Top 8 Proposal Software Tools for Small Businesses

Your proposal is often a client’s first real taste of your brand, and a static PDF attached to an email can feel a bit dated. The modern sales process demands a more dynamic and engaging experience. Proposal software transforms your documents into secure, interactive web pages that look great on any device. This allows you to embed videos, offer optional add-ons, and track exactly when your proposal is opened and which sections get the most attention. This isn't just a cosmetic upgrade; it's a fundamental shift that improves the client experience and gives you powerful data. This guide will help you select the best proposal software for small businesses to modernize your sales process and leave a lasting, professional impression.

Key Takeaways

• Treat It as a Sales Hub, Not Just a Document Tool: The best proposal software does more than create documents; it streamlines your entire sales process. Use it to centralize your content, track client engagement, and get signatures faster, turning a multi-step headache into a smooth, efficient workflow.
• Prioritize Features That Directly Impact Winning: When comparing options, focus on the capabilities that will actually help you close deals. Non-negotiables include a central content library for consistency, seamless CRM integration to reduce manual work, and analytics to gain valuable insight into client interest.
• Make a Plan for Team Adoption: A new tool is only effective if your team uses it well. Get everyone on board by involving them in the selection process, providing clear training, and building out a library of on-brand templates to make their jobs easier from day one.

What Makes Proposal Software a Game-Changer for Small Businesses?

If you’re still building proposals in Word and emailing them as PDFs, you know the process can be a real grind. You spend hours tracking down the right content, wrestling with formatting, and then sending your proposal into a black hole, wondering if it was ever opened. This is where proposal software completely changes the game, especially for small businesses where every minute and every deal counts. It’s not just about making prettier documents; it’s about creating a smarter, faster, and more effective sales process from start to finish.

Think of it as your central hub for everything proposal-related. Instead of starting from scratch every time, you have a system that helps you create, send, and manage your proposals with far less effort. This efficiency means your team can respond to opportunities like RFPs and RFIs more quickly, giving you an edge over competitors who are stuck with slower, manual methods. By streamlining the entire workflow, you free up your team to focus on what they do best: building relationships and closing deals. The right tool doesn't just save time—it helps you present a more professional and consistent brand image, which builds trust and increases your win rate.

Look for These Key Features

When you start comparing tools, you'll see a lot of different features. Focus on the ones that will make the biggest impact on your daily workflow. A solid content library is a must-have; it stores all your approved case studies, team bios, and company information so you can pull them into new proposals instantly. Look for customizable templates that let you maintain brand consistency while tailoring the content for each client. The best platforms also include AI-powered tools that help you generate accurate first drafts in minutes, not hours, and manage everything from simple quotes to complex security questionnaires.

Check for Critical Integrations

Your proposal software shouldn't operate in a silo. To get the most value, it needs to connect smoothly with the other business tools you already use every day. The most important integration is with your Customer Relationship Management (CRM) platform, like Salesforce or HubSpot. This connection allows you to pull customer data directly into your proposals, which saves time and reduces the risk of manual errors. Also, look for integrations with invoicing or project management software to create a seamless handoff from sales to delivery once the deal is signed. A tool that fits into your existing tech stack makes the whole process feel effortless.

Prioritize a Smooth User Experience

A powerful tool is useless if your team finds it confusing or frustrating to use. A clean, intuitive interface is non-negotiable. When evaluating software, pay attention to how easy it is to find what you need and build a document. Is the layout logical? Can you easily drag and drop content blocks? A great user experience means your team can get up and running quickly with minimal training. This allows them to focus on crafting a winning proposal rather than fighting with the software. Many companies offer case studies that can give you a sense of how other teams have successfully adopted their platform.

A Breakdown of the Top 8 Proposal Tools

Choosing the right proposal software can feel overwhelming with so many options on the market. To make it easier, I’ve put together a list of the top eight tools that cater to small businesses. Each one has its own strengths, whether you need powerful AI, beautiful design, or straightforward simplicity. Let’s look at what makes each of these platforms a solid choice for streamlining your sales process and winning more deals.

1. HeyIris.ai

Of course, we have to start with our own solution, Iris. What sets Iris apart is its powerful AI engine designed to handle more than just standard proposals. It’s a complete AI deal desk that helps you respond to complex documents like RFPs, RFIs, SOWs, and security questionnaires with incredible speed and accuracy. Iris connects to your existing systems and proactively flags outdated information, ensuring your responses are always current. For teams looking to reduce the time it takes to create a first draft from days to minutes and significantly improve win rates, our AI-powered platform is built to deliver. It’s perfect for businesses that need to produce high-quality, accurate proposals without the manual grind.

