11 Best Proposal Automation Software for 2025

Ever lost a weekend to a last-minute RFP? Then you know the pain of manual proposal writing. It’s a cycle of hunting for case studies, chasing down experts, and endlessly copying and pasting. This grind pulls your team away from their real job: selling. The best proposal automation solutions 2025 are designed to break that cycle. Using features like AI and dynamic content, this software acts as a central hub to generate accurate, professional proposals in minutes. We'll compare the top tools and show you how to choose the best proposal automation software 2025 to help your team win more deals.

Key Takeaways

• Prioritize features that streamline your entire workflow: Look beyond aesthetics and focus on core functionalities like a central content library for consistency, seamless CRM integration to reduce manual data entry, and real-time analytics to inform your follow-up strategy.
• Use automation to free up time for personalization: The most effective proposal strategy automates the repetitive, standardized sections of your document. This gives your team more time to focus on what truly matters: tailoring the executive summary and solution to address the specific needs of each client.
• Successful adoption requires more than just software: To get the most value from your investment, create a clear implementation plan. This includes training your team, ensuring the tool integrates with your existing tech stack, and establishing a process for keeping your content library fresh and accurate.

What is Proposal Automation Software, Anyway?

If you’ve ever spent a full day copying and pasting answers into an RFP, you know how tedious proposal writing can be. It’s a high-stakes, often repetitive process that pulls your sales team away from actually selling. An automated proposal builder is a software tool designed to take that repetitive work off your plate. Think of it as a smart assistant that helps you create, manage, and send high-quality proposals faster and with far less manual effort. Instead of starting from scratch every time, you can generate polished, accurate documents in a fraction of the time.

These tools are much more than just fancy templates. They serve as a central command center for your entire proposal process. At their core, they use features like centralized content libraries and customizable templates to keep your messaging consistent and on-brand. This means your team can quickly pull pre-approved answers, case studies, and company information, ensuring every proposal is accurate and tailored to the client. This functionality is a key reason why proposal generation software is becoming a non-negotiable part of modern sales tech stacks.

Beyond just building the document, these platforms help you manage the entire proposal lifecycle. From initial creation and team collaboration to submission and tracking, the software keeps everything organized. The best tools use AI and machine learning to intelligently suggest the most relevant content for each response, which is a game-changer for personalizing proposals at scale. An AI-powered deal desk like Iris can generate a complete first draft in minutes, not hours. By automating the administrative side of things, your team is freed up to focus on strategic activities that actually close deals and drive revenue.

Why Sales Teams Are Making the Switch

Let's be honest, the traditional proposal process is broken. Sales teams are tired of being bogged down by administrative work when they should be building relationships and closing deals. The shift toward automation isn't just about adopting new technology; it's a fundamental change in strategy. Teams are recognizing that manual proposal creation is a major bottleneck that drains resources and morale. By automating the repetitive parts of the process, they can free up their top performers to focus on what they do best: selling. This move is driven by a clear need for greater efficiency, consistency, and a competitive edge in a crowded market.

The Hard Numbers: Time, Wins, and Adoption Rates

The data tells a compelling story. Manually responding to a single RFP can take, on average, 25 hours of work. That’s more than half of a work week spent on a single document, hunting for information and piecing together content. This is where automation changes the entire equation. An AI-powered platform can automate up to 80% of the RFP process, slashing the time it takes to create a first draft from days to mere minutes. This isn't just a minor improvement; it's a transformation that gives your team back their most valuable asset: time.

This newfound efficiency directly translates into better results. It’s not just about speed; it’s about quality and consistency, which leads to more wins. In fact, sales teams that use proposal software win 59% more deals than those who don't. When you add AI into the mix, the impact is even more significant, with some teams seeing 50% higher win rates. By handling the heavy lifting, automation allows your team to produce higher-quality, more personalized proposals at scale. This means they can respond to more opportunities and increase their chances of success with each one.

Don't Buy Proposal Software Without These Features

When you start looking at different proposal builders, the sheer number of features can feel overwhelming. How do you separate the nice-to-haves from the absolute essentials? A great proposal tool does more than just make your documents look pretty—it streamlines your entire workflow, from creation to closing the deal. Think of it as your sales team’s secret weapon. To make sure you’re choosing a platform that will actually make a difference, focus on tools that offer a core set of powerful, practical features. These are the non-negotiables that will save you time, reduce errors, and help you win more business.

