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With so many different proposal management software available, figuring out which is right for you is tough. You know you want to automate and manage the process of creating and submitting business proposals but need to figure out which tool is best. I've got you! In this post I'll help make your choice easy, sharing my personal experiences using dozens of different proposal management tools with various teams and accounts, with my picks of the best proposal management software.

Why Trust Our Proposal Management Software Reviews?

We’ve been testing and reviewing proposal management software since 2022. As revenue operation leaders ourselves, we know how critical and difficult it is to make the right decision when selecting software.

We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different RevOps use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our proposal management software review methodology.

Tools Price
iQuoteXpress From $39/user/month
Proposify From $19/user/month
Qwilr From $35/user/month, billed annually
Better Proposals From $19/user/month
QuoteWerks From $15/user/month
Ombud Pricing upon request
Concord From $17/user/month
Proposable From $19/user/month for up to five proposal deliveries
Loopio From $8/month
RFPIO From $499/month
Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

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How To Choose Proposal Management Software

With so many different proposal management software solutions available, it can be challenging to make decisions on what tool is going to be the best fit for your needs.

As you're shortlisting, trialing, and selecting proposal management software, consider the following:

  • What problem are you trying to solve - Start by identifying the proposal management software feature gap you're trying to fill to clarify the features and functionality the tool needs to provide.
  • Who will need to use it - To evaluate cost and requirements, consider who'll be using the software and how many licenses you'll need. You'll need to evaluate if it'll just be the revenue operation leaders or the whole organization that will require access. When that's clear, it's worth considering if you're prioritizing ease of use for all or speed for your proposal management software power users.
  • What other tools it needs to work with - Clarify what tools you're replacing, what tools are staying, and the tools you'll need to integrate with, such as accounting, CRM, or HR software. You'll need to decide if the tools will need to integrate together or if you can replace multiple tools with one consolidated proposal management software.
  • What outcomes are important - Consider the result that the software needs to deliver to be considered a success. Consider what capability you want to gain or what you want to improve, and how you will be measuring success. For example, an outcome could be the ability to get greater visibility into performance. You could compare proposal management software features until you’re blue in the face but if you aren’t thinking about the outcomes you want to drive, you could be wasting a lot of valuable time.
  • How it would work within your organization - Consider the software selection alongside your workflows and delivery methodology. Evaluate what's working well and the areas that are causing issues that need to be addressed. Remember every business is different — don’t assume that because a tool is popular that it'll work in your organization.

Best Proposal Management Software Reviews

Here are the brief summaries of each proposal management software available to help you close more deals.

Best for CPQ & CRM integration

  • From $39/user/month

iQuoteXpress is a sales proposal automation solution designed to assist businesses in managing their quote and proposal processes.

Why I picked iQuoteXpress: This Configure, Price, Quote (CPQ) tool allows users to configure products or services, set pricing, and generate quotes. This feature supports complex pricing structures and discounting rules, enabling sales teams to create accurate and consistent quotes and proposals.

Moreover, iQuoteXpress can also integrate with Customer Relationship Management (CRM) systems, allowing for the synchronization of data between the CPQ tool and the CRM, facilitating the management of customer interactions and data.

iQuoteXpress Standout Features and Integrations

Features include proposal templates, product and pricing configuration, contact management, proposal tracking, and reporting, and integrations with eCommerce platforms.

Integrations include DocuSign, HubSpot CRM, Zoho CRM, QuickBooks Online Advanced, Zoho Books, and Salesforce Sales Cloud.

Pros and cons

Pros:

  • Allows full customization of proposal documents
  • Outstanding customer service
  • User-friendly interface

Cons:

  • Steep initial learning curve
  • Limitations in creating custom configuration tools

Best for proposal design

  • 14 day free trial
  • From $19/user/month
Visit Website
Rating: 4.7/5

Proposify provides extensive proposal design capabilities that allow revenue teams to customize every part and element of a proposal. The vendor also offers design and training services to help companies create eye-catching designs.

Why I picked Proposify: The platform is a proposal creation software that will help you simplify and enhance the process. Proposify provides an editor that provides hands-on proposal creation capabilities without having you rely on word processing tools. It uses a drag-and-drop interface that allows you to add and edit multiple sections on your proposal.

