ToolScoutWhy Dedicated Proposal Software Wins More Deals
Sending proposals as PDF attachments or Word documents is costing you deals. You have no idea when the prospect opens your proposal, which sections they spend time on, or whether they forwarded it to a decision-maker. You cannot update pricing after sending without creating version confusion. And the signing process adds days of friction with printing, scanning, and emailing back.
Dedicated proposal software solves all of these problems. Interactive web-based proposals track viewer engagement in real time. Built-in electronic signatures eliminate the print-scan-email loop. Dynamic pricing tables let prospects select options and see totals update instantly. Analytics tell you exactly when and how your proposal was reviewed, so you can time your follow-up perfectly.
In this roundup, we compare five proposal software platforms that help sales teams create, send, track, and close proposals more efficiently: PandaDoc, Proposify, Better Proposals, Qwilr, and GetAccept.
PandaDoc
PandaDoc is the most comprehensive proposal and document automation platform on this list. Beyond proposals, it handles quotes, contracts, invoices, and forms, making it a full document workflow solution for sales teams.
Key Features
PandaDoc’s drag-and-drop editor creates professional proposals with text, images, pricing tables, videos, and interactive content blocks. The content library stores reusable sections, templates, and approved content that sales reps can assemble into proposals quickly. This ensures brand consistency while letting reps customize for each prospect.
Dynamic pricing tables are PandaDoc’s standout feature for sales teams. Prospects can select line items, adjust quantities, and choose between pricing options directly within the proposal. Totals update in real time, and optional items let you present upsell opportunities without cluttering the main quote.
The proposal analytics dashboard shows when a prospect opens the document, how long they spend on each page, and whether they forwarded it to others. These insights help sales reps time their follow-up calls precisely when a prospect is engaged.
Built-in electronic signatures are legally binding and compliant with eSign laws. Approval workflows route proposals through internal stakeholders before sending. The platform integrates with HubSpot, Salesforce, Pipedrive, Slack, and Stripe for payment collection upon signing.
Where PandaDoc Falls Short
PandaDoc’s pricing scales with users, and the per-seat cost on higher tiers adds up for larger sales teams. The free plan supports electronic signatures but limits proposal creation to basic documents without the full content library and analytics.
The template editor, while powerful, has a learning curve. Creating custom templates from scratch requires investment in layout design and content organization. Some users report that the editor can be sluggish with large documents or complex pricing tables.
Pricing
PandaDoc Free includes unlimited eSignatures and basic document creation. The Essentials plan costs $35 per user per month, Business is $65 per user per month, and Enterprise offers custom pricing.
Proposify
Proposify focuses exclusively on the proposal process and excels at giving sales managers visibility into their team’s proposal pipeline. If you want to treat proposals as a manageable, measurable stage of your sales process, Proposify provides the tools to do it.
Key Features
Proposify’s proposal editor is design-focused, with pixel-level control over layout, typography, and imagery. The platform provides professionally designed templates for various industries and use cases, and the content library stores approved sections that reps can drag into proposals without starting from scratch.
The pipeline view is where Proposify differentiates itself. Managers can see every open proposal across the team, track win rates by rep, measure average time to close, and identify bottlenecks in the proposal process. This visibility transforms proposals from a black box into a measurable part of the sales funnel.
Proposify supports interactive pricing with optional line items, quantity selections, and fee tables. Electronic signatures are built in, and the signing experience is polished and mobile-friendly. Roles and permissions control who can edit templates, send proposals, and view analytics.
Notification alerts tell you the moment a prospect opens your proposal. The activity feed shows a detailed timeline of every view, comment, and interaction with the document.
Where Proposify Falls Short
Proposify is focused on proposals and does not extend to contracts, invoices, or other document types. Teams that need a full document lifecycle solution may still need PandaDoc or a separate contract management tool.
The platform does not offer a free plan, and the entry price at $29 per user per month puts it in the premium category for small teams. CRM integrations are available but not as deep as PandaDoc’s, particularly for syncing proposal data back to CRM deal records.
Pricing
Proposify Team costs $29 per user per month with a minimum of 2 users. Business offers custom pricing with advanced features, API access, and dedicated support.
Better Proposals
Better Proposals takes the approach that proposal software should be simple, fast, and produce beautiful documents without a design degree. The platform streamlines the proposal creation process to minutes rather than hours.
Key Features
Better Proposals provides over 200 professionally designed templates optimized for conversion. Each template follows a proven structure: introduction, problem statement, proposed solution, pricing, and next steps. This structure guides sales reps through creating effective proposals even if they have never written one before.
The web-based proposal format is mobile-responsive and loads instantly. Prospects view proposals as interactive web pages with smooth scrolling, expandable sections, and embedded videos. Digital signatures, payment integration through Stripe and PayPal, and live chat within proposals create a frictionless acceptance experience.
Analytics track views, time spent per section, and device used. The platform also highlights which proposal sections get the most attention, giving you insight into what resonates with prospects. Automated follow-up reminders can be configured to send when a proposal has not been viewed or signed within a specified timeframe.
The proposal editor is intentionally constrained to maintain design quality. You customize content within the template structure rather than building layouts from scratch, which produces consistently professional results.