Proposal Creation vs. Proposal Management

It’s helpful to think about proposal software in two parts: creation and management. Proposal creation is exactly what it sounds like—it’s the process of actually building the document. This includes features like customizable templates to keep your branding consistent, a centralized content library to pull pre-approved answers from, and collaboration tools that let your team work together seamlessly. This side of the software ensures you can produce a professional, accurate, and compelling proposal quickly. On the other hand, proposal management covers what happens after you hit send. This is where you manage the entire proposal lifecycle, with features like document tracking to see who opened your proposal and which sections they focused on, analytics to measure performance, and e-signatures to close the deal. The most powerful tools don’t make you choose; they integrate both, giving you a single command center for the entire process.

Templates You Can Actually Make Your Own

Your clients aren't generic, so your proposals shouldn't be either. One-size-fits-all documents rarely hit the mark. That's where customizable templates come in. Instead of starting from a blank page every single time, your team can begin with a pre-approved, on-brand foundation and then tailor it to meet specific client needs. This approach ensures every proposal is both professional and personal. You can quickly adjust sections, add relevant case studies, and tweak the scope of work, all while maintaining brand consistency. This level of personalization and relevance shows clients you’ve listened to their unique challenges and have crafted a solution just for them.

Lockable Content Sections

While giving your sales team the freedom to customize is crucial, you also need to protect your brand. That's where lockable content sections come in. This feature allows you to lock down specific parts of a template—think legal disclaimers, company boilerplate, or pricing tables—so they can't be altered. It’s the perfect balance between flexibility and control. Your team gets the creative freedom to tailor the proposal to the client, while you get peace of mind knowing that critical information remains consistent and accurate. This is especially important for maintaining brand consistency and ensuring every document that goes out the door is compliant and professional, without creating a bottleneck for your legal or marketing teams.

Connects Easily with Your CRM

Nothing slows down a sales cycle like toggling between different apps and manually copying and pasting client information. A top-tier proposal builder should connect directly with your Customer Relationship Management (CRM) system. Seamless integration with CRM systems means all your client data—names, company details, and deal values—is automatically pulled into your proposal. This not only saves a massive amount of time but also dramatically reduces the risk of embarrassing typos or errors. When your tools talk to each other, your team can work faster and smarter, confident that they’re always using the most up-to-date information.

Know Exactly When a Client Opens Your Proposal

Ever hit "send" on a proposal and wondered what happened next? The best proposal builders take the guesswork out of the follow-up process. Look for a tool with real-time analytics and tracking features. These give you powerful insights into how your client is interacting with the document. You can see when they opened it, which sections they spent the most time on, and who they forwarded it to. This information is gold. It helps you gauge their interest level and tailor your follow-up conversations to address the areas they’re most focused on, allowing you to refine their strategies for a better chance at winning the deal.

Get Faster Sign-Offs with E-Signatures

The final step in closing a deal should be the easiest. Hunting down a printer, signing a document, scanning it, and emailing it back is a clunky process that creates unnecessary friction for your client. A proposal builder with built-in e-signature capabilities makes closing the deal as simple as clicking a button. This feature allows clients to approve and sign your proposal digitally from any device, which helps you finalize agreements in minutes, not days. It’s a secure, legally binding way to get to "yes" faster and officially kick off your new partnership without any delays.

Work Together Without the Headaches

Creating a winning proposal is often a team effort, requiring input from sales, marketing, legal, and technical experts. Without the right tools, this can turn into a chaotic mess of email threads and conflicting document versions. Proposal builders with built-in collaboration tools solve this problem by providing a central workspace. Team members can leave comments, assign tasks, and edit sections simultaneously. This ensures everyone is on the same page and working from the most current version. It streamlines communication, improves the quality of your final proposal, and lets your team focus on strategy instead of administrative headaches.

Version Control and Approval Workflows

When multiple people are involved in a proposal, things can get messy fast. You end up with a dozen different document versions saved to your desktop, and nobody is quite sure which one is the most current. This is where version control becomes a lifesaver. It tracks every change, so you always know you're working on the right draft. Paired with this, clear approval workflows ensure the right people review the document before it goes to the client. This means your legal team can sign off on the terms and marketing can confirm the branding is perfect, all within the platform. It eliminates the back-and-forth emails and gives you the confidence that every proposal you send is accurate, approved, and ready to win.