Proposify Standout Features and Integrations

Features are available from Proposify that will help you throughout the proposal process, including analytics and metrics that provide insights into your documents’ performance that help you better understand your sales process. You can also use the data to optimize sales documents by enhancing future proposals based on formats and layouts that worked for you in the past.

Integrations include native connections to platforms such as Basecamp, Freshbooks, HubSpot, Intercom, Olark, Pipedrive, QuickBooks, Salesforce, Stripe, Zoho, and other software options. You can also use a paid Zapier account to create integrations to third-party applications such as ActiveCampaign, Asana, Copper, Highrise, Mailchimp, Microsoft Teams, monday.com, Salesflare, Slack, Zendesk Sell, and other software options.

Pros and cons

Pros:

  • Customizable templates.
  • Provides instant proposal data.
  • Clean-looking proposals.

Cons:

  • Occasional loading errors.
  • Not user-friendly.

Best for web-based proposals

  • 14-day free trial available; free demo available
  • From $35/user/month, billed annually
Visit Website
Rating: 4.5/5

Qwilr modernizes proposal processes by helping teams create interactive, web-based proposals.

Why I picked Qwilr: I went in a different direction when adding Qwilr to this list because the platform doesn’t create amazing PDF proposals. What Qwilr does is design proposals as interactive, mobile-responsive web pages. You can use various elements such as interactive pricing tables, multimedia files, brand colors, and other creative sections that act as one interactive web-based proposal.

Qwilr Standout Features and Integrations

Features include one-click automation that allows you to simplify proposal generation via templates. This will help your teams increase sales process speeds and move deals out the door without the need for creating personalized proposals by hand.

Integrations are available from Qwilr, such as HubSpot, Pipedrive, QuickBooks, Salesforce, Slack, Stripe, and Zoho CRM. You can also use a paid Zapier account to create custom integrations.

Pros and cons

Pros:

  • Easy to use.
  • Allows users to easily reuse content.
  • Creates consistent proposals.

Cons:

  • Interface is clunky.
  • API access is only in the highest tier.

Best for collaboration

  • 14 days free trial
  • From $19/user/month
Visit Website
Rating: 4.4/5

Better Proposals helps revenue teams get paid faster and maintain a high-quality product through its collaboration capabilities.

Why I picked Better Proposals: Collaboration is essential when working with proposals, so I added Better Proposals to this article because of its teamwork capabilities. With Better Proposals, you can get the entire team on the same page thanks to its tools that simplify the proposal process. These tools include pipeline visibility that allows everyone to see what the rest of the team is working on at any moment and improve efficiency.

Better Proposals Standout Features and Integrations

Features include tools to help your teams convert more deals and increase the number of paying clients. For example, Better Proposals provides artificial intelligence and automatic recommendations to identify what’s working in your industry.

Integrations include native integrations, such as ActiveCampaign, Asana, Freshsales, HubSpot CRM, Insightly, PayPal, Pipedrive, Salesforce, Stripe, Zoho, and other software options. If you have a paid Zapier account, you can create custom integrations with thousands of apps to automate your processes.

Pros and cons

Pros:

  • Creates professional proposals.
  • Excellent customer support.
  • Simplifies sales processes.

Cons:

  • Can’t print proposals.
  • Has some bugs.

Best for proposal view tracking

  • Free trial
  • From $15/user/month
Visit Website
Rating: 4.3/5

QuoteWerks is a web-based proposal tool that allows revenue teams to understand when potential customers view their documents or have questions for the sales team.

Why I picked QuoteWerks: If you’ve ever wondered what happens to your proposals after sending them, you can use QuoteWerks to understand when someone looks at your document. When QuoteWerks notifies you when the recipient is viewing your proposal, you can call the customer while they’re looking at it, when they’re most interested in it. QuoteWerks will send notifications on all proposal activity by email or on the QuoteValet Dashboard to help you convert more deals.

QuoteWerks Standout Features and Integrations

Features that help QuoteWerks stand out from the competition include the quote approval and peer reviews tool. With this feature, you can enforce rules that your sales reps need to get approval from you or another company leader before printing or emailing a proposal.

