Top Proposal Management Software for 2025 | Boost Your Sales

Elevate Your Proposals in 2025

Stop wasting time on tedious proposal creation. This list of the top 8 proposal management software solutions will help you streamline your process and close more deals. We'll cover key features, pros, and cons of each platform, including AttachDoc, Proposify, PandaDoc, Qwilr, RFPIO, Loopio, Bidsketch, and Better Proposals. Find the perfect proposal management software to create impressive, trackable documents and improve your sales performance, no matter your team size.

1. AttachDoc

AttachDoc stands out as a powerful proposal management software solution, transforming how businesses share, track, and analyze critical documents like proposals, pitch decks, and reports. Its strength lies in combining robust security features with insightful analytics, empowering teams to take a data-driven approach to their communication and follow-up strategies. This makes it particularly well-suited for Real Estate Teams, Investor Relations & Fund Managers, Startups & Founders, Marketing & Growth Teams, and Sales Teams & Reps who need to understand how their proposals are being received and who want to maintain tight control over their sensitive information. Imagine sending a proposal and knowing exactly when it’s opened, which pages are viewed most, and where potential clients lose interest. AttachDoc makes this a reality, enabling you to tailor your follow-up communications for maximum impact and conversion.

AttachDoc's comprehensive security features provide peace of mind when sharing confidential information. Passcode-protected links, customizable expiration dates, and view-only permissions ensure only authorized individuals can access your documents. This granular control is crucial for maintaining confidentiality and protecting sensitive data in industries like real estate and finance. Furthermore, dedicated, customizable data rooms with full audit trails offer a secure and professional environment for high-stakes workflows such as due diligence, investor reporting, and client projects. For example, real estate agents can leverage these data rooms to share property details, contracts, and other critical documentation securely with potential buyers. Investor relations teams can use the platform to streamline investor reporting, ensuring stakeholders have access to the most up-to-date information while maintaining compliance.

Real-time analytics is where AttachDoc truly shines as proposal management software. The platform tracks detailed user engagement metrics, providing valuable insights into how recipients interact with your proposals. Knowing which sections are resonating, where readers are dropping off, and the overall time spent on each page allows teams to fine-tune their messaging, identify potential sticking points, and personalize follow-up communications. This data-driven approach eliminates guesswork, enabling sales teams to prioritize leads and optimize their proposals for higher conversion rates. Instant notifications further enhance communication by alerting you the moment a document is opened or shared, facilitating prompt outreach and demonstrating proactive engagement. Learn more about AttachDoc for effective document workflow management.

While AttachDoc offers a user-friendly interface with streamlined upload and sharing capabilities, and secure cloud storage, some advanced features might require a learning curve for users unfamiliar with document analytics platforms. Additionally, pricing details are not readily available on the website and require direct inquiry, which can potentially slow down the decision-making process for some users. However, the robust security features, in-depth analytics, and customizable data rooms make AttachDoc a valuable asset for any team looking to streamline their proposal management and improve client engagement. Visit the AttachDoc website to explore the platform further and request a pricing quote.

2. Proposify

Proposify is a robust cloud-based proposal management software designed to streamline the entire proposal process, from creation and delivery to tracking and analysis. This platform stands out for its focus on creating visually appealing and engaging proposals that convert leads into clients. With its user-friendly interface and powerful features, Proposify is an excellent choice for businesses looking to improve their proposal workflow and close deals faster. This makes it a strong contender for any team needing professional, trackable proposal management, putting it high on our list of recommended software. This is particularly relevant for Real Estate Teams, Investor Relations & Fund Managers, Startups & Founders, Marketing & Growth Teams, and Sales Teams & Reps, who all benefit from polished, persuasive proposals.

Proposify’s drag-and-drop functionality allows even non-designers to create beautiful, professional proposals. Its extensive library of customizable templates ensures you have a starting point regardless of your industry. You can tailor these templates to match your brand and specific project needs. For sales teams, the interactive fee tables with optional line-item selection empower clients to choose preferred services and see pricing adjustments in real-time, significantly speeding up the decision-making process. This feature is especially beneficial for businesses offering tiered services, such as marketing agencies or consulting firms. Imagine a real estate team presenting different property options with varying services, or a startup founder outlining different investment packages – the interactive fee tables provide clarity and control for the client.