The Best Proposal Automation Software for 2025

With so many options out there, finding the right proposal builder can feel like a job in itself. To make it easier, I’ve broken down some of the top players on the market. Each tool has its own strengths, whether you need powerful AI to handle complex RFPs, beautiful design templates, or simple, straightforward proposal creation. Some platforms are built for speed, helping you get polished proposals out the door in minutes. Others function as complete document management systems, perfect for large enterprises that need to keep everything organized and compliant. And then there are the innovators, turning static proposals into interactive web pages that truly capture a client's attention.

The key is to match the tool's features to your team's specific needs. Are you spending too much time hunting down answers for security questionnaires? Or is your biggest hurdle making your proposals look professional without a designer on staff? This isn't about finding the single 'best' tool overall, but the best tool for you. Let's look at what makes each one stand out so you can find the perfect fit for your team.

HeyIris.ai: Your Go-To for AI-Powered Proposals

If you’re dealing with a high volume of complex RFPs and security questionnaires, HeyIris.ai is built for you. It uses artificial intelligence to streamline the entire process, helping your team create accurate, consistent, and personalized proposals at scale. The platform’s real strength is its ability to act as a central knowledge hub, proactively identifying and updating outdated information across your systems. This means your first drafts are generated faster and with information you can trust, which is a huge advantage when you’re up against a tight deadline. It’s a powerful deal desk solution for teams focused on improving win rates and cutting down response times.

Proposify: When You Need Flawless Templates

Proposify is all about speed and efficiency, making it a great choice for teams that need to send out a high volume of proposals quickly. Its main draw is a massive library of pre-built templates that you can customize for your brand. According to Proposify, you can generate a new proposal in 17 minutes or less, which is a game-changer for busy sales teams. It also includes features for tracking, analytics, and e-signatures, giving you a solid toolkit for managing your sales documents from start to finish. If your process is more about customizing templates than building from scratch, Proposify is worth a look.

PandaDoc: More Than Just Proposals

PandaDoc is a powerhouse in the document management space and is often a top choice for larger companies with complex needs. It goes beyond just proposals, offering a comprehensive suite of tools for creating, sending, and tracking all kinds of business documents. With a wide range of templates, secure e-signatures, and robust management features, it serves as an all-in-one solution. As one of the established market leaders, PandaDoc provides the security and scalability that enterprise teams require, making it a reliable option for managing the entire document lifecycle, not just the proposal stage.

Better Proposals: Create Proposals That Look Amazing

If the visual appeal of your proposals is a top priority, Better Proposals should be on your radar. This tool is designed to help you create stunning, professional-looking proposals without needing any design skills. You can start with one of their many templates and customize it to perfectly match your brand's aesthetic. The platform focuses on making your documents look clean and modern, which can make a big difference in how clients perceive your business. Better Proposals also includes standard features like tracking and e-signatures, ensuring your beautifully designed proposals are also effective sales tools.

GetAccept: Built to Help Your Sales Team Close

GetAccept is built with the entire sales engagement process in mind, making it a strong contender for large, sales-focused teams. It shines with its deep integrations with major CRM systems like Salesforce, ensuring your proposal process fits neatly into your existing workflow. What makes it unique are the features designed to keep the conversation going, like the ability to add live chat and video directly into your proposals. This helps you connect with prospects and answer questions in real-time, right when they’re most engaged. It’s a great platform for teams looking to make their proposals more interactive and personal.

Qwilr: Turn Your Proposals into Web Pages

For teams that want to break away from static PDFs, Qwilr offers a fresh approach by turning proposals into interactive, mobile-responsive web pages. This format allows you to embed rich content like videos, interactive pricing tables, and ROI calculators directly into your proposal. The result is a much more engaging and dynamic experience for your clients. Qwilr is perfect for modern sales teams who want to present their solutions in a visually compelling way that stands out from the competition. It’s an excellent tool for creating proposals that feel less like documents and more like personalized presentations.

Bidsketch: The Simple, No-Fuss Option

Sometimes, you just need a simple, no-fuss tool to get the job done, and that’s where Bidsketch comes in. It’s known for its straightforward approach to proposal creation, stripping away the complexity of more feature-heavy platforms. With Bidsketch, you can quickly generate professional proposals by mixing and matching pre-written content sections. This makes it easy to reuse your most effective content and maintain consistency across all your documents. If your team values speed and simplicity over advanced features and intricate design options, Bidsketch is a solid choice for getting proposals out the door efficiently.

