8 Proposal Automation Software to Scale Your Processes
8 Proposal Automation Software to Scale Your Processes
Sales reps only spend 30% of their time selling during an average week and 70% on non-selling work. One of the biggest time sinks sits inside the deal cycle itself: reps spend 10% of their week generating quotes/proposals and gaining approvals.
Improving sales productivity requires automating these repetitive tasks. Proposal automation software reduces that drag with reusable templates, CRM-populated fields, approval workflows, engagement tracking, and e-signature—turning what used to take hours into a process that takes minutes.
In this article, we compare the best proposal automation software for different business types.
| Proposal Automation Tool | Best For | Starting Pricing | G2 Rating |
|---|---|---|---|
| Qwilr | Mid-market and enterprise sales teams (10-50 reps) needing CRM automation and analytics | $35/user/month (annual) | 4.6/5 |
| PandaDoc | Small to mid-size teams (2-20 people) creating 50-200 standardized documents monthly | $19/user/month (annual) | 4.7/5 |
| Proposify | Mid-size teams (5-20 reps) needing brand consistency across 50-200 monthly proposals | $41/user/month (annual) | 4.6/5 |
| Nusii | Freelancers and small agencies (1-5 people) sending 10-30 proposals monthly | $29/month | 4.5/5 |
| Jotform | Businesses already using Jotform for other forms wanting unified system | $34/month | 4.7/5 |
| Bonsai | Freelancers and agencies (1-5 people) managing full client lifecycle | $9/user/month (annual) | 4.3/5 |
| QuoteWerks | VARs, MSPs, and technical product resellers needing real-time distributor pricing | $45.83/user/month (annual) | 4.3/5 |
| Better Proposal | Freelancers and small agencies (1-10 people) prioritizing design quality and speed | $19/month (1 user) | 4.3/5 |
Pricing as of January 2025
1. Qwilr: Best proposal automation for mid-market and enterprise sales teams
Qwilr is a proposal management platform that automates document creation, tracks prospect engagement, and integrates the entire proposal workflow into CRMs like Salesforce, HubSpot, Zoho CRM, or Pipedrive.
Qwilr addresses three critical bottlenecks in proposal workflows:
- Creating proposals from scratch takes 30 to 60 minutes per document,
- Prospects can't interact with static PDFs to adjust quantities or select options,
- Sales teams have no visibility into which stakeholders are reviewing proposals or where deals stall.
Qwilr tackles these issues by generating CRM-populated proposals in minutes, delivering proposals as interactive web pages where prospects adjust pricing in real-time, and providing section-level analytics showing exactly how buying committees engage with content.
Standout features
- CRM-automated proposal generation: Connect to CRMs to auto-populate customer names, deal values, product configurations, and pricing directly from CRM records using dynamic tokens.
- Content library with reusable blocks: Build a centralized repository of pre-approved content blocks (case studies, product descriptions, legal terms, pricing tables) that reps drag into proposals.
- Real-time collaboration tools: Multiple team members can edit proposals simultaneously with live indicators showing who is currently working on the document. Leave inline comments on sections, assign tasks to colleagues, and route proposals through approval workflows before sending.
- Proposal analytics: Track when prospects open proposals, time spent on sections, pricing options examined, and when proposals are shared with colleagues, with notifications through Slack and email.
- CRM and workflow automation: Trigger complex CRM workflows based on proposal activity.
- Version control and editing: Edit any live proposal and changes appear instantly for prospects. Track full revision history.
- AI Proposal Creator: Generate complete proposal templates in minutes using website URLs and industry data.
- 140+ pre-built templates for various proposal types.
Pricing
- Business: $35 per user/month (billed annually) or $39 per user/month (billed monthly)
- Enterprise: $59 per user/month (billed annually, 10-user minimum)
- Add-ons: Identity Verification (+$10/user/month), Custom Branding (+$10/user/month)
- 14-day free trial: Access to Business plan features, no credit card required
| Pros | Cons |
|---|---|
| Templates and content library cut proposal creation time significantly | No offline proposal creation (requires internet connection) |
| Live web pages eliminate PDF version control issues | Advanced content locking requires the Enterprise plan |
| Analytics show which prospects are actively engaging | Learning curve for setting up dynamic tokens initially |
| Native CRM integrations keep deal data synchronized automatically | Web-page format may not suit industries requiring formal PDF submissions |
| Admin-locked content blocks maintain legal and brand consistency |
2. PandaDoc: Best all-in-one document automation for small to mid-size teams
PandaDoc is another proposal management platform that combines contracts, e-signatures, and payment processing in one platform.
PandaDoc proposals are generated from CRM data and routed through approvals and compliance logging, enhancing traceability, consistency, and execution efficiency. However, their utilitarian design prioritizes correctness over aesthetic appeal, which can impact their effectiveness in more emotionally-driven sales contexts.
Standout features
- Approval workflows: Route documents through internal reviewers and track feedback.
- Content library: Centralize important data that can be easily dragged into documents.
- Document analytics: Track recipient engagement and view patterns.
- Bulk send: Send personalized documents to multiple recipients simultaneously.
- Live document editing: Edit sent documents with real-time updates for recipients.
- Embedded payments: Collect payments during the signing process.
Pricing
- Free: $0
- Starter: $19/seat/month (annual)
- Business: $49/seat/month (annual)
- Enterprise: Custom pricing
- 14-day free trial: Full access to Starter plan features
| Pros | Cons |
|---|---|
| Approval workflows built into template level | Essential features require Business plan |
| Native CRM integrations eliminate manual data entry | Template-based approach favors standardization over customization |
| Bulk send handles high-volume document distribution | Slow loading times for large documents |
3. Proposify: Best proposal automation for professional services
Proposify centralizes content libraries and tracks client engagement through analytics.