Key features that make Proposify a powerful proposal management software solution include: interactive fee tables, detailed analytics and proposal tracking (allowing you to see when a client views your proposal, which sections they spend the most time on, and more), electronic signature capabilities, and a robust template and content library with team permissions to ensure brand consistency. Proposify integrates with popular CRM systems like Salesforce, HubSpot, and Pipedrive, along with various payment processors and project management tools, making it a versatile solution for businesses of all sizes. For example, a Marketing & Growth team can track proposal engagement within HubSpot and instantly see the impact of their proposals on lead conversion.

Pros:

• Intuitive, user-friendly interface with drag-and-drop editing
• Comprehensive analytics to track client engagement
• Extensive template library and customization options
• Strong e-signature capabilities

Cons:

• Higher price point compared to some competitors (pricing plans are available on their website)
• Learning curve for advanced features, although the core functionality is easy to grasp.
• Some users report occasional performance issues with large documents.

Implementation Tips:

• Take advantage of the pre-built templates to get started quickly.
• Customize templates to reflect your brand identity and tailor them to specific client needs.
• Integrate Proposify with your existing CRM and other business tools to streamline your workflow.
• Train your team on the platform's features to maximize its potential.

While Proposify might have a steeper learning curve for advanced functionalities and a slightly higher price point than some alternatives, its powerful features, intuitive interface, and focus on creating visually compelling proposals make it a valuable investment for businesses looking to improve their sales process and close deals more effectively. Visit the Proposify website to explore their pricing plans and see if it's the right fit for your business.

3. PandaDoc

PandaDoc is a powerful proposal management software solution that goes beyond simple proposal creation. It's a comprehensive document automation platform that streamlines the entire document lifecycle, from proposals and contracts to e-signatures and payments. This makes it a valuable tool for a variety of teams, including sales, marketing, investor relations, and legal, looking to improve efficiency and close deals faster. With its robust features and integrations, PandaDoc helps businesses create professional, engaging proposals that convert, while also automating tedious administrative tasks. This all-in-one approach makes it particularly appealing for organizations aiming to digitize their entire document workflow.

For real estate teams, PandaDoc can be used to create compelling property proposals, incorporating rich media like photos and virtual tours. Investor relations and fund managers can leverage the platform for creating investment proposals and managing the due diligence process. Startups and founders can use it to create business plans and investment decks, while marketing and growth teams can benefit from its content library and collaborative features for creating marketing collateral. Sales teams can streamline their sales process by automating proposal generation, tracking engagement, and integrating with their existing CRM.

PandaDoc’s core strength lies in its document builder, featuring intuitive drag-and-drop functionality. This allows users to easily customize pre-built templates or create proposals from scratch, incorporating various content elements like pricing tables, images, and videos. Advanced electronic signatures and approval workflows ensure secure and legally binding agreements, reducing the time it takes to close deals. The built-in content library allows teams to maintain consistency in branding and messaging across all proposals, significantly speeding up the creation process. Real-time collaboration and commenting features facilitate internal and external review cycles, ensuring everyone is on the same page. Finally, integrations with popular CRM platforms like Salesforce and HubSpot, payment gateways like Stripe and PayPal, and cloud storage services like Google Drive and Dropbox further enhance its functionality and streamline workflows.

Features:

• Document builder with drag-and-drop functionality
• Advanced electronic signatures and approval workflows
• Content library with reusable blocks and templates
• Real-time collaboration and commenting
• Integration with CRM, payment, and cloud storage services

Pros:

• Comprehensive document management beyond just proposals
• Strong workflow automation capabilities
• Robust integration ecosystem
• Mobile-friendly with dedicated apps

Cons:

• Can be overwhelming for users who only need basic proposal features
• Some users report syncing issues with certain CRM integrations
• Higher pricing tiers needed for advanced features

Website: https://www.pandadoc.com/

While PandaDoc doesn't publicly list its pricing, it offers tiered plans to accommodate different needs and budgets. Contact their sales team for specific pricing details. Implementation is generally straightforward, with ample online resources and customer support available. However, businesses with complex CRM integrations should allocate sufficient time for setup and testing to ensure smooth synchronization. Compared to more basic proposal tools, PandaDoc offers a significantly broader feature set, making it a worthwhile investment for organizations looking for a comprehensive document automation platform. If your needs extend beyond basic proposals and into contract management and broader document workflows, PandaDoc deserves serious consideration.