DealHub: For Complex Pricing and CPQ

If your sales process involves intricate pricing models or configurable products, DealHub is a platform you should know about. It’s specifically designed for sales operations teams that need a robust Configure, Price, Quote (CPQ) solution. This means it excels at helping you generate accurate quotes for complex deals without getting tangled in spreadsheets. DealHub works smoothly with your CRM to pull in data and keep everything in sync, making it a powerful tool for managing the entire deal lifecycle. It’s an excellent choice for teams that need to ensure pricing consistency and accuracy, especially when dealing with customizable products or services that have a lot of variables.

Conga: For Advanced Contract Management

Conga is built for the big leagues. This platform is tailored for large enterprises with highly complex sales processes and strict compliance needs. It goes far beyond simple proposal generation and functions as a full-scale contract management system. With advanced pricing tools and end-to-end contract lifecycle management, Conga is designed to handle the high-stakes, multi-layered deals common in enterprise sales. If your organization requires a tool that can manage everything from initial proposal to final signature and renewal, all while maintaining rigorous legal and security standards, Conga provides the depth and scalability needed to support a complex sales process.

Oneflow: For Live Document Editing

Have you ever sent a proposal and immediately spotted a typo? Oneflow solves that problem with a standout feature: the ability to edit documents even after they’ve been sent. This transforms your proposal from a static PDF into a live, interactive document. It’s a fantastic tool for teams that need flexibility during negotiations, allowing you to make real-time adjustments based on client feedback without having to retract and resend the entire proposal. This functionality makes Oneflow a complete contract management tool, perfect for creating a more collaborative and fluid sales experience where changes can be made on the fly, keeping the deal momentum going.

Prospero: For Freelancers and Small Teams

You don’t need an enterprise-level budget to create professional, winning proposals. Prospero is designed specifically for freelancers and small businesses who need an affordable and user-friendly solution. The platform offers a collection of sleek, modern templates and a simple editor that makes it easy to create impressive documents in minutes. It strips away the complexity of larger systems and focuses on the essentials: creating beautiful proposals quickly. If you’re a small team or a solopreneur looking to present a polished and professional image without a steep learning curve or a hefty price tag, Prospero is a fantastic option.

Is Proposal Automation Software Worth It?

If your team is still building proposals from scratch, you’re likely spending more time on administrative tasks than on actually selling. An automated proposal builder isn’t just a tool for convenience; it’s a strategic asset that directly impacts your sales cycle and win rates. By centralizing your content and streamlining your workflow, these platforms help you create better proposals faster. Let’s break down exactly why your team needs to make the switch.

The Challenges of Not Using Proposal Software

Sticking with manual proposal creation is a slow, painful climb that leaves your team exhausted. The reality is, manual processes are a massive time drain. The average RFP response takes about 25 hours to complete—more than half a work week spent on a single document filled with repetitive copy-and-paste tasks. This inefficiency doesn't just slow down your sales cycle; it actively wastes valuable time that could be spent building client relationships. Beyond the lost hours, manual methods create a consistency nightmare. When everyone is pulling from different sources, your proposals end up with mixed messaging and off-brand formatting, making your company look disorganized. Without a single source of truth, you risk sending out incorrect information, which can damage your credibility and cost you the deal.

Spend Less Time Writing, More Time Selling

Think about how many hours your team spends hunting for the right content, formatting documents, and chasing approvals. It’s a huge time sink that pulls them away from building relationships and closing deals. Proposal automation software streamlines this entire process, from creation to submission. Instead of starting from zero every time, your team can pull from a library of pre-approved content and templates to generate a first draft in minutes, not hours. This means you can respond to opportunities faster, giving you a critical edge over the competition. For example, some teams have seen a 90% reduction in response time after implementing an AI-powered solution.

Ensure Every Proposal is On-Brand and Error-Free

When multiple people are creating proposals, it’s easy for inconsistencies to creep in. Outdated product information, old pricing, or off-brand messaging can confuse clients and damage your credibility. An automated proposal builder acts as your single source of truth. By using pre-approved content blocks, you can ensure every proposal that goes out the door is accurate, up-to-date, and perfectly aligned with your company’s messaging. Many modern platforms even use AI to proactively identify and flag outdated information across your systems, so you can maintain a library of accurate and compliant content with minimal effort.

Look Like a Pro, Every Single Time

Your proposal is often the first tangible piece of your brand a potential client interacts with. A poorly formatted document with inconsistent branding can make you look unprofessional and unprepared. Proposal generation software solves this by providing a suite of polished, customizable templates that ensure every document looks sharp and reflects your brand identity. You don’t need a graphic designer on standby to create a compelling proposal. These tools make it easy to incorporate your logos, brand colors, and fonts, helping you present a professional and trustworthy image that builds client confidence from the very beginning.