Integrations available include over 50 native connections, such as GoldMine, Google Contacts, HubSpot CRM, Microsoft Dynamics CRM, Microsoft Outlook, QuickBooks, Salesforce, Stripe, SugarCRM, Zoho CRM, and other software options. QuoteWerks also provides an API that allows you to create custom integrations with your current systems.

Pros and cons

Pros:

  • Simple user interface.
  • Customizable templates.
  • Easy to use.

Cons:

  • Not much automation.
  • Must run locally.

Best for response management

  • Free demo available
  • Pricing upon request
Visit Website
Rating: 4.7/5

Ombud helps revenue teams with response management tools they can use to effectively respond to new business opportunities.

Why I picked Ombud: The platform automates response management to help your team accelerate the completion of requests for proposals, requests for information, due diligence questionnaires, and security questionnaires. Ombud provides a repository where you can collect your most essential knowledge, which you can share across sales and revenue teams. As you and your team create, update, and use the content from your repository, Ombud’s intelligent engine learns to ensure everyone accesses the best, most accurate information.

Ombud Standout Features and Integrations

Features are available from Ombud, including collaboration tools across the entire sales process. You can use the platform to monitor all ad-hoc proposal requests and responses throughout your sales cycle.

Integrations include native integrations such as Google Docs, Google Drive, Microsoft Authenticator, Microsoft Azure, Okta, OneLogin, Ping Identity, Salesforce, and Slack.

Pros and cons

Pros:

  • Quick response search tools.
  • Easily secures business content.
  • Simple navigation.

Cons:

  • Assigning questions is difficult.
  • Some workflows are complex.

Best all-in-one proposal lifecycle management tool

  • Free trial available
  • From $17/user/month
Visit Website
Rating: 4.2/5

Concord provides an all-in-one proposal lifecycle management tool that has everything revenue teams need to create, negotiate, sign, and manage documents in one place.

Why I picked Concord: I added Concord to this list because it can change the way you manage your proposal lifecycle process. It’s an all-in-one system that will accelerate business growth while maintaining proposal compliance. Concord does this by managing the entire lifecycle of any type of proposal, including everything from online negotiations to e-signatures and proposal follow-through.

Concord Standout Features and Integrations

Features include Concord’s analytics and reporting capabilities that will help you collect all the insights you need regarding your proposals. The platform lets you compare fields from all your previous documents so you can see the terms, amounts, or conditions of all your proposals.

Integrations include native integrations with Box, DocuSign, Dropbox, Google Drive, and Salesforce. If you have a paid Zapier account, you can create over 4,000 custom integrations with systems such as Clio, Copper, Google Sheets, HubSpot, Microsoft Teams, OneDrive, Pipedrive, Slack, Typeform, Zoho CRM, and other software options. You can also use Concord’s API to extend the platform’s capabilities for use with your systems.

Pros and cons

Pros:

  • Easy to use.
  • Unlimited e-signature requests.
  • Excellent customer service.

Cons:

  • Can be difficult to find other user’s proposals.
  • User interface can be confusing.

Best for collecting e-signatures

  • 14-day free trial.
  • From $19/user/month for up to five proposal deliveries
Visit Website
Rating: 4.3/5

Proposable provides teams with a well-designed framework that not only creates proposals but it also enables them to receive payments and customer e-signatures.

Why I picked Proposable: Collecting signatures can be a tedious task when a customer is ready to work with you, so I wanted to add Proposable to this list because of its e-signature capabilities. Proposable allows you to collect e-signatures and other vital data your team needs to close the deal. With Proposable, you can easily collect payments because you only need to set the price, and the system will notify the customer to pay after accepting your proposal.

Proposable Standout Features and Integrations

Features from Proposable that make it an excellent option include its drag-and-drop proposal creation tools, as well as its email and SMS notifications when potential customers view your documents. Proposable also provides in-depth analytics capabilities that provide a better understanding of sales pipelines.

Integrations include connections with standard business systems, such as Capsule, Highrise, HubSpot CRM, Insightly, Microsoft Dynamics, Netsuite, Pipedrive, Salesforce, and Stripe. Proposable also allows those with paid Zapier accounts to create custom integrations.