4. Qwilr

Qwilr stands out as a modern proposal management software solution that elevates proposals beyond static PDFs, transforming them into dynamic, interactive web pages. This approach creates a significantly more engaging experience for clients, allowing for embedded videos, interactive pricing modules, and a responsive design that adapts seamlessly to any device. Qwilr is an excellent choice for businesses seeking to modernize their proposal process and make a strong visual impact, especially in fields like creative agencies, marketing firms, and technology companies. It streamlines the creation, delivery, and tracking of proposals, making it easier to close deals efficiently. With its focus on interactive content, Qwilr allows you to showcase your offerings in a compelling and persuasive manner, moving beyond the limitations of traditional document formats.

For real estate teams, Qwilr can showcase properties with embedded video tours and interactive floor plans, while investor relations and fund managers can leverage it to present complex financial information in a clear and engaging way. Startups and founders can use Qwilr to create compelling pitch decks, and marketing & growth teams can design visually impactful proposals for new campaigns. Sales teams and reps benefit from the streamlined workflow, real-time analytics, and integrated e-signatures, enabling faster closing cycles.

Key features include web-based interactive proposals, embedded media (videos, interactive elements), accept/decline and e-signature functionality, real-time analytics and notifications, and customizable templates with modular content blocks and brand settings. The built-in pricing calculators and quote builders are particularly useful for sales teams, allowing them to generate accurate quotes on the fly and adjust pricing based on client needs.

Pros:

• Modern, visually impressive proposal experience: Leave a lasting impression with interactive and engaging content.
• Mobile-responsive designs: Ensure your proposals look great on any device.
• Simple, intuitive interface: Easy to learn and use, even for non-technical users.
• Built-in pricing calculators and quote builders: Streamline the quoting process and improve accuracy.

Cons:

• Limited offline functionality: While proposals can be downloaded as PDFs, some interactive elements may be lost.
• Fewer integration options: Compared to some competitors, Qwilr's integration capabilities might be limited.
• Template customization can be somewhat restrictive: While templates offer a starting point, advanced customization might be challenging.

Pricing: Qwilr offers tiered pricing based on features and the number of users. Check their website for the most up-to-date information.

Implementation Tips:

• Start with a template: Qwilr offers a variety of professionally designed templates to get you started quickly.
• Customize branding: Ensure your proposals reflect your brand identity by uploading your logo and setting brand colors.
• Utilize embedded media: Add videos, testimonials, and other interactive elements to enhance engagement.
• Track analytics: Monitor proposal views, engagement, and acceptance rates to optimize your sales process.

Website: https://qwilr.com/

Qwilr deserves its place on this list because it represents a significant shift in how proposals are created and presented. It empowers businesses to ditch the static PDF and embrace a more dynamic, interactive approach that captivates clients and improves closing rates. Its intuitive interface, combined with powerful features like embedded media and real-time analytics, makes Qwilr a compelling proposal management software solution for modern businesses.

5. RFPIO

RFPIO is a robust proposal management software solution specifically designed to streamline the often complex process of responding to RFPs (Requests for Proposals), RFIs (Requests for Information), and security questionnaires. This enterprise-grade platform empowers bid teams to collaborate efficiently, leverage existing content, and automate workflows for optimal proposal development. If your team regularly handles large, intricate proposals, especially those common in technology, healthcare, financial services, or government contracting, RFPIO deserves serious consideration as your proposal management solution. Its focus on automation and collaborative features can significantly improve your team's efficiency and response quality.

RFPIO shines in its ability to manage large, technical proposals involving multiple contributors and intricate approval workflows. Imagine a scenario where your real estate team is responding to an RFP for a major development project. With RFPIO, team members – from marketing and sales to investor relations and legal – can collaborate seamlessly within the platform. Content from previous proposals, stored in RFPIO’s AI-powered answer library, can be quickly accessed and adapted, reducing redundancy and ensuring consistent messaging. Fund managers responding to complex due diligence questionnaires can leverage the platform’s import capabilities to seamlessly incorporate data from various sources, like Excel spreadsheets and PDFs. For startups seeking funding, RFPIO can help create compelling and consistent responses to investor requests, enhancing their chances of securing investment. Marketing and growth teams can utilize the platform to manage content and ensure consistent branding across all proposals.

