12 Best Proposal Automation Tools for Sales Teams in 2025

Sales teams lose deals not because their solutions are weak, but because their proposals arrive too late or contain outdated information that undermines credibility. 81% of B2B buyers have already picked a winner before they ever talk to a sales rep. When your competitors respond in hours while you're still coordinating input from legal, finance, and technical teams, speed becomes the deciding factor.

Proposal automation software transforms this dynamic by eliminating manual workProposal automation software transforms this dynamic by eliminating manual work, maintaining centralized content libraries, and giving teams the tools to create accurate, personalized proposals in a fraction of the time. This guide examines the top 12 platforms, what features actually matter, and how to choose the right solution for your team's specific needs.

What Is Proposal Automation Software

Proposal automation software refers to digital platforms that streamline how you create, manage, and track business proposals. Think of it as the difference between manually typing out every proposal from scratch and having a system that pulls in customer data, suggests relevant content, and formats everything automatically. These platforms go far beyond basic word processors by maintaining centralized content libraries, integrating with your sales systems, and giving you real-time visibility into which proposals are actually winning deals.

At its core, proposal automation eliminates the repetitive work that bogs down sales teams. Instead of hunting through old files for pricing information or copying and pasting from previous proposals, you get smart templates that auto-populate with accurate, current information. The better platforms also let multiple team members work on different sections at the same time, route proposals through approval workflows automatically, and show you exactly when a prospect opens your document and which sections they spend time reading.

Here's what sets proposal automation apart from traditional document creation:

• Content automation: Templates with smart insertion based on customer data and deal type
• Workflow management: Automated approvals, task assignments, and deadline tracking
• Integration capabilities: Direct connections to CRM, CPQ, and other sales tools
• Analytics tracking: Real-time data on proposal opens, views, and engagement

Why Sales Teams Automate Proposals Today

Manual proposal creation has become a serious bottleneck for modern sales teams. When your reps spend up to 3.3 hours formatting documents or waiting for legal review, they're not sellingManual proposal creation has become a serious bottleneck for modern sales teams. When your reps spend hours formatting documents or waiting for legal review, they're not selling. The problem compounds when proposals require input from multiple departments—sales needs pricing from finance, technical specs from product teams, and compliance language from legal. Without automation, coordinating all these contributors turns into an email nightmare that stretches proposal turnaround from hours into days or weeks.

Consistency drives adoption just as much as speed. When every sales rep creates proposals from scratch or modifies old documents, your company's messaging fragments. One rep might promise features that aren't available yet, while another uses outdated pricing or makes claims legal hasn't approved. Proposal automation ensures every document reflects current capabilities, accurate pricing, and approved messaging.

The competitive landscape has changed buyer expectations around response time. Prospects today expect fast responses with personalized content that directly addresses their specific situation. Companies that turn around customized, professional proposals in hours rather than days gain a real advantage.

The core benefits driving teams toward automation include:

• Speed improvement: Cut proposal creation from days to hours or minutes
• Consistency enhancement: Ensure all proposals use current, approved content
• Collaboration efficiency: Enable seamless coordination across departments
• Performance visibility: Track which proposals win and which sections resonate

Must-Have Features in Modern Proposal Software

Selecting the right platform means understanding which features actually impact your team's success. Not all proposal tools work the same way, and the difference between basic document management and real automation comes down to specific capabilities. now use RFP software or proposal management tools, up from 48% last year. Your priorities will depend on proposal complexity, team size, and your existing technology stack, but certain features have become standard for any serious proposal solution.

AI Content and Knowledge Management

Artificial intelligence has transformed how proposal software handles content creationArtificial intelligence has transformed how proposal software handles content creation and maintenance. AI-powered platforms analyze your existing proposal library to identify winning language, suggest relevant content based on opportunity details, and even generate first drafts of proposal sections. More importantly, advanced AI systems act as knowledge management platforms that keep information current across all your proposals. When your product team updates a feature description or legal revises compliance language, AI-driven systems flag outdated content and suggest updates across your entire library.

CRM and CPQ Integrations

Proposal tools that integrate directly with your customer relationship management system and configure-price-quote platform eliminate manual data entry. These integrations automatically pull customer information, opportunity details, product configurations, and pricing into your proposals. When your proposal software connects to your CRM, it also pushes back engagement data—showing your sales team exactly when prospects open proposals, which sections they review, and how long they spend on each page.

Collaboration and Approval Workflows

Complex proposals often require input from multiple departments, and managing coordination through email quickly becomes chaotic. Modern proposal platforms include real-time co-editing, comment threads tied to specific sections, and automated task assignment. Approval workflows ensure the right stakeholders review proposals before they go out, with clear visibility into who needs to sign off and what's holding up the process.

Proposal Tracking and Analytics

Understanding what happens after you send a proposal matters just as much as creating it. Proposal tracking shows you when prospects open your document, how many times they return to it, and which sections capture their attention. This engagement data helps sales teams prioritize follow-up—a prospect who's opened your proposal five times is probably more interested than one who hasn't looked at it yet.which sections capture their attention. This engagement data helps sales teams prioritize follow-up—a prospect who's opened your proposal five times is probably more interested than one who hasn't looked at it yet.