Pros and cons

Pros:

  • Simple navigation.
  • Extensive template options.
  • Easily creates proposals.

Cons:

  • Cost for unlimited storage is expensive.
  • Mobile proposal layouts are clunky.

Best for proposal progress tracking

  • 7-day free trial.
  • From $8/month

HoneyBook helps businesses understand the status of every proposal they send so they can effectively follow up with potential customers. It enables revenue teams to know every proposal stage so they can confidently move to the next stage of the sales cycle or move on to the next deal.

Why I picked HoneyBook: The platform provides everything you need to create the right proposals and send them to potential customers. But the reason I added HoneyBook to this list is its ability to track your proposals’ progress until they’re accepted or rejected. You can track potential customers throughout your sales cycle and see where they are in your proposal pipeline.

HoneyBook Standout Features and Integrations

Features include ways to collect payments from customers after agreeing to your proposals. HoneyBook can handle payments, so you don’t have to hassle anyone for money. You can simply use the platform’s integrated payment feature and immediately start collecting payments.

Integrations include connections to over 60 third-party platforms to increase productivity, such as Basecamp, ClickUp, Freshbooks, Google Analytics, HubSpot CRM, Mailchimp, Salesforce, Stripe, Twilio, Wrike, and other software options. If you have a paid Zapier account, you can create custom integrations with your current systems.

Pros and cons

Pros:

  • Very low pricing.
  • Easy to use.
  • Simple navigation.

Cons:

  • Not many customization capabilities.
  • Only provides simple automation.

Best for creating proposals with AI

  • Free demo available
  • From $499/month

RFPIO is a response management platform that provides AI capabilities to simplify the process of organizing and responding to proposal requests.

Why I picked RFPIO: If you’re operating an agency or business that regularly sends proposals to put your organization ahead of the competition when bidding on a project, I added RFPIO to help. The platform relies on artificial intelligence to accelerate your proposal creation process. RFPIO will also help you evaluate whether you’re likely to win a request for proposal, so your teams can spend less time creating bids that won’t matter.

RFPIO Standout Features and Integrations

Features include RFPIO’s intelligent recommendation engine, which can suggest content from a response library that will answer the needs of a request for proposal best. As a result, you can bring in the right stakeholders into a project and quickly create proposals that answer the requirements of specific requests for proposals you receive.

Integrations include native connections with some of the systems many revenue teams use for their operations. These integrations include Dropbox, Highspot, HubSpot, Jira, Microsoft Dynamics 365, Microsoft Teams, Pipedrive, Salesforce, Seismic, Slack, and other software options.

Pros and cons

Pros:

  • Quickly organizes content library.
  • Excellent collaboration tools.
  • Easy to use.

Cons:

  • User interface has technical glitches.
  • No free trial.

Other Proposal Management Software

Here are some other options that I think are worth checking out:

  1. Prospero

    Best for small businesses

  2. PandaDoc

    Best for proposal templates

  3. Honeybook

    Best for automating requests for proposal answers

  4. DocSend

    Best for securely sharing proposals.

  5. Ignition

    Best for billing and payment collection through proposals.

  6. QorusDocs

    Best for fast proposal creation.

  7. Zomentum Grow

    Best for SaaS companies.

  8. RELAYTO

    Best for interactive proposals.

  9. FastSpring Interactive Quotes

    Best for real-time proposal analytics.

  10. DealHub

    Best for proposal approval workflows.

  11. GetAccept

    Best for digital sales rooms.

If you still haven't found what you're looking for here, check out these tools closely related to proposal management software that we've tested and evaluated.

Selection Criteria For Proposal Management Software

When selecting proposal management software, it's essential to focus on features that streamline and enhance the creation, distribution, and analysis of proposals, directly impacting revenue operations. I base my evaluations on personal trials and in-depth research to ensure each software meets specific user needs effectively.