Key features of RFPIO that make it stand out include its AI-powered answer library and content recommendations, multi-level approval workflows and task assignments, import capabilities for various document formats (Word, Excel, PDF), and an extensive reporting and analytics dashboard. These features translate into real benefits like increased response speed, improved collaboration, and enhanced proposal quality. The enterprise-grade security and compliance features are particularly crucial for industries handling sensitive data.

Pros:

• Excellent for complex, enterprise-level RFP responses: Streamlines even the most complicated proposals with ease.
• Strong collaboration tools for large teams: Facilitates effective communication and teamwork.
• Powerful AI-driven content suggestions: Automates content retrieval and repurposing, saving valuable time.
• Comprehensive audit trails and version control: Ensures accuracy and accountability throughout the process.

Cons:

• Steep learning curve for new users: Requires dedicated training to fully utilize the platform’s capabilities.
• Higher price point aimed at enterprise customers: RFPIO uses enterprise pricing based on organization size and needs, making it potentially less accessible for smaller businesses.
• May be overly complex for simple proposal needs: Its robust feature set might be overkill for organizations handling less complex proposals.

Implementation Tips:

• Dedicate sufficient time for team training to ensure everyone understands the platform's features.
• Start by organizing your existing content library within RFPIO to maximize the benefits of the AI-powered recommendations.
• Customize the approval workflows to match your organization's internal processes.

Compared to simpler proposal management tools, RFPIO offers a far more comprehensive and powerful solution. While tools like PandaDoc or Proposify might suffice for smaller businesses with less complex needs, RFPIO caters specifically to enterprises that require advanced features and robust security. This positions it as a premium solution, justifying its higher price point. For businesses handling a high volume of complex RFPs, the investment in RFPIO can lead to significant ROI through increased efficiency and improved win rates.

Visit RFPIO

6. Loopio

Loopio is a robust cloud-based proposal management software solution specifically designed to streamline and automate the often tedious process of responding to Requests for Proposals (RFPs), Requests for Information (RFIs), and security questionnaires. This makes it a valuable tool for various teams, including Sales Teams & Reps, Marketing & Growth Teams, Investor Relations & Fund Managers, Startups & Founders, and even Real Estate Teams who frequently handle complex proposals. By centralizing all your proposal content and leveraging AI-powered search, Loopio empowers teams to quickly locate and reuse pre-approved content, drastically reducing response time and improving consistency. This is especially critical in fast-paced environments where quick turnaround times are crucial for winning deals. Loopio is particularly well-suited for industries with stringent compliance requirements or highly technical specifications, such as software, financial services, healthcare, and professional services.

One of Loopio's key strengths lies in its machine learning-powered content library and suggestion engine. As your team builds the library, the AI learns and suggests relevant content snippets as you're working on a proposal, minimizing the need to start from scratch. Furthermore, Loopio's project automation features and customizable workflows allow you to define clear roles and responsibilities, track progress, and ensure everyone stays on the same page. This is invaluable for collaborative teams working on complex proposals. The platform also boasts collaborative review and approval processes, ensuring quality and compliance before submission. For teams already using CRM platforms, Loopio's close integration allows seamless data flow and eliminates manual data entry, further enhancing efficiency. Finally, customizable reporting and analytics provide valuable insights into proposal performance, allowing you to identify areas for improvement and optimize your win rates.

While Loopio offers a powerful suite of tools for proposal management, it's important to be aware of its limitations. Compared to dedicated proposal design tools, Loopio's design and formatting options are somewhat limited. This makes it better suited for text-heavy RFPs than visually-driven proposals. Additionally, the initial setup of the content library can require a significant time investment. Migrating existing content and tagging it appropriately is essential for maximizing the benefits of Loopio's AI-powered search functionality.

Practical Applications & Use Cases:

• Sales Teams: Respond to RFPs quickly and efficiently, increasing win rates.
• Marketing Teams: Create consistent and compelling proposals that align with brand messaging.
• Investor Relations: Streamline the creation of due diligence questionnaires and investor reports.
• Startups & Founders: Present a professional and polished image to potential investors.
• Real Estate Teams: Create compelling property proposals and offer packages.