2. PandaDoc

PandaDoc is a well-rounded document automation tool that helps teams create, manage, and sign proposals, quotes, and contracts all in one place. It’s known for its strong integrations with popular CRMs like Salesforce and HubSpot, which is a huge plus for keeping your sales process connected and organized. If your team is already using a CRM and wants a tool that fits right into that workflow, PandaDoc is a great option. Their platform focuses on keeping the entire document lifecycle, from creation to e-signature, moving smoothly. This helps streamline your response process and ensures everyone on your team is on the same page.

3. Proposify

If you want to create visually stunning proposals without needing a graphic designer, Proposify is a fantastic choice. It’s built around the idea of making beautiful, professional-looking documents quickly and easily. The platform offers a wide range of templates, detailed analytics, and built-in e-signatures. You can see exactly when a client opens your proposal, which pages they spend the most time on, and when they sign. Proposify also integrates with other tools to help automate your workflow, making it a strong contender for teams that value both design and data-driven insights to close deals faster.

4. Better Proposals

Better Proposals focuses on creating a seamless and engaging experience for your clients. Its user-friendly interface and library of attractive templates make it simple to build proposals that look great on any device. One of its standout features is the robust analytics that track client engagement in real-time, so you know the perfect moment to follow up. The platform is designed to make the entire process, from sending to signing, as smooth as possible for your customer. For businesses that want to impress clients with a modern, professional look and feel, Better Proposals offers a suite of tools to help you stand out and get that signature.

5. Qwilr

Qwilr transforms your proposals from static PDFs into interactive, mobile-responsive web pages. This modern approach allows you to embed content like videos, interactive calculators, and image galleries directly into your proposals, creating a much more engaging experience for your clients. It’s designed to capture attention and improve conversion rates by presenting your information in a dynamic format. Qwilr also provides detailed analytics and integrates with your CRM to keep your sales data in sync. If you want to move beyond traditional documents and create a memorable sales experience, Qwilr is definitely worth a look.

6. Bidsketch

Bidsketch is all about speed and efficiency, making it an excellent tool for freelancers and small businesses that send out a high volume of similar proposals. The platform helps you put together client proposals quickly by letting you reuse and mix-and-match content from a central library. This focus on reusable components means you can create a polished, professional proposal in a fraction of the time. While it may not have the advanced design features of some other tools, its strength lies in its simplicity and its ability to streamline your workflow. If your main goal is to get proposals out the door faster without starting from scratch every time, Bidsketch is a solid, practical choice.

7. QuoteWerks

For sales teams that deal with complex product or service catalogs, QuoteWerks is a powerful quoting and proposal solution. It’s specifically designed to help you create detailed, accurate quotes and proposals quickly. The software integrates with a wide range of CRM, accounting, and PSA systems, making it a central hub for your sales quoting process. It’s particularly useful for IT providers, AV integrators, and other businesses that need to manage extensive product lists and pricing structures. QuoteWerks helps automate the quoting process, reducing errors and ensuring consistency across your sales team.

8. Nusii

Nusii is designed with creative freelancers and small agencies in mind. It offers a simple, intuitive interface and customizable templates that help you create beautiful proposals without a steep learning curve. The platform focuses on the essentials: creating, sending, and tracking proposals easily. One of its helpful features is the ability to save your best content in a library for reuse, which saves a ton of time. Nusii also sends you notifications when a client views your proposal, so you can follow up at just the right moment. It’s a great tool for creatives who want a straightforward proposal solution that lets them focus on their work, not on complicated software.

The Features That Actually Help You Win

When you start comparing proposal software, the lists of features can feel endless. It’s easy to get distracted by flashy extras that you’ll never actually use. So, which capabilities truly move the needle? The right tools don't just create pretty documents; they streamline your entire sales process, from creation to close. Let's focus on the core features that save you time, provide valuable insights, and ultimately help you win more business. These are the non-negotiables that make proposal software a worthy investment for any small business.

Create and Manage Documents with Ease

At its core, proposal software should make your life easier. The whole point is to simplify how you create, send, and manage your proposals so you can stop wrestling with formatting and focus on the content. A great tool lets you pull together professional documents in a fraction of the time it would take with a word processor. Look for a solution with a clean interface and intuitive controls. The goal is to find a platform that helps you generate first drafts quickly, keeping everything organized in one central place so nothing slips through the cracks.