Core Proposal Management Software Functionality: 25% of total weighting score
To be considered for inclusion on my list of the best proposal management software, the solution had to support the ability to fulfill common use cases:

  • Automated proposal creation
  • Customizable branding and templates
  • Real-time collaboration and editing
  • Proposal tracking and analytics
  • Integration with CRM and other sales tools

Additional Standout Features: 25% of total weighting score

  • Unique analytical tools for deeper insights into proposal performance
  • Advanced customization that goes beyond industry standards
  • Exceptional collaboration tools enhancing team coordination
  • Innovative content management features facilitating dynamic proposal creation
  • Distinctive integration capabilities expanding the software's utility

Usability: 10% of total weighting score

  • Intuitive design facilitating easy navigation and proposal management
  • Streamlined processes that reduce the learning curve
  • Clear, concise dashboard and reporting interfaces

Onboarding: 10% of total weighting score

  • Comprehensive resources like training videos and templates
  • Interactive product tours or tutorials
  • Efficient setup processes ensuring quick adoption

Customer Support: 10% of total weighting score

  • Responsive support teams
  • Diverse channels for assistance (chat, email, phone)
  • Proactive problem resolution

Value For Money: 10% of total weighting score

  • Transparent pricing structures
  • Competitive features for the price
  • Flexible plans catering to different business sizes

Customer Reviews: 10% of total weighting score

  • Consistent positive feedback across multiple platforms
  • Testimonials highlighting specific beneficial features
  • Constructive criticism and how it's addressed

Understanding these facets helps buyers align proposal management software selections with their strategic revenue operations goals, ensuring they choose a platform that offers comprehensive functionality and value.

In analyzing the latest product updates, press releases, and release logs from leading proposal management software tools, we can identify key trends that reflect the evolving landscape of technology in revenue operations management:

  • Enhanced Integration Capabilities:
    • Increased focus on seamless integration with a broader array of platforms, especially CRM systems, indicating a trend toward a more interconnected tech stack in revenue operations.
  • AI-driven Automation and Personalization:
    • Significant advancements in AI utilization for automated proposal creation and customization, showing a trend toward more intelligent, responsive systems that adapt to user needs and client data.
  • Advanced Analytics and Reporting:
    • Enhanced analytical features providing deeper insights into proposal engagement and performance, highlighting a demand for data-driven decision-making tools in revenue operations.
  • Interactive and Collaborative Features:
    • New functionalities that promote teamwork and client interaction within the proposal process, reflecting the importance of collaboration in crafting compelling proposals.

These trends demonstrate a clear movement towards more integrated, intelligent, and user-centric solutions in proposal management software, catering to the sophisticated needs of today's revenue operation leaders.

What is Proposal Management Software?

Proposal management software is a tool used by businesses to create, manage, and track business proposals. It streamlines the process of proposal creation through features like customizable templates, content libraries, collaboration tools, and tracking analytics. The software facilitates the organization of proposal-related documents and integrates with various business systems for efficient workflow.

The benefits of proposal management software include increased efficiency in creating and submitting proposals. It enhances the quality and consistency of proposals, improving the chances of securing new business. The software allows for better collaboration among team members, ensuring that proposals are comprehensive and well-coordinated. Additionally, it provides valuable insights into how clients interact with proposals, aiding in timely follow-ups and informed decision-making for future proposals.

Features Of Proposal Management Software

Choosing the right proposal management software is vital for streamlining revenue operations. Here are essential features to look for:

  1. Integration with CRM Systems: Ensures seamless data flow and centralizes customer information, crucial for tailored proposal creation.
  2. Customizable Templates: Facilitates brand consistency and efficiency, allowing rapid response to opportunities.
  3. Collaboration Tools: Enables team members to work together effectively, improving proposal quality and speed.
  4. Workflow Automation: Streamlines the proposal process, reducing manual tasks and speeding up approval cycles.
  5. Content Library: Provides quick access to approved content, enhancing proposal accuracy and consistency.
  6. E-signature Capability: Allows for faster deal closure with secure and legal online sign-offs.
  7. Analytics and Reporting: Offers insights into proposal performance, guiding strategic decisions and optimizations.
  8. Mobile Access: Ensures team members can work from anywhere, increasing productivity and responsiveness.
  9. Security Features: Protects sensitive information, maintaining client trust and compliance.
  10. Scalability: Adapts to business growth, supporting evolving revenue operation needs.

Selecting a platform with these features can significantly enhance your revenue team's efficiency, responsiveness, and success in winning business.

