Top Proposal Automation Software That Will Make Your Sales Easier

Proposal automation software has emerged as a game-changer for streamlining the sales process. These tools help sales teams create, send, and track proposals faster and more consistently – leading to quicker deals and higher win rates.

Sales reps who use proposal software have been shown to increase win rates by nearly 59%, and companies report cutting proposal prep time from hours to minutes in many cases.

Overview: What is Proposal Automation Software and Why Use It?

Proposal automation software (also known as proposal management software) is a platform designed to help users create, manage, and send business proposals and related documents with minimal manual effort.

Instead of cobbling together proposals in Word or Google Docs, sales teams can leverage pre-built templates, content libraries, and integrations to generate polished proposals in a fraction of the time. The software often includes tools for collaboration (like real-time editing and comments), version tracking, and electronic signatures – meaning your whole proposal process, from drafting to approval to signing, can happen in one place.

Key benefits of proposal automation software include:

Time Savings & Efficiency: By cutting out repetitive admin tasks (copy-pasting, formatting, data entry), proposal software speeds up the entire sales cycle.
Routine tasks like assembling documents and pulling in client data can be automated, freeing reps to focus on selling. One survey found that document automation (including proposals) can save employees 30 work days per year in time spent on paperwork. It’s not uncommon for companies to reduce proposal creation time from hours to just minutes with these tools.
Consistency & Professionalism: Proposal software helps enforce branding and content consistency across all your sales documents. Users can create a library of approved sections, pricing tables, images, and legal clauses to reuse. This ensures every proposal is on-brand and error-free.
Many tools even allow interactive and multimedia proposals (for example, embedding videos or calculators) to impress prospects.
Collaboration & Visibility: These platforms make it easier for teams to work together on proposals. Multiple team members can collaborate with real-time editing, commenting, and version control.
Sales managers also gain visibility into the proposal pipeline – they can track who’s working on what and ensure proposals get out on time. Once sent, the software provides analytics like when a prospect opened the proposal, what sections they viewed, and how long they spent – invaluable insights for a sales rep following up on a deal.
Higher Win Rates & ROI: Ultimately, proposal automation can help increase close rates and revenue. Faster turnaround means you respond to opportunities before competitors. Consistent, well-crafted proposals make a stronger impression on buyers. According to research, 79% of revenue leaders are focused on raising win rates, and using modern proposal tools is one way to do it.
Vendors claim their software can boost close rates by 18% or more and many users credit proposal platforms for helping them win more deals with less effort.

Given these benefits, it’s no surprise the adoption of proposal automation is growing rapidly. Roughly two-thirds of sales teams now use proposal software, yet about one-third still don’t – giving those who do a competitive edge.

The overall market for proposal management software is expanding at ~12% annually; it’s projected to grow from $2.59 billion in 2024 to $2.91 billion in 2025.

As organizations invest in tools that drive efficiency and remote collaboration. Trends like the rise of AI-assisted writing (for generating proposal content) and deeper CRM integrations are also shaping the landscape in 2025.

In short, if your business creates proposals, quotes, RFP responses, or contracts regularly, proposal automation software can be a transformative investment.

Comparison of Top Proposal Automation Software in 2025

There are dozens of proposal tools on the market, but a handful of platforms stand out as the most popular and feature-rich. Below is a comparison of the leading proposal automation software in 2025, with a quick overview of ratings, pricing, and standout features:

Software	G2 Rating	Starting Price	Notable Features & USP
PandaDoc	4.7/5⭐	From $19/user/mo (Individual plan); $49 for business	All-in-one proposal, quote, and contract platform. Drag-and-drop editor, huge template library, content library, built-in eSign, payment integrations. Extremely user-friendly and great CRM integrations (HubSpot, Salesforce, etc.) Ideal for SMBs needing to crank out professional proposals quickly.
Proposify	4.6/5⭐	From $29/mo (1 user) ; ~$49/user/mo for teams	Design-focused proposal software with an InDesign-like editor for pixel-perfect layouts. Robust analytics (tracks views, time on page, etc.) and content library for reuse. Offers collaboration tools and CRM integrations (Salesforce, HubSpot). Unique for its rich design capabilities – great for on-brand, media-rich proposals – though the interface can feel clunky to some users.
Qwilr	4.5/5⭐	$35/user/mo (up to 5 users); $59/user for larger teams	Creates proposals as interactive web pages instead of static PDFs. Embed videos, pricing calculators, maps and more for a modern, engaging proposal experience. Clean drag-and-drop editor (no coding needed) to build slick one-page proposals. Integrates with HubSpot, Salesforce (though integration options are fewer than some competitors). Best for businesses that want highly interactive, web-style proposals to wow clients.
Responsive (RFPIO)	4.6/5⭐	Custom (Enterprise pricing)	A powerhouse for proposal and RFP management. Formerly RFPIO, it’s the #1-rated proposal software on G2 for several years running. Key strengths: a robust AI-powered content library for storing Q&A pairs and boilerplate, AI content generation and auto-fill, workflow automation, and rich collaboration tools. Integrates with many enterprise systems (CRM, SSO, etc.) Generative AI features (e.g. suggesting answers or text) set it apart. Ideal for larger teams handling complex proposals or responding to lots of RFPs – Responsive users report being able to answer 5x more RFPs and increase win rates by 20%+ thanks to automation.
Better Proposals	4.4/5⭐	From $13/user/mo (Freelancer)	A simple, affordable proposal tool popular with freelancers and small businesses. Provides 100+ beautiful templates, a straightforward editor, and integrated e-signature and payment collection. Emphasizes ease of use and speed – you can assemble a proposal by mixing and matching pre-written sections in minutes. Fewer advanced features (limited integrations and automation), but its affordability and simplicity are a big draw for teams that don’t need a complex solution.