Customize Templates to Fit Your Brand

Your proposal is often a potential client's first real taste of what it's like to work with you. That's why brand consistency is so important. The best proposal software comes with a library of pre-designed templates that you can easily customize with your own logo, colors, and fonts. This ensures every document you send looks professional and aligns with your brand identity. Using templates also creates a consistent starting point for your team, which saves time and reduces the risk of errors, allowing you to maintain a high standard for every proposal that goes out the door.

Get Signatures Faster

The final step in closing a deal shouldn't be held up by a printer and a scanner. Modern proposal software includes built-in e-signature capabilities, which can be a total game-changer for your sales cycle. Instead of waiting days for a client to print, sign, scan, and email a document back, they can approve and sign your proposal with a few clicks from their computer or phone. This convenience not only speeds up the process—sometimes making it three times faster than traditional methods—but it also creates a smoother, more professional experience for your new client.

Work From Anywhere

Your ability to close a deal shouldn't be tied to your desk. Top-tier proposal software is cloud-based, giving you and your clients the flexibility to work from anywhere. Instead of sending a clunky PDF attachment, you send a secure web link. This allows your clients to view the proposal on any device, whether it's a laptop, tablet, or smartphone. It also opens the door for interactive features, like optional add-ons or embedded videos. This modern approach makes your proposals more engaging and accessible, which is a huge plus in a competitive market.

Track Your Proposal's Performance

Have you ever sent a proposal and wondered if the client even opened it? Proposal software takes the guesswork out of the follow-up process. With built-in analytics, you can see exactly when your proposal is opened, which sections your prospect spends the most time on, and how many times they’ve viewed it. This insight is incredibly valuable. It helps you tailor your follow-up conversations to address their specific interests or concerns. This data-driven approach allows you to improve your win rates by engaging prospects with more relevant and timely communication.

Help Your Team Work Together

A proposal is often a team effort, and your software should support that. Look for features that encourage collaboration, like a central content library where your team can store and access pre-approved text, case studies, and images. This ensures everyone is using the most current and accurate information. Many tools also offer integrations with your CRM, which pulls customer data directly into your proposals to prevent errors and save time on manual entry. When your team has the right tools to work together seamlessly, you can produce higher-quality proposals, faster.

Let's Talk About Price and Value

Choosing the right software often comes down to budget, but it’s about more than just finding the cheapest option. The real goal is to find the best value—the tool that gives you the most significant return for your investment. This means looking at the price tag alongside the features, ease of use, and potential impact on your win rate. A slightly more expensive tool that saves your team hours each week and helps you close more deals is a much better investment than a cheaper one that creates frustration. Let's break down how to think about pricing so you can make a smart, confident decision for your business.

What Are the Different Pricing Models?

When you start looking at proposal software, you'll notice that prices can vary quite a bit. Most tools operate on a subscription basis, typically charging per user, per month. For example, you’ll find that some of the best proposal software tools like PandaDoc and Proposify have starting plans around $35 per month, while others like Better Proposals can start as low as $19 per month. This range exists because different platforms cater to different needs—from freelancers sending a few proposals to large teams needing advanced analytics and integrations. Understanding this landscape helps you narrow down the options that fit comfortably within your budget from the get-go.

Take Advantage of Free Trials

The best way to know if a tool is right for you is to try it yourself. Almost every reputable proposal software offers a free trial, and you should absolutely take advantage of it. This is your chance to get a feel for the user interface, test out the key features, and see how it fits into your team’s workflow without any financial commitment. For instance, you can sign up for a Proposify free trial to see its capabilities firsthand. Many companies even offer a 14-day trial without asking for a credit card, making it a completely risk-free way to make an informed decision.

Watch Out for Hidden Costs

What you see on the pricing page isn't always the full story. Be on the lookout for hidden costs that can pop up later. Some companies aren't transparent with their pricing, requiring you to book a demo just to get a quote. This can sometimes mean there are extra fees for implementation, premium support, or specific integrations that aren't included in the base price. Before you sign on the dotted line, make sure you ask for a complete breakdown of all potential costs. A clear, upfront pricing model is usually a good sign that the company values transparency.