Gain Insight into What Your Clients Really Want

After you hit "send," do you ever wonder what happens next? With traditional methods, you’re left in the dark. Automated proposal tools change that by offering powerful tracking features. You can see exactly when a client opens your proposal, which sections they spend the most time on, and if they forward it to other decision-makers. This isn't just interesting data; it's actionable intelligence. These insights allow you to tailor your follow-up, address potential concerns before they’re even raised, and understand what truly matters to your prospect. It turns your proposal from a static document into a dynamic part of your sales intelligence platform.

How Much Does Proposal Software Cost?

Choosing the right proposal builder isn’t just about finding the cheapest monthly subscription. It’s about finding the best value for your team’s specific needs. The tool that’s perfect for a five-person startup will likely fall short for a 500-person enterprise sales team, and vice versa. The price tag often reflects the depth of features, the level of automation, and the complexity the software can handle.

To make the right call, you need to look past the pricing page and understand what you’re actually paying for. Let’s break down how to compare solutions, what features to prioritize, and how to find a tool that fits your budget without compromising on what you need to win more deals.

Enterprise vs. Small Business: What's the Difference?

The proposal software market isn't one-size-fits-all. For smaller sales teams, the priority is often simplicity and speed. Tools geared toward them focus on core functionalities like templates and e-signatures, helping them move away from manual documents. For larger sales teams, the needs are more complex. The focus shifts to efficiency, scalability, and how well the tool connects with your existing tech stack. Enterprise-grade platforms are designed to manage a high volume of complex documents like RFPs and DDQs. They offer robust integrations and advanced analytics to streamline workflows for teams operating at scale.

Comparing the Top Features Head-to-Head

When you compare tools, the difference is in the details. True proposal automation goes beyond simple templates; it intelligently pulls customer data from your CRM and inserts pre-approved content to build accurate proposals in minutes. This is a must-have for teams responding to detailed RFPs where speed is critical. Look for a central content library to keep messaging consistent and on-brand. Also, check the depth of the analytics. Knowing which sections your prospect spent the most time on gives you valuable intelligence before your next follow-up call.

How to Get the Most Bang for Your Buck

The best value isn’t the lowest price—it’s the highest return on your investment. Start by calculating how much time your team currently spends creating proposals. Automating these repetitive tasks frees up your sales reps to focus on selling. A tool that saves each rep a few hours a week can quickly pay for itself in productivity and higher deal volume, as shown in real-world case studies. Also, consider your customization needs. A cheaper, rigid tool might result in generic documents that don’t resonate with clients. Investing in a platform that allows for deep customization can lead to higher win rates that far outweigh the cost.

Watch Out for Hidden Costs

The price you see on the website isn't always the final price. To understand the true cost of a proposal builder, you need to look beyond the monthly subscription fee. Most platforms use a tiered pricing model based on the number of users, and it's easy to end up paying for unused accounts if you're not careful. Be sure to ask about potential add-on fees for essential features like CRM integrations, advanced analytics, or premium templates, as these can quickly inflate your final bill. It's important to be aware of these potential hidden costs to avoid surprises and ensure the tool you choose provides real value without breaking your budget.

Common Roadblocks (And How to Avoid Them)

Switching to an automated proposal builder is an exciting move, but let’s be real—adopting any new software comes with a few bumps in the road. It’s not just about picking a tool and hitting “go.” A successful rollout requires a bit of planning and foresight. Thinking through these potential challenges ahead of time will make the transition smoother for everyone and ensure you get the most out of your investment from day one.

The biggest hurdles usually aren't about the technology itself, but about how it fits into your existing workflows, content, and team dynamics. You’ll need to think about where your proposal content will live and how you’ll keep it up-to-date. You’ll also want to ensure the new tool talks to the other software your team relies on daily, like your CRM. Otherwise, you’re just creating new data silos and more manual work.

And then there’s the human element. Getting your team to embrace a new way of doing things is often the trickiest part. Finally, you have to find that sweet spot where automation saves you time without making your proposals feel impersonal or robotic. Tackling these points head-on will turn potential frustrations into a clear plan for success.

Common Myths About Proposal Software, Debunked

When you start looking into proposal software, you’ll likely encounter a few common assumptions. Some of these ideas might even make you question if it’s the right move for your team. The truth is, many of these beliefs are based on outdated views of what these tools can do. Let’s clear the air and separate fact from fiction so you can make a decision with confidence.