Pricing: Loopio offers tiered subscription plans based on company size and usage needs. Contact Loopio directly for detailed pricing information.

Technical Requirements: Loopio is a cloud-based platform, accessible via a web browser. No specific hardware or software installations are required.

Implementation Tip: Dedicate sufficient time and resources to the initial content library setup. A well-organized library is crucial for maximizing Loopio's effectiveness. Train your team thoroughly on the platform's features to ensure smooth adoption and maximize ROI.

Loopio earns its place on this list due to its powerful automation, AI-powered search, and strong focus on collaboration. If your team frequently handles complex, text-heavy RFPs and needs a robust solution to streamline the process, Loopio is definitely worth considering. You can explore more about Loopio and its offerings on their website.

7. Bidsketch

Bidsketch is a proposal management software specifically designed to streamline the proposal process for small to medium-sized businesses. Its focus on simplicity and efficiency makes it an excellent choice for teams that need a straightforward way to create, send, and track professional proposals without getting bogged down in complex features. Whether you're a freelancer sending individual proposals or a growing agency managing multiple client projects, Bidsketch can help you present your services effectively and close deals faster. This makes it a valuable tool for various teams, including Real Estate Teams presenting property offers, Investor Relations & Fund Managers pitching investment opportunities, Startups & Founders seeking funding, Marketing & Growth Teams outlining campaign strategies, and Sales Teams & Reps crafting winning sales proposals.

Bidsketch offers a library of customizable templates and sections, enabling you to quickly build professional-looking proposals. You can reuse content across different proposals, saving valuable time and ensuring consistency in your branding. The platform’s fee table feature, with optional line items, allows you to clearly present pricing and payment terms. Electronic signature capabilities simplify the approval process, while client interaction tracking and optional feedback features keep you informed of your proposal's progress and allow for real-time adjustments based on client interaction. This level of control is particularly useful for Sales Teams & Reps who need to respond quickly to client feedback and iterate on proposals in real-time.

For real estate teams, Bidsketch can be used to create compelling property proposals, complete with images and detailed property information. Investor Relations & Fund Managers can leverage the software to create visually engaging investment proposals that clearly outline fund strategies and potential returns. Startups & Founders can craft persuasive proposals for securing seed funding, showcasing their business plan and projections effectively. Marketing & Growth Teams can utilize Bidsketch to present comprehensive marketing strategies to clients, outlining campaign objectives, deliverables, and timelines.

Pros:

• User-friendly interface with minimal learning curve: Even users with limited technical expertise can quickly create professional proposals.
• Cost-effective for small businesses: Bidsketch offers flexible subscription plans based on the number of users and proposals sent, making it an affordable solution for smaller teams.
• Clean, professional proposal designs: The platform offers visually appealing templates that enhance your brand image.
• Efficient reuse of content across proposals: Save time and maintain consistency by leveraging pre-built sections and templates.

Cons:

• Fewer advanced features compared to enterprise solutions: Bidsketch prioritizes simplicity, which means it might lack some of the advanced features found in more complex proposal management software.
• Limited integration options: While Bidsketch covers core proposal functionalities, its integrations with other business tools are less extensive than some competitors. This might be a consideration for teams heavily reliant on specific CRM or project management software.
• Less robust analytics than some competitors: While Bidsketch offers client interaction tracking, its analytics capabilities might not be as comprehensive as other solutions on the market.

Website: https://www.bidsketch.com/

Bidsketch earns its place on this list due to its focused approach to proposal management. It eliminates the complexity often associated with proposal software, providing a streamlined and efficient solution specifically for small and medium-sized businesses. This focus on simplicity makes implementation quick and easy, with minimal training required for team members to start creating and sending proposals. While pricing details are available on their website, the tiered subscription model generally caters to the needs and budget of smaller teams, scaling with their usage and growth. If you prioritize ease of use, clean design, and efficient proposal creation, Bidsketch is a strong contender in the proposal management software landscape.