Proposify supports approvals, pricing reuse, and is geared towards maintaining brand consistency.
Standout features
- Content library with reusable sections: Organize approved content blocks for easy access.
- Fee Library: Reuse pricing accurately.
- Interactive pricing tables: Allow clients to customize their quotes.
- HubSpot and Salesforce integrations: Sync deal information automatically.
- Electronic signatures with Stripe payments: Simplify payment methods.
Pricing
- Basic: $19/seat/month (annual)
- Team: $41/seat/month (annual)
- Business: $65/seat/month (starts at $3,900 billed annually)
- 14-day free trial available
| Pros | Cons |
|---|---|
| Content library enforces brand consistency | Difficult to use template editor |
| Detailed analytics on prospect engagement | Limited options for customization |
4. Nusii: Best proposal automation for freelancers and small teams
Nusii offers a straightforward approach focusing on essential features for freelancers and small teams.
Standout features
- Reusable sections: Easily insert saved content into proposals.
- Variables system: Automatically populate client information.
- Custom domain and branding: Host proposals under your own domain.
- Built-in e-signatures: Capture electronic signatures within proposals.
- Stripe payment integration: Manage payments easily.
Pricing
- Freelancer: $29/month or $290/year
- Agency: $49/month or $490/year
- Business: $129/month or $1,290/year
- 14-day free trial available
| Pros | Cons |
|---|---|
| Affordable entry point | Limited payment processor options |
| Clean interface focused on proposals | Lacks detailed analytics |
5. Bonsai: Best all-in-one business management suite for freelancers
Bonsai combines various management tasks for freelancers.
Bonsai's proposal tools are designed for freelancers, but may not scale well for larger organizations.
Standout features
- Proposals, contracts, invoices: Streamlined flow for client management.
- Time tracking and project management: Plugins for managing work hours and tasks.
- Client portal: Centralizes all communications and documents.
Pricing
- Basic: $9/seat/month (annual)
- Essentials: $19/seat/month (annual)
- Premium: $29/seat/month (annual)
- Elite: $49/seat/month (annual)
- 7-day free trial available
| Pros | Cons |
|---|---|
| Integrated workflow for projects | Less sophisticated proposal features |
| Multi-currency support available | Limited feature set for larger teams |
6. Jotform: Best form-based proposal solution for simple quotes
Jotform offers form-building solutions for proposals.
Proposals can be collected and submitted through forms.
Standout features
- 10,000+ form templates: Extensive pre-built options for various sectors.
- Drag-and-drop form builder: User-friendly interface.
- Conditional logic: Tailors form responses.
- Jotform Sign integration: Adds e-signature fields easily.
Pricing
- Starter: Free (5 forms, 100 submissions)
- Bronze: $34/month
- Silver: $39/month
- Gold: $99/month
- Enterprise: Custom pricing
| Pros | Cons |
|---|---|
| Easy to integrate with existing forms | Lacks narrative flow of traditional proposals |
| Unified data collection across platforms | Limited design control in final PDF output |
7. QuoteWerks: Best desktop-based CPQ for technical product resellers
QuoteWerks specializes in realtime pricing for technical products.
Standout features
- Real-time distributor pricing: Access to over 80 distributors.
- Product database management: Maintain catalogs efficiently.
- Concurrent user licensing: Flexible use for teams.
Pricing
- Essential: $50/user/month
- Balanced: $78/user/month
- Pinnacle: $102/user/month
- 14-day free trial available
| Pros | Cons |
|---|---|
| Real-time pricing integration | Windows-only platform |
| Cost-effective for shared licensing | Limited mobile support |
8. Better Proposals: Best proposal automation for small teams prioritizing speed over control
Better Proposals focuses on design and client experience.
The platform is aimed at users who want visually appealing proposals and is better suited for less complex, repetitive proposals.
Standout features
- 250+ professional templates: Industry-specific options available.
- Web-based document viewing: Accessible on any device.
- Real-time editing: Edit proposals at any time.
- Embedded multimedia: Enhance proposals with video and images.
Pricing
- Starter: $19/month
- Premium: $29/month
- Enterprise: $49/month
- 14-day free trial available
| Pros | Cons |
|---|---|
| Unlimited proposals on paid plans | Limited customization options |
| Real-time collaboration tools | Lacks comprehensive CRM features |
How to choose the right proposal management software
Choose based on your specific workflow bottlenecks and prioritize features that address immediate problems.
- Map Your Proposal Workflow Pain Points
- Identify what slows down your proposal creation process.
- Prioritize Features That Solve Immediate Problems
- Focus on key tasks causing delays.
- Test the Interface with Real Proposal Scenarios
- Observe interfaces during demos to evaluate usability.
- Verify Critical Integrations Work in Practice
- Ensure proposal tools connect with CRMs and other systems.
- Assess Brand Customization and Content Flexibility
- Evaluate how well proposals align with your brand.
- Evaluate Collaboration and Approval Capabilities
- Look for features that streamline collaboration and approval processes.
- Plan for Team Growth and Evolving Needs
- Choose software that can grow with your organization.
- Test Support Responsiveness During Evaluation
- Assess vendor support quality during the trial.
Find proposal software that matches your workflow
The right proposal software eliminates administrative friction that keeps sales reps from selling. For teams tired of manually copying data between systems, losing track of engaged prospects, and sending static PDFs, Qwilr turns proposals into interactive web pages that update from your CRM.