Template and Content Libraries

Centralized content management ensures your team always has access to the most current, approved proposal content. Template libraries let you create standardized proposal structures for different deal types, while content libraries store reusable sections—company overviews, case studies, product descriptions, pricing tables—that can be inserted into any proposal. Version control tracks changes over time and prevents teams from accidentally using outdated content.

Security and Compliance Controls

When proposals contain sensitive pricing, proprietary methodologies, or confidential customer information, security becomes critical. Enterprise-grade proposal platforms include granular access controls that determine who can view, edit, or approve specific content. Audit trails track every change made to a proposal and by whom, creating accountability and supporting compliance requirements.

12 Best Proposal Automation Tools for Sales Teams

The proposal automation market has matured significantly, offering solutions tailored to different use cases, team sizes, and proposal complexity levels. While some platforms excel at visual design and simple sales proposals, others specialize in complex RFP responses requiring cross-functional collaboration. The right choice depends on your specific workflow, the types of proposals you create, and how proposal management fits into your broader sales process.

Iris AI Best for AI-Driven RFP Responses

Iris stands out as the most advanced AI-powered solution for teams managing complex RFPs, RFIs, security questionnairesIris stands out as the most advanced AI-powered solution for teams managing complex RFPs, RFIs, security questionnaires, and due diligence documents. Unlike traditional proposal tools that rely on static templates, Iris acts as an intelligent knowledge management platform that keeps institutional knowledge current and accessible across your entire organization. The platform automatically generates tailored responses in minutes by pulling from your connected systems, ensuring every answer reflects your latest capabilities, certifications, and approved messaging.

For sales, legal, and security teams drowning in questionnaire responses, Iris transforms what used to take days into a process that takes hours—without sacrificing accuracy or quality. The platform's collaborative workspace enables seamless coordination across departments, with automated task assignment, deadline tracking, and approval workflows that keep complex projects moving forward. Schedule a demo to see how Iris can transform your RFP response process.

Proposify Best for Design-Focused Proposals

Proposify emphasizes visual appeal and brand consistency, making it ideal for agencies, consultancies, and service providers where proposal aesthetics matter as much as content. The platform offers an extensive template library with modern designs and a drag-and-drop editor that lets non-designers create professional-looking proposals. Interactive pricing tables, embedded videos, and custom branding options help your proposals stand out in crowded competitive situations.

PandaDoc Best All-In-One Document Platform

PandaDoc takes a comprehensive approach to document management, handling not just proposals but also contracts, quotes, and agreements within a single platform. This all-in-one strategy appeals to teams that want to consolidate their document workflow rather than managing separate tools for different document types. The platform includes integrated e-signature capabilities, payment collection, and a content library for reusable sections.

GetAccept Best for Sales Engagement

GetAccept differentiates itself by combining proposal creation with sales engagement features like personalized video messages, live chat, and meeting scheduling. Sales reps can embed video introductions directly into proposals, creating a more personal connection with prospects. The platform's engagement tracking goes beyond basic open rates to show exactly how prospects interact with your content, and the integrated chat feature lets reps answer questions in real-time while prospects review proposals.

Qwilr Best Interactive Web Proposals

Qwilr reimagines proposals as interactive web pages rather than static PDF documents. This approach creates a more modern, mobile-friendly experience that feels less like a formal document and more like a personalized website. Prospects can interact with embedded calculators, configure their own packages, and even accept proposals and make payments directly within the page.

Better Proposals Best for Simplicity and Price

Better Proposals focuses on straightforward proposal creation without overwhelming users with complex features. The platform offers a clean interface, professional templates, and the essential features most small teams need—content libraries, e-signatures, and basic analytics—at competitive pricing. This simplicity makes it easy for teams to get started quickly without extensive training.

Loopio Best for Enterprise RFP Management

Loopio specializes in managing high-volume RFP responses for enterprise organizations. The platform's content library uses AI to suggest relevant responses based on question analysis, and its collaboration features support large teams working on complex proposals simultaneously. Loopio also includes project management capabilities specifically designed for RFP workflows, with automated task assignments, deadline tracking, and approval routing.

RFPIO Best Knowledge Repository

RFPIO (now part of Responsive) built its reputation on powerful knowledge management capabilities. The platform's answer library uses AI to match incoming questions with your existing responses, learning from your team's edits to improve suggestions over time. RFPIO supports complex approval workflows and includes project management features for coordinating large RFP responses across multiple departments.

Conga Composer Best Salesforce Native Option

Conga Composer offers deep native integration with Salesforce, making it the natural choice for organizations heavily invested in the Salesforce ecosystem. The platform automatically generates proposals, quotes, and contracts using data directly from Salesforce records, eliminating manual data entry and ensuring accuracy. This tight integration means sales reps can create proposals without leaving Salesforce, and all proposal activity automatically logs back to the CRM.