Myth #1: It's Only for Big Companies

It’s easy to assume that powerful automation software is only for large enterprises with huge budgets. That’s simply not the case anymore. Proposal software can be a massive advantage for small and mid-sized teams, leveling the playing field and allowing you to create proposals that are just as polished as your biggest competitors. For a small team where everyone wears multiple hats, saving time on administrative work is essential for growth. Many platforms offer scalable pricing plans, so you can find a solution that fits your budget and grows with you.

Myth #2: It Makes Proposals Feel Impersonal

This is probably the biggest fear sales teams have: that automation will make their proposals sound robotic. In reality, the opposite is true. A good proposal builder doesn't replace the human touch; it creates more time for it. The software automates the repetitive parts, like copying company info or finding security specs. This frees you up to focus on what really matters: crafting a compelling executive summary, tailoring the solution to your client's specific pain points, and adding those personal touches that build strong relationships and win deals.

Myth #3: All Platforms Are Basically the Same

At first glance, many proposal builders seem to offer the same core features. But once you look closer, you’ll find they have very different strengths. Some platforms are designed for speed and simplicity, focusing on beautiful templates. Others, like HeyIris.ai, are built around powerful AI engines to tackle complex RFPs and security questionnaires. The key is to understand your team’s primary bottleneck. Are you struggling with design or bogged down by compliance documents? Finding the right tool requires you to evaluate your specific needs and match them to a platform’s unique focus.

Problem: Your Content Becomes Stale

An automated proposal builder is only as good as the content you put into it. Think of it as a high-tech library—if the books are outdated, no one gets the right information. The last thing you want is to send a proposal with last year’s pricing, an old case study, or a team bio for someone who left the company months ago. To avoid this, you need a solid plan for content management. This means regularly reviewing and updating your content library. Some platforms, like HeyIris.ai, use AI to proactively flag information that might be stale, giving you a safety net and ensuring every proposal is built on a foundation of accurate, approved content.

Problem: It Doesn't Play Nice with Other Tools

Your proposal builder shouldn't live on an island. For it to be truly effective, it needs to integrate seamlessly with your team’s existing sales tech stack. If your new tool doesn’t connect with your CRM, for example, your team will be stuck manually copying and pasting client data, which completely undermines the goal of automation. Before you commit to a platform, map out your essential tools—like Salesforce, HubSpot, or your cloud storage—and confirm that the proposal builder offers robust, native integrations. This creates a smooth workflow where data flows effortlessly from one system to another, from initial contact to the final signature.

Problem: Your Team Resists the Change

Even the best tool is useless if no one uses it. Change can be tough, and you might face some resistance from team members who are comfortable with the old way of doing things. The key to a smooth transition is a great change management plan. Start by clearly communicating the benefits—not just for the company, but for them individually. Frame it as a way to eliminate tedious administrative tasks so they can spend more time focusing on strategy and building client relationships. Choose a tool with an intuitive interface to shorten the learning curve, and provide thorough training and support to build their confidence from the start.

Problem: Your Proposals Feel Too Robotic

A common fear with automation is that your proposals will lose their personal touch and start to feel generic. But the goal of a proposal builder isn't to remove the human element—it's to give you more time for it. By automating the standard, repetitive sections (like your company overview, security information, and standard terms), you free up valuable hours. You can then invest that time in deeply personalizing the parts that matter most to the client: the executive summary, the proposed solution, and the pricing. The best proposal platforms are designed to strike this exact balance, helping you produce high-quality proposals that are both efficient to create and highly tailored to each opportunity.

Is It Actually Easy to Use? Evaluating the User Experience

A proposal builder can promise the world, but if it’s clunky and confusing, your team will avoid it. The best software feels like a natural extension of your workflow, not another hurdle. When you’re evaluating tools, user experience is a critical factor that determines whether the software gets used and delivers a return on your investment. A great user experience means less time on training, fewer frustrated questions, and a faster path to creating winning proposals. It’s about making powerful features feel simple and accessible, so your team can focus on what they do best: selling.

Does it Feel Easy to Use from Day One?

You shouldn’t need a map to find what you’re looking for. An intuitive proposal builder has a clean, uncluttered interface where everything is logically organized, making the entire process feel straightforward. When your team can easily access a centralized content library or use AI to generate responses, they can build accurate and personalized proposals without getting bogged down by a complicated system. A well-designed interface reduces the mental effort required to get work done, which means your team can produce high-quality proposals more efficiently.