Tips for Planning Your Budget

To choose a tool that provides the best value, you first need to understand what you truly need. Start by thinking about your specific business requirements. How many proposals does your team send out each month? Do you need sophisticated design tools to keep everything on-brand, or are simple, clean templates enough? Do you work with international clients and need multi-currency support? Answering these questions will help you create a checklist of must-have features, allowing you to compare software on an even playing field and select a plan that aligns perfectly with both your needs and your budget.

How to Choose the Right Software for You

Picking the right proposal software can feel like a huge decision, but it doesn’t have to be complicated. When you know what to look for, you can confidently choose a tool that fits your team like a glove. It all comes down to understanding your specific needs and evaluating your options against a few key criteria. Let’s walk through the four main areas to consider so you can find the perfect match for your business.

First, Assess Your Business Needs

The best software for you is the one that solves your unique challenges. Before you even look at features, take a moment to think about your current process. How many proposals do you send out each month? Do you need a tool that handles various document types, like RFPs, SOWs, and security questionnaires? Consider your team’s size and workflow. A freelancer has different needs than a ten-person sales team. Make a list of your must-haves versus your nice-to-haves. This simple step will give you a clear scorecard to measure each option against, ensuring you choose a platform that truly supports your goals.

Don't Forget About Security

In a world of constant data breaches, security isn't just a feature—it's a necessity. You're handling sensitive company and client information, so your proposal tool needs to be rock-solid. Look for software that sends secure, interactive web links instead of simple email attachments. This not only protects the document but also gives you valuable insight. Many modern tools will notify you the moment a client opens your proposal and even show you which sections they spent the most time on. This level of security and tracking protects your data while also giving your sales team a strategic edge.

What's the Setup Process Like?

The last thing you want is a tool that takes months to get up and running. The implementation process should be straightforward, not a major headache. The best way to gauge this is to take the software for a spin yourself. Does the company offer a free trial? Take advantage of it. Even better, request a demo to get a guided tour from an expert. This is your chance to ask specific questions about setup, data migration, and how the tool will fit into your existing workflow. A smooth setup process is often a good indicator of the user-friendly experience to come.

Will You Get the Support You Need?

Even the most intuitive software comes with a learning curve, and questions are bound to come up. That’s why reliable customer support is non-negotiable. When you’re on a tight deadline, you can’t afford to wait days for an answer. Look into the company’s support options. Do they offer live chat, email, or phone support? What are their average response times? Some providers offer dedicated success managers who act as true partners in your success. Reading through a few case studies can also give you a sense of the company’s commitment to its customers.

Get the Most Out of Your New Tool

Okay, you’ve picked your proposal software. High five! But just signing up isn’t the finish line. The real magic happens when you integrate the tool into your daily workflow and use its features to their full potential. Think of it like getting a new high-end kitchen appliance—it looks great on the counter, but you have to actually learn the settings to make amazing meals. Investing a little time upfront to set up your new software correctly will pay off big time, helping you create winning proposals faster and more consistently. It’s all about turning that monthly subscription into a powerful engine for your sales process. Let’s walk through a few key areas to focus on so you can start seeing a return on your investment right away.

Master Your Templates

Templates are your secret weapon for speed and consistency. Instead of starting from scratch every time, you have a professional, on-brand document ready to go. Take some time to build out a library of templates for your most common proposals, quotes, or contracts. Customize them with your logo, brand colors, and fonts. You can even create different versions for different services or industries you cater to. Many tools are known for their extensive template libraries, which are a great starting point. By perfecting your templates, you ensure every document that leaves your business looks polished and professional, saving you hours of work in the process.

Find Ways to Automate Your Work

The whole point of proposal software is to make your life easier, and automation is how you do it. Look for opportunities to automate repetitive tasks within your sales process. For example, you can set up workflows that automatically send a follow-up email if a client hasn’t viewed your proposal after a few days. Many tools also notify you the moment a client opens, views, or signs your document, so you can follow up at the perfect time. This isn't just about saving time; it's about being more strategic. By automating the busywork, you free up your team to focus on what really matters: building relationships and closing more deals.

Encourage Team Collaboration

If you’re working with a team, proposal software can be a game-changer for collaboration. No more emailing different versions of a document back and forth or wondering who has the latest file. A good platform provides a central hub where everyone can access the same content, templates, and client information. Set up a shared content library with pre-approved assets like case studies, testimonials, and company bios. This ensures everyone is pulling from the same playbook, keeping your messaging consistent and accurate. It helps your team work together better and keeps all your important documents organized in one place.