DealHub CPQ Best Quote-to-Cash Integration

DealHub combines configure-price-quote functionality with proposal creation, making it ideal for companies selling complex products with multiple configuration options and pricing variables. The platform guides sales reps through product configuration, automatically calculates accurate pricing including discounts and promotions, and generates professional proposals with the configured solution.

Qvidian Best for Content Governance

Qvidian (now part of Upland Software) focuses on content governance and compliance, making it a strong fit for regulated industries and large enterprises with strict content approval requirements. The platform's content management system enforces version control, tracks content ownership, and ensures only approved language appears in customer-facing documents.

XaitPorter Best for Co-Authoring Large Proposals

XaitPorter specializes in collaborative authoring for large, complex proposals that require contributions from dozens of team members. The platform's simultaneous multi-user editing, granular section assignments, and automated document assembly make it possible to coordinate massive proposal efforts without version control chaos. XaitPorter automatically handles formatting, numbering, and table of contents generation as contributors work on their sections.

Accelerate Revenue With Iris AI-Powered RFP Software

For organizations managing complex RFPs, security questionnaires, and due diligence documents, traditional proposal tools often fall short. Documents like RFPs demand accuracy, cross-functional collaboration, and the ability to maintain consistent responses across hundreds or thousands of questions over time. Iris was built specifically for this challenge, using advanced AI to transform how sales, legal, and security teams respond to complex questionnaires.

Unlike template-based proposal tools, Iris acts as an intelligent knowledge management platform that keeps your institutional knowledge current and accessible. The platform connects to your existing systems—CRM, document repositories, internal wikis—creating a unified knowledge base that automatically stays up-to-date as your products, certifications, and capabilities evolve. When a new RFP arrives, Iris analyzes the questions and generates accurate, tailored responses in minutes rather than days, dramatically reducing manual effort while improving response quality.

The platform's collaborative workspace enables seamless coordination across departments, with automated task assignment ensuring the right subject matter experts review technical questions, legal approves compliance language, and security teams handle data protection inquiries. Built-in deadline tracking and approval workflows keep complex projects moving forward without the constant email follow-ups that typically bog down RFP responses. Schedule a demo to see how Iris can transform your approach to RFPs and complex questionnaires.

FAQs About Proposal Automation Tools

Are there free proposal automation tools available?

Several proposal software vendors offer free tiers with basic features, though limitations are significant. Free versions usually restrict the number of users (often just one or two), limit monthly proposal volume, include vendor branding on your proposals, or exclude advanced features like CRM integrations and analytics. Free plans work well for freelancers or very small teams creating simple proposals, but organizations with serious proposal volume quickly outgrow the restrictions.

How quickly can sales teams see ROI from proposal software?

Most teams experience measurable time savings within the first month of implementation, particularly if they've organized their content library and built effective templates upfrontMost teams experience measurable time savings within the first month of implementation, particularly if they've organized their content library and built effective templates upfront to improve their win rates. Sales reps who previously spent hours creating proposals can often complete them in 30-60 minutes once the platform is properly configured. However, the full revenue impact typically takes one to two quarters to materialize, as improved win rates and faster response times compound over multiple sales cycles.

Can proposal automation work with existing CPQ platforms?

Modern proposal automation tools integrate with most major CPQ systems through APIs or native connectors. Integrations enable automatic flow of product configurations, pricing calculations, and quote details from your CPQ platform into your proposals, eliminating manual data entry and reducing errors. The integration typically works in one direction—CPQ to proposal—with the configured solution and pricing populating the appropriate sections of your proposal template.

Is AI-generated proposal content secure and compliant?

Enterprise-grade proposal platforms implement multiple security layers to protect sensitive information processed by AI systems. Data encryption protects content both in transit and at rest, access controls limit who can view or edit specific content, and audit trails track every interaction with your proposal data. Reputable vendors process AI operations within secure, isolated environments rather than sending your data to external AI services or using it to train public models.

Frequently asked questions

What's the best software for creating proposals?

The best proposal software depends on your use case: Iris excels at AI-driven RFP responses and complex questionnaires, Proposify works well for design-focused sales proposals, and PandaDoc serves teams that want an all-in-one document platform handling proposals, contracts, and quotes.

What is the best AI tool for writing proposals?

Iris leads in AI-powered proposal writing by analyzing your existing content libraries and connected systems to generate accurate, tailored responses in minutes rather than days. The platform maintains institutional knowledge across your organization and automatically keeps responses current as your products and capabilities evolve.

What is proposal automation software?

Proposal automation software streamlines how you create, manage, and track business proposals by maintaining centralized content libraries, auto-populating customer data, and eliminating manual formatting work. These platforms transform proposal creation from a multi-day process into one that takes hours or minutes.

Which automation tool is best for RFP responses?

Iris stands out for RFP automation by combining AI-powered response generation with knowledge management that keeps answers current across thousands of questions. The platform enables cross-functional collaboration with automated task assignment, deadline tracking, and approval workflows designed specifically for complex questionnaire responses.