Can You Use It On the Go?

Sales doesn’t always happen at a desk. Your team might need to make a last-minute change to a proposal from a hotel room or check the status of a deal while waiting for a flight. That’s why mobile accessibility is a must. Modern proposal builders should work seamlessly on any device—laptops, tablets, and smartphones. Look for cloud-based platforms that allow you to access and edit documents from anywhere. Many tools also improve the client experience by sending a simple web link instead of a clunky PDF. This allows your prospects to view the proposal on their preferred device and sign on the spot.

How Steep is the Learning Curve?

Adopting new software requires some adjustment, but the learning curve shouldn’t feel like climbing a mountain. The best tools are designed for quick adoption. A system’s usability is a key measure of how easily someone can learn and use it to achieve their goals. Some complex enterprise solutions might require dedicated training, while others are intuitive enough to use right away. Consider your team’s technical skills and how much time you can dedicate to onboarding. AI-powered platforms like HeyIris.ai often flatten the learning curve by automating the most tedious parts of the process, allowing your team to get up and running faster.

How to Choose the Best Proposal Automation Software for You

The best proposal builder isn’t a one-size-fits-all solution. The right tool for your team depends entirely on your size, industry, and sales process. A startup might prioritize speed and design, while an enterprise team needs deep integrations and robust analytics. To find the perfect fit, think about your team’s biggest challenges and what features would make the most impact on your day-to-day work.

Consider Security, Scalability, and Support

Beyond the flashy features, you need to think about the long-term health of your investment. Security is non-negotiable. You're handling sensitive client and company data, so look for a platform with robust security measures and features like legally binding e-signatures to keep everything protected. At the same time, consider if the tool can grow with you. A solution that works for your team today might not handle the volume and complexity you'll face next year. For larger teams, the focus should be on efficiency and scalability. Finally, don't overlook the importance of support. When you have a question or run into an issue, you need a responsive team to back you up. A successful rollout depends on more than just software; it requires a partner who can provide training and help you create a clear implementation plan.

The Best Choice for Enterprise Sales Teams

For large sales teams, efficiency and connectivity are everything. You need a platform that can handle high proposal volume without sacrificing quality. Look for a tool that offers seamless CRM integration to keep your data flowing smoothly between systems. Your focus should be on features that support the entire sales cycle, from creation to closing. This includes advanced analytics to track how clients engage with your proposals, collaborative workflows for team reviews, and secure e-signatures to get deals signed faster. A powerful platform will help you manage every stage of the proposal process.

The Best Choice for Small and Mid-Sized Businesses

As a smaller business, you need to make a big impression. The right proposal builder helps you look polished and professional, building trust with potential clients from the very first touchpoint. Your best bet is a tool with a library of beautiful, easy-to-customize templates that you can get up and running quickly. Prioritize user-friendly interfaces that don’t require a dedicated IT team to manage. The goal is to find a solution that helps you win more deals by creating impressive documents efficiently, freeing up your team to focus on building relationships and growing the business.

The Best Choice for Freelancers and Solopreneurs

When you're running a one-person show, you're not just the expert—you're also the entire sales department. Spending hours crafting proposals from scratch is time you could be using for billable work or finding your next client. This is where a simple, straightforward proposal builder becomes your best friend. Look for a tool that prioritizes speed and a professional appearance above all else. You need something with clean, customizable templates that let you create a polished document in minutes, not hours. Features like e-signatures are also essential, as they make it incredibly easy for clients to say 'yes' and get the project started without any friction. The goal is to find an affordable solution that automates the administrative side of winning work, so you can focus on what you do best.

The Best Choice for Regulated Industries

When you’re in a field like finance, healthcare, or government contracting, accuracy isn’t just important—it’s mandatory. Simple mistakes can lead to compliance issues and lost deals. For you, the best tool is one that prioritizes consistency and control. Look for features that allow for significant customization to meet specialized requirements. Proposal automation is your best friend here, as it enables your team to produce accurate, consistent, and personalized proposals at scale. This reduces human error and ensures every document that goes out the door is compliant and correct.

Ready to Make the Switch? Here's Your Game Plan

Choosing the right proposal builder is a huge step, but the real magic happens when you successfully integrate it into your team’s workflow. A little upfront planning can make the transition from your old process to a new, automated one feel seamless. Instead of just handing over the login details and hoping for the best, you can set your team up for a win from day one. A thoughtful rollout ensures everyone feels confident using the new tool, understands its value, and starts seeing those time-saving benefits right away. Let’s walk through a simple plan to get you there.