Industry Trends and Statistics for Proposal Software

Widespread Adoption: Proposal automation has moved from a “nice-to-have” to a sales tech staple for many companies. As noted, about two-thirds of sales teams are already using some form of proposal software.
Market Growth: The proposal management software market is growing at ~12% annually. It expanded from $2.59 billion in 2024 to an expected $2.91 billion in 2025, and is forecasted to reach $4.5+ billion by 2029.
Efficiency & ROI Stats:
- Companies report that using proposal software lets them respond to 5x as many RFPs and significantly boost productivity (by up to 50%)
- Sales teams that adopt proposal tools see measurable lifts in performance. One analysis found a 59% higher win rate among sales reps using proposal software
- PandaDoc’s customers have noted an 18% increase in close rates after implementation
AI Integration: A big trend in 2025 is the integration of Artificial Intelligence into proposal software. Leading platforms are adding generative AI and machine learning to assist with content creation, answer suggestion, and process automation.
Better Integrations and CPQ Convergence: Proposal software is increasingly integrating deeply with CRM, CPQ, and CLM systems. Sales teams want a seamless flow from opportunity → proposal → contract → revenue.
Digital-First Buyer Experience: There’s a trend toward more engaging, digital-first proposals. This includes web-based proposal microsites, proposals with embedded video messages or live chat, and interactive pricing tables.
Data and Analytics: Another trend is the rich analytics provided by these tools, and how sales teams are leveraging that data.

Best Practices for Choosing a Proposal Automation Tool

        Key Considerations:
        Define your proposal process & pain points
Identify your use cases (proposal types)
Create a must-have features checklist
Consider scalability and user limits
Evaluate budget and ROI
Take advantage of free trials and demos
Read user reviews & seek peer insights
Check security and compliance features
Consider the level of support and onboarding offered

    

Case Studies & Real-World Examples

Faster Proposal Turnaround at a Marketing Agency

“Switching to PandaDoc dramatically reduced our proposal creation and signing times. We cut the time spent per proposal to about 20 minutes, and cut the time to receive a signature in half.”

The director noted that tracking features alert them exactly when a prospect opens the proposal, so their salespeople can follow up at the perfect moment to close the deal.

Productivity Boost for a Small Business Owner

A small marketing business owner shared that using Bidsketch had a noticeable effect on productivity. Before, it took ~2 hours to gather info and manually craft a proposal in Word. With Bidsketch’s modular approach, that process now takes less than 30 minutes.

Community Insights and User Recommendations

PandaDoc vs. Proposify vs. Others:

PandaDoc is praised for its intuitive interface and robust features even on lower-tier plans, though a few noted that if you’re on a free or basic plan, the document might carry “Powered by PandaDoc” branding which they didn’t like. Proposify users love the beautiful proposals they can create, but some have complained that the template editor can be “a terrible experience” for heavy design work or imports. If you have a graphic designer making custom layouts, Proposify can do it, but it may take effort to set up correctly – whereas PandaDoc might be more limiting in design but is plug-and-play.

Cost vs. Features (SMB Perspective):

For small businesses on a budget, cost is a big factor discussed in forums. Some found Proposify and PandaDoc a bit pricey when you add multiple users or want advanced plans (approaching ~$100/month or more), so they explored cheaper alternatives. Tools like Better Proposals often get recommended for affordability with decent functionality.

Integration with Sales Systems:

Sales ops professionals on Reddit emphasize the importance of integrations. The consensus is: make sure the proposal software plays nicely with your CRM or sales system. If a tool doesn’t integrate, you’ll end up doing manual data entry (defeating some of the purpose).

Usability & Adoption:

Several comments in threads stressed picking a tool that your team finds easy to learn. The lesson: opt for a solution that matches your team’s tech comfort level. If you have non-technical users or you’re a solo business owner, something simple and guided is better than an overly complex system you won’t fully utilize.

Final Thoughts on Proposal Automation Software

Choosing the best proposal automation software in 2025 comes down to understanding your organization’s needs and matching them to the right solution. The good news is that there are excellent options for every scenario – from solo freelancers who just need quick, good-looking proposals, to large enterprises who require AI-driven content management and workflow integration.

Take advantage of trials, involve your team in testing, and consider the best practices and insights shared above. With the right proposal software in place, your sales team can spend less time on paperwork and more time closing deals, while your business projects a more professional image with every proposal sent.

Remember: The ultimate goal is to streamline your proposal process so that it’s faster, smarter, and more effective. The sooner you implement the right solution, the sooner you’ll see the benefits in your bottom line. Here’s to crafting winning proposals with ease in 2025!