consider trialing tools from this guide—particularly those that unify invoicing and proposal management for seamless results.

You can explore the capabilities of the Invoice Crowd proposal builder to get started, and experience firsthand how the right platform can help you streamline your sales process and grow your business with confidence.