Step 1: Map Out Your Rollout

Before you dive in, take a moment to sketch out a clear roadmap. Start by identifying your primary goals. Are you trying to cut proposal creation time in half? Improve brand consistency? Increase your win rate? Defining success will help you focus your efforts. Next, assemble your core implementation team—this might include a sales lead, a marketing content owner, and an IT contact. Your plan should also include migrating existing content, like case studies and team bios, into the new system’s content library. A phased rollout can work well, starting with a small pilot group to gather feedback before introducing the tool to the entire sales organization.

Step 2: Get Your Team Trained and Excited

Your new tool is only as powerful as the people using it. Effective training is key to making sure your team can leverage all the best features, from automated assignments to AI-generated responses. Schedule dedicated training sessions that go beyond a simple demo. Let your team get hands-on with creating a sample proposal, pulling from the new centralized content library, and tracking analytics. It’s also helpful to identify a "champion" on the team—someone who is enthusiastic about the new software and can act as a go-to resource for their peers. Providing ongoing support, like a shared channel for questions, helps everyone build confidence as they integrate the platform into their daily routine.

Step 3: Plan for Long-Term Success

A successful launch is just the beginning. To get the most out of your investment, you need to establish good habits for the long haul. This starts with content governance. Create a simple process for who is responsible for updating and approving content in the library, and decide on a schedule for reviewing it. This ensures every proposal going out the door is accurate and up-to-date. You should also schedule regular check-ins with your team to discuss what’s working, what isn’t, and how you can further optimize your process. By treating your proposal builder as a dynamic part of your sales tech stack, you’ll continue to find new ways to improve your win rates and operate more efficiently.

Step 4: Measure Your Success

You can't improve what you don't measure, and that's especially true for your sales process. To understand the real impact of your new proposal builder, you need to track a few key metrics. Start by benchmarking your current performance before you fully roll out the software. How long does it take to create a proposal from start to finish? What’s your current win rate? Once the new tool is in place, you can measure success by tracking improvements in these areas. Look for a significant drop in response time—some teams see a reduction of up to 90%—and an increase in both proposal volume and win rates. Don't forget to track client engagement, too. Seeing which sections prospects are most interested in gives your team valuable intelligence for follow-up calls, turning data into a direct path to closing more deals.

Related Articles

• How to Build a Proposal Automatically with AI
• 6 Best Sales Proposal Automation Software Tools

Frequently Asked Questions

What’s the real difference between a proposal builder and just using Word templates? Think of it this way: a Word template is a static blueprint, but a proposal builder is a dynamic assembly line. While a template gives you a starting point for formatting, a proposal builder connects to your CRM to pull in client data, houses all your approved content in one place, and provides analytics to show you how clients are engaging with the document after you send it. It streamlines the entire workflow, from creation to signature, which is something a simple template just can't do.

Will using an automated tool make my proposals sound robotic? That’s a common concern, but it’s actually the opposite. The goal of automation isn't to remove the human touch; it's to give you more time for it. By automating the repetitive, standard sections of your proposal—like your company history or security protocols—you free up your energy to focus on what truly matters. You can then invest that time in deeply personalizing the executive summary and crafting a solution that speaks directly to your client's unique challenges.

How much time can my team actually save with one of these tools? The exact amount of time varies, but the biggest impact comes from eliminating the tedious, non-selling tasks that eat up the day. Instead of spending hours hunting for the latest case study, copying and pasting information, and chasing down approvals, your team can generate a complete, accurate first draft in minutes. This allows them to respond to opportunities much faster and dedicate their time to strategic activities like building relationships and talking to customers.

My team is small. Is a proposal builder overkill for us? Not at all. For a small team, a proposal builder can be a powerful way to level the playing field. It helps you present a polished, professional image that rivals larger competitors, building trust from the first interaction. Since everyone on a small team often wears multiple hats, freeing up time from administrative work is even more critical. It allows your team to operate more efficiently and focus their limited resources on activities that directly contribute to growth.

Getting a content library started sounds like a lot of work. Where do I begin? You don't need to build a perfect, comprehensive library overnight. The best way to start is to keep it simple. Gather your last five winning proposals and identify the content you used repeatedly, like your company overview, team bios, and key product descriptions. Add those pieces to your new library first. You can build it out over time as you create new proposals. The goal is progress, not perfection.