Optimize for Better Performance

Don’t just send your proposals and hope for the best. Use your software’s analytics to see what’s working and what isn’t. Most tools let you track when a proposal is opened, how long a client spends on each section, and when it’s signed. This data is gold. If you notice clients are consistently getting stuck on your pricing page, maybe it needs to be clearer. If they’re skipping your "About Us" section, perhaps it could be more engaging. Using these insights helps you refine your proposals over time, giving you an edge over competitors. It’s a continuous improvement cycle that leads to stronger proposals and, ultimately, higher win rates.

How to Set Your Team Up for Success

Switching to a new tool can feel like a huge undertaking, but with a solid plan, you can make the transition smooth and get your team excited about the change. The goal is to get everyone comfortable and confident with the new software so you can start seeing results quickly. It’s all about clear communication, proper training, and showing your team how this new tool will make their jobs easier and more effective. When your team understands the "why" behind the change and sees the benefits firsthand, they're more likely to embrace it.

Follow These Implementation Steps

A smooth rollout starts with a clear plan. Proposal software is designed to help you create and manage proposals more efficiently, saving valuable time and helping you close deals faster. To get there, break the implementation process into manageable steps. Start by defining what success looks like for your team. Is it reducing proposal creation time by 50%? Or increasing your win rate? Then, assign a project lead to oversee the transition. From there, focus on setting up your core assets within the software—this means customizing templates, uploading brand assets, and building a central content library. Finally, schedule dedicated training sessions to walk everyone through the new workflow.

Tips to Get Your Team On Board

Getting your team to adopt a new tool is all about showing them what’s in it for them. Start by involving them in the selection process. The best software for your business is one that fits your team’s specific needs, so their input is crucial. Once you’ve chosen a tool, clearly communicate the benefits. Explain how features like centralized content libraries and automated workflows will reduce their administrative tasks, freeing them up to focus on selling. It helps to find an internal champion—someone on the team who is excited about the software and can help encourage others. Celebrate small wins along the way to build momentum and keep everyone motivated.

How to Measure Your Success

You can’t improve what you don’t measure. Start by setting clear benchmarks before you even begin. Since sales teams using proposal software can see their win rates climb significantly, this is a great metric to track. You should also monitor proposal creation time, the number of proposals sent, and the overall sales cycle length. Many tools provide detailed analytics, letting you see when a client opens a proposal and which sections they spend the most time on. Use this data to refine your templates and follow-up strategy. Reviewing these metrics regularly will show you the direct impact of the software and highlight real-world results and areas for improvement.

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Frequently Asked Questions

How is proposal software really different from just using Word or Google Docs? Think of it as the difference between a basic kitchen knife and a full set of professional chef's tools. While Word and Google Docs can get the job done, they require a lot of manual work for formatting, tracking down content, and managing versions. Proposal software streamlines that entire process into one place. It adds critical features like a central content library, built-in e-signatures, and analytics that show you exactly when a client opens your document, which is something a static PDF can never do.

Is proposal software a worthwhile investment if I only send a few proposals a month? Absolutely. The value isn't just in the volume of proposals you send, but in the quality and impact of each one. For a small business, every single deal matters. Using proposal software ensures each document is professional, on-brand, and easy for the client to sign. The time you save on creating just one proposal, plus the insights you gain from tracking its performance, can easily justify the monthly cost by helping you win even one extra deal.

With so many features, what's the one thing I should prioritize when choosing a tool? If I had to pick just one thing, it would be ease of use. A powerful tool is useless if your team finds it clunky or confusing. Look for a platform with a clean, intuitive interface that makes building and sending a proposal feel effortless. The best way to judge this is by signing up for a free trial and seeing how quickly you can create a great-looking document without needing a manual.

How much time should I expect my team to spend learning a new proposal tool? Most modern proposal software is designed to be user-friendly, so the basic learning curve is quite short. Your team can likely start building and sending proposals within the first day. The real "learning" comes from integrating it fully into your workflow, like building out your template library and connecting it to your CRM. Dedicate a few hours to initial setup and a brief team training, and you'll be well on your way.

What makes an AI-powered tool like Iris different from the other options? While many tools help you create standard proposals, an AI-powered platform like Iris is built to handle more complex sales documents with incredible speed. It acts as an AI deal desk, helping you respond to detailed RFPs, security questionnaires, and SOWs by generating accurate first drafts in minutes. It also proactively checks your connected systems for outdated information, ensuring every response is current. It’s designed for teams that need to produce high-quality, accurate documents without the hours of manual research and writing.