Proposal management is everything that happens from the first draft to the signed deal. Overall, it contains the content, pricing, approvals, signatures, and analytics. For modern sales teams, the right proposal management software shortens cycle times, enforces brand consistency, and gives visibility into buyer engagement so you can prioritize follow-ups and forecast with more confidence.
Core Components of Effective Management Tools
- When evaluating proposal management tools, confirm whether they deliver:
- Templates and content libraries for reusable sections and on-brand proposals
- Collaboration, comments, and approval workflows across sales, legal, and finance
- Pricing, quoting, and (if needed) CPQ features to avoid errors
- E-signature and payment to reduce friction at close
- Analytics on opens, time viewed, sections viewed, and signature status
- Integrations for CRM, billing, and data sync to keep reps in their flow of work
The Best Proposal Management Software for Sales Teams
PandaDoc
This is best for end-to-end proposal management with strong document workflows. PandaDoc is the best tool if you want one platform for content, approvals, signatures, and analytics without stitching multiple tools together.
Why sales teams pick it:
- Full document lifecycle: create, approve, e-sign, and track in one place. It supports signing orders, identity checks, and detailed audit trails. These features are useful when legal and finance are involved.
- Deep integrations: native connections to major CRMs such as Salesforce and HubSpot. An embeddable API keeps data in sync and reduces manual entry.
- Analytics: track recipient activity and document metrics so reps can time follow-ups
Where it shines:
- Mature workflow automation for approvals and renewals
- Broad ecosystem of integrations to fit most sales stacks
Qwilr
This tool is best for interactive and web-based proposals that feel like mini-microsites. Qwilr is best if presentation and interactivity drive your win rates and your buyers often view on mobile.
Why sales teams pick it:
- Interactive proposals with rich media and dynamic pricing: this delivers a polished, mobile-friendly buyer experience and shows what sections prospects actually read.
- Great integration: Real-time analytics, e-signature, and CRM integrations (including Salesforce and HubSpot) keep sales motions connected and measurable.
- Pricing and packaging: plans for teams and enterprises, with advanced options like Salesforce integration and custom domains on higher tiers.
Where is shines:
- Visually engaging and interactive proposals that stand out in crowded inboxes
Proposify
This is best for highly branded sales proposals with strong tracking and modern buyer experience. Proposify is best used if brand presentation and engagement analytics are key and you want tight CRM workflows.
Why sales teams pick it:
- Creation and sending: intuitive editor for on-brand proposals and quotes, plus real-time notifications and engagement insights to move deals forward.
- CRM alignment: official integrations let you create, send, and track proposals from inside your CRM, linking proposals to deals and timelines.
- Product momentum: the latest release focuses on speed and UX in proposal creation and sending, with more enhancements landing through 2025.
- Help center depth: clear guidance for sending, signing, tracking, audit trails, and reporting.
Where it shines:
- Clean, visual proposals that tell a story and surface analytics for targeted follow-ups
DealHub CPQ
This is best for teams that need CPQ and proposal generation to handle complex pricing at scale. Choose DealHub if you're standardizing pricing or approvals across products and motions.
Why sales teams pick it:
- Native CPQ depth: guided selling, rules-driven configuration, usage-based/tiered/fixed pricing, and multi-motion quoting (new, renewals, co-terms, expansions) in one platform.
- Proposal generation: produce error-free quotes and proposals and sync with your CRM with real-time buyer engagement insights for sales leaders.
Where it shines:
- Complex pricing and approvals, with the control revenue teams need.
Better Proposals
This is best for small and midsize teams that want speed, simple, and attractive templates. Choose Better proposals if you want a lightweight proposal management tool that looks good, tracks engagement, and doesn't require enterprise-grade CPQ.
Why sales teams pick it:
- Quick creation: template-driven proposals, digital signatures, and real-time tracking help smaller teams move fast without heavy admin.
- E-signature security: signatures are authenticated with email/IP and timestramped in an audit trail.
Where it shines:
- Low learning curve with modern, client-friendly presentation.
- Easy to use and lots of time saved
Conclusion
Strong proposal management is now a baseline for predictable revenue. The right proposal management software standardizes content, accelerates approvals, enables e-signatures, and surfaces buyer intent so reps can prioritize the next call, not chase documents.
Among the best proposal management software options, look for a tight fit with your CRM, clear analytics, and workflows your team will actually use. Proposal management tools should reduce friction across sales, legal, and finance—not add another admin layer.
Your next steps:
- Map your current process from draft to signature.
- Define must-haves (e.g., CPQ depth, branding control, security).
- Pilot two finalists with a small team for two weeks.
- Track turnaround time, open rates, section engagement, and win rate by template.
- Standardize templates, then roll out org-wide with light enablement.
Do this well and proposal management becomes an asset you can measure: faster cycles, higher compliance, and clearer pipeline signals. Choose the platform that aligns with how you sell today and where you plan to scale tomorrow—and let your proposal management software do the heavy lifting.