Benefits Of Proposal Management Software

Proposal management software streamlines the creation, delivery, and tracking of proposals, offering significant benefits for users and organizations. Here are five primary benefits that these tools provide, showcasing their value to users and organizations:

  1. Increased Efficiency: Automates routine tasks, saving time and reducing errors.
    • Teams can produce more proposals faster, increasing their chances to win business.
  2. Enhanced Collaboration: Facilitates teamwork on proposal documents.
    • Contributors can easily work together, improving the quality and consistency of proposals.
  3. Better Tracking: Offers real-time insights into proposal status.
    • Users gain visibility into the review process, helping to refine strategies and follow-ups.
  4. Consistency and Compliance: Ensures all proposals adhere to company branding and legal standards.
    • Organizations maintain a professional image and mitigate compliance risks.
  5. Data-Driven Insights: Provides analytics on proposal performance.
    • Leaders can make informed decisions to enhance future proposals and strategies.

Costs & Pricing For Proposal Management Software

When selecting a proposal management software plan, it's important to understand the varying levels of features and pricing to match your organization's needs. Here is a breakdown of common plan options you might encounter:

Plan Comparison Table For Proposal Management Software

Plan TypeAverage PriceCommon Features
Basic$15 - $30/user/monthAccess to templates, basic customization, analytics
Professional$50 - $75/user/monthAdvanced integrations, enhanced collaboration tools, higher template variety
EnterpriseCustom pricingFull feature access, advanced analytics, dedicated support
Free$0Limited templates, basic features, often with usage caps

Each plan offers different capabilities tailored to various business sizes and needs. Assessing your organization's requirements will help determine the most cost-effective and beneficial option for enhancing your proposal management processes.

Proposal Management Software Frequently Asked Questions

As you can see, proposal management software can help you close more deals. However, you might have other questions to be certain these tools are right for your organization. Here are some of the common questions people ask when searching for new proposal management tools.

Is there a difference between proposal management software and request for proposal software?

In many ways, a request for proposal is a subcategory of proposal management software. Typically, when an organization distributes a request for proposal, they’re looking for responses that meet their criteria. They’re using it as a method to invite other businesses to bid on a job to get a better understanding of how the company will do it.

Who uses proposal management software?

Anyone who regularly sends proposals or responds to requests for proposals can use proposal management software. This includes every industry, from accounting agencies to user experience (UX) design. Also, sales leadership teams use these platforms to walk customer success teams through the proposal workflow and deal approval process.

How does proposal management software integrate with sales data?

Proposal management software typically integrates with sales data to provide contextual insights, streamline the proposal process, and ensure the content is aligned with customer interactions and history. This integration allows for more accurate, personalized proposals based on specific sales scenarios and customer needs.

Can proposal management tools support multimedia content?

Yes, many proposal management tools support multimedia content, enabling users to create more engaging and dynamic proposals. This feature allows the inclusion of videos, images, and interactive elements, enhancing the proposal’s effectiveness and appeal.

How does proposal management software manage version control and document history?

Proposal management software often includes robust version control and document history features, allowing teams to track changes, revert to previous versions, and collaborate effectively without losing critical work. This ensures transparency and accuracy throughout the proposal development process.

Additional RevOps Software

Typically, organizations will implement multiple types of software for their teams to use to reach their goals. Here are some other types of RevOps software suggestions:

Conclusion

Businesses that use proposal management software have an average 45% proposal win rate. Whether you’re operating a small business, a medium-sized company, or a large enterprise, there’s likely a proposal management platform that will help you experience the same win rate.

If you need any more RevOps assistance, you should sign up for the RevOps Team newsletter, where you’ll receive software suggestions and advice from top revenue operations professionals.

By Phil Gray

Philip Gray is the COO of Black and White Zebra and Founding Editor of The RevOps Team. A business renaissance man with his hands in many departmental pies, he is an advocate of centralized data management, holistic planning, and process automation. It's this love for data and all things revenue operations landed him the role as resident big brain for The RevOps Team.

With 10+ years of experience in leadership and operations in industries that include biotechnology, healthcare, logistics, and SaaS, he applies a considerable broad scope of experience in business that lets him see the big picture. An unapologetic buzzword apologist, you can often find him double clicking, drilling down, and unpacking all the things.