8. Better Proposals

Better Proposals earns its spot on this list of top proposal management software due to its laser focus on creating visually appealing and conversion-optimized proposals. This web-based platform streamlines the entire proposal process, from initial creation to signing and payment, making it a powerful tool for closing deals faster. It's particularly well-suited for businesses that prioritize aesthetics and a smooth client experience, such as marketing agencies, web designers, consultants, real estate teams, and startups. If your primary goal is to create proposals that impress and convert, Better Proposals is worth serious consideration.

Better Proposals differentiates itself through its library of design-focused templates categorized by industry, including options specifically for real estate, investor relations, and marketing. This allows real estate teams to showcase properties effectively, investor relations teams to present financial information clearly, and founders to pitch their startups convincingly. For sales teams and marketing & growth teams, the customizable templates ensure brand consistency and a professional image. These templates aren't just static; they’re highly customizable, letting you tailor content, branding, and imagery to align with your specific needs and brand guidelines. The platform also offers a content library, enabling you to save and reuse frequently used sections, further expediting the proposal creation process.

Beyond aesthetics, Better Proposals offers robust features designed to boost conversions. Built-in analytics provide valuable insights into proposal views, time spent on each section, and overall engagement. This data allows you to identify areas for improvement and refine your proposals for maximum impact. Integrated payment processing and e-signatures eliminate friction in the closing process, allowing clients to sign and pay directly within the proposal itself. The live chat feature within proposals provides immediate support and answers to client questions, further enhancing the customer experience.

Pricing: Better Proposals offers tiered subscription plans based on the number of proposals sent per month and desired features. Specific pricing details are available on their website.

Technical Requirements: As a web-based application, Better Proposals is accessible from any device with a modern web browser, requiring no special software installations.

Pros:

• Strong focus on conversion optimization and sales metrics.
• Visually impressive and easily customizable templates.
• Simple payment collection directly within proposals.
• Affordable pricing structure for small businesses.

Cons:

• Limited project management capabilities compared to full RFP solutions.
• Fewer enterprise-level collaboration tools, making it less ideal for large teams with complex workflows.
• Some users have reported occasional issues with the editor interface.

Implementation/Setup Tips: Start by exploring the template library and identify the one that best suits your industry and use case. Populate the template with your content and customize the branding to match your company’s visual identity. Leverage the content library to save time on future proposals. Take advantage of the analytics dashboard to track proposal performance and continuously optimize your approach.

Comparison with Similar Tools: While tools like Proposify and PandaDoc offer more comprehensive project management features, Better Proposals excels in its simplicity and focus on design and conversion optimization. If visually appealing proposals and streamlined sales processes are your priorities, Better Proposals offers a compelling alternative.

Website: https://betterproposals.io/

Proposal Management Software Feature Comparison

Choosing the Right Proposal Management Software

Selecting the right proposal management software from the myriad of options available can feel overwhelming. This top 8 list, covering key players like AttachDoc, Proposify, PandaDoc, Qwilr, RFPIO, Loopio, Bidsketch, and Better Proposals, provides a solid starting point. Remember, the best choice depends entirely on your specific needs. For smaller teams or startups with a lower proposal volume, a simpler, more affordable solution might suffice. Larger enterprises with complex sales processes may require a more robust platform with advanced features and integrations. Consider your team size, the volume of proposals you create, necessary integrations with your existing CRM or other software, and the level of customization you require.

Key takeaways to remember when evaluating these tools include the ease of use, available templates and automation features, analytics and reporting capabilities, and of course, pricing. Gathering and analyzing feedback is crucial for selecting and implementing the right proposal management software. Understanding the product feedback loop from Saylo can significantly enhance your decision-making process. By carefully weighing these factors and leveraging the insights from this article, you can choose a solution that streamlines your proposal workflow, improves collaboration, and ultimately, wins more deals.

Implementing a new tool requires careful planning and execution. Start with a clear understanding of your current proposal process and identify areas for improvement. Involve your team in the selection process and provide adequate training to ensure smooth adoption. Don't be afraid to iterate and refine your approach as you gain experience with the new software.

The right proposal management software can be a game-changer for your business, empowering your team to create compelling, data-driven proposals that resonate with clients and drive revenue growth in 2025 and beyond. Ready to streamline your proposal process and close deals faster? Explore how AttachDoc, a powerful proposal management software, can transform your workflow. Visit AttachDoc to learn more and request a demo.