Where Better Proposals Falls Short
The constrained editor that ensures design quality also limits customization. Teams that need pixel-level layout control or want to create unique proposal designs will find Better Proposals too restrictive. The template structure works well for standard proposals but may not accommodate unconventional proposal formats.
Integration options are more limited than PandaDoc or Proposify. While the platform connects to popular CRMs and tools through Zapier, native integrations are fewer. The platform also does not support complex pricing models with nested options or multi-currency proposals on lower tiers.
Pricing
Better Proposals Starter costs $19 per user per month for up to 5 proposals per month. Premium is $29 per user per month for 50 proposals, and Enterprise is $49 per user per month for unlimited proposals.
Qwilr
Qwilr reimagines proposals as interactive web pages that feel more like a custom-built website than a traditional document. For businesses where first impressions matter and the proposal itself is part of the brand experience, Qwilr delivers the most visually impressive output.
Key Features
Qwilr’s block-based editor creates proposals that look like polished web pages. Content blocks include text, images, video embeds, pricing tables, ROI calculators, and interactive accept buttons. The responsive design ensures proposals look perfect on any device, from desktop monitors to mobile phones.
Interactive quotes let prospects configure their own package by toggling options on and off, selecting quantities, and choosing between pricing tiers. The total updates dynamically, and the acceptance flow is seamless. This self-service approach can accelerate the sales cycle by empowering prospects to make decisions without additional calls.
Qwilr’s analytics provide granular engagement data. You can see which sections each viewer focused on, how many times they revisited the proposal, and whether they shared it with colleagues. Integration with HubSpot and Salesforce syncs proposal activity with CRM deal records.
The brand customization controls ensure every proposal matches your visual identity. Custom fonts, colors, logos, and domain hosting make proposals indistinguishable from your own website.
Where Qwilr Falls Short
Qwilr’s web-page format, while impressive, can feel excessive for simple proposals or quotes. Some prospects prefer a traditional document format they can download and circulate internally. The platform does offer PDF export, but the PDF does not capture the interactive elements that make Qwilr proposals special.
The platform’s pricing is higher than Better Proposals and requires the Business plan for features like CRM integration and custom domains. The editor, while design-focused, does not offer the same template variety as Proposify or Better Proposals.
Pricing
Qwilr Business costs $35 per user per month, and Enterprise is $59 per user per month. Both plans include unlimited proposals, e-signatures, and analytics.
GetAccept
GetAccept takes a unique approach by combining proposal software with digital sales room functionality. Beyond creating and sending proposals, the platform provides a shared space where buyers and sellers collaborate throughout the deal cycle.
Key Features
GetAccept’s digital sales room is a shared workspace where you upload proposals, contracts, case studies, and supporting materials. Buyers can access all deal-related content in one place, ask questions through in-room chat, and share the room with other stakeholders. This centralized approach addresses the challenge of multi-stakeholder B2B deals where information gets scattered across email threads.
Video messaging lets sales reps record personalized video introductions that play within the proposal or sales room. This personal touch differentiates your proposal from competitors who send static documents. Live chat and scheduling links within the proposal keep the conversation going without switching to email.
The platform supports electronic signatures, automated reminders, and deal tracking. AI-powered engagement scoring predicts deal likelihood based on buyer behavior. Integration with major CRMs ensures that all engagement data flows into your sales records.
Where GetAccept Falls Short
GetAccept’s breadth of features means a steeper learning curve. The platform is more complex than Better Proposals or Proposify, and smaller sales teams may not need the digital sales room functionality. The proposal editor itself is not as design-focused as Qwilr or Proposify.
Pricing is higher than most competitors, reflecting the platform’s broader capabilities. Teams that only need proposal creation and tracking may find GetAccept over-specified for their needs.
Pricing
GetAccept Professional starts at $49 per user per month. Enterprise offers custom pricing with advanced features and integrations. Free plans are available with limited functionality.
How to Choose the Right Proposal Software
Assess Your Proposal Volume and Complexity
Teams sending fewer than 10 proposals per month with standard pricing can start with Better Proposals for its simplicity and templates. High-volume sales teams need PandaDoc or Proposify for their content libraries and team management features.
Consider Your Sales Process
Straightforward sales cycles with single decision-makers work well with any platform on this list. Complex B2B deals with multiple stakeholders benefit from GetAccept’s digital sales rooms or PandaDoc’s comprehensive document management.
Evaluate Design Requirements
If your proposals need to match a high-end brand experience, Qwilr produces the most visually impressive output. If speed matters more than custom design, Better Proposals’ templates get you there fastest.
Our Verdict
Choose PandaDoc if you need the most comprehensive document platform that covers proposals, contracts, quotes, and invoices with deep CRM integrations.
Choose Proposify if you want the best proposal pipeline management and team visibility with a design-focused editor.
Choose Better Proposals if you want fast, beautiful proposals from proven templates without a steep learning curve.
Choose Qwilr if your proposals need to deliver a premium web-page-like experience that reflects a high-end brand.
Choose GetAccept if you manage complex B2B sales with multiple stakeholders and want a digital sales room alongside proposal functionality.
For managing your sales pipeline alongside proposals, see our best CRM software for small business roundup. To learn about connecting your proposal tools with your broader sales stack, check out our workflow automation tools guide.