Best Proposal Software to Close Deals Faster

Your proposal is often a client’s first real taste of your brand, and a static PDF attached to an email can feel a bit… uninspired. Today's sales process calls for a more dynamic and engaging experience. The best proposal software transforms your documents into secure, interactive web pages that look great on any device. You can embed videos, offer optional add-ons, and track exactly when your proposal is opened and which sections get the most attention. This isn't just a cosmetic upgrade; it's a smarter way to sell. This guide will help you select the best proposal software for small businesses to modernize your sales process and leave a lasting, professional impression.

Key Takeaways

• Treat It as a Sales Hub, Not Just a Document Tool: The best proposal software does more than create documents; it streamlines your entire sales process. Use it to centralize your content, track client engagement, and get signatures faster, turning a multi-step headache into a smooth, efficient workflow.
• Prioritize Features That Directly Impact Winning: When comparing options, focus on the capabilities that will actually help you close deals. Non-negotiables include a central content library for consistency, seamless CRM integration to reduce manual work, and analytics to gain valuable insight into client interest.
• Make a Plan for Team Adoption: A new tool is only effective if your team uses it well. Get everyone on board by involving them in the selection process, providing clear training, and building out a library of on-brand templates to make their jobs easier from day one.

Why Should Your Small Business Use Proposal Software?

If you’re still building proposals in Word and emailing them as PDFs, you know the process can be a real grind. You spend hours tracking down the right content, wrestling with formatting, and then sending your proposal into a black hole, wondering if it was ever opened. This is where proposal software completely changes the game, especially for small businesses where every minute and every deal counts. It’s not just about making prettier documents; it’s about creating a smarter, faster, and more effective sales process from start to finish.

Think of it as your central hub for everything proposal-related. Instead of starting from scratch every time, you have a system that helps you create, send, and manage your proposals with far less effort. This efficiency means your team can respond to opportunities like RFPs and RFIs more quickly, giving you an edge over competitors who are stuck with slower, manual methods. By streamlining the entire workflow, you free up your team to focus on what they do best: building relationships and closing deals. The right tool doesn't just save time—it helps you present a more professional and consistent brand image, which builds trust and increases your win rate.

The Impact on Your Win Rates

Let's be real—the main reason to invest in any new sales tool is to win more business. Proposal software directly impacts your bottom line by tackling the biggest hurdles in the sales cycle. First, speed is a massive advantage. When you can generate a polished, accurate response to an RFP in minutes instead of hours, you're not just saving time; you're showing the client you're responsive and prepared. This quick turnaround can be the deciding factor, especially when a prospect is evaluating multiple vendors. In fact, some studies show that a significant percentage of deals are won within 24 hours of the proposal being opened, highlighting how crucial it is to get your foot in the door first with a compelling offer.

Beyond speed, it's about quality and consistency. A centralized content library ensures that every proposal uses the most up-to-date and approved information, which drastically reduces the risk of embarrassing errors or outdated messaging. This is where an AI-powered platform can be a game-changer. For instance, a tool like Iris not only helps you pull the right information for RFPs, RFIs, and security questionnaires but also proactively flags content that might be outdated across your systems. This level of quality control builds client confidence and presents your brand as professional and reliable. When a client receives a flawless, well-structured document tailored to their needs, it sends a powerful message that you're the right partner for the job, ultimately leading to higher close rates.

What Key Features Should You Look For?

When you start comparing tools, you'll see a lot of different features. Focus on the ones that will make the biggest impact on your daily workflow. A solid content library is a must-have; it stores all your approved case studies, team bios, and company information so you can pull them into new proposals instantly. Look for customizable templates that let you maintain brand consistency while tailoring the content for each client. The best platforms also include AI-powered tools that help you generate accurate first drafts in minutes, not hours, and manage everything from simple quotes to complex security questionnaires.

Does It Integrate With Your Favorite Tools?

Your proposal software shouldn't operate in a silo. To get the most value, it needs to connect smoothly with the other business tools you already use every day. The most important integration is with your Customer Relationship Management (CRM) platform, like Salesforce or HubSpot. This connection allows you to pull customer data directly into your proposals, which saves time and reduces the risk of manual errors. Also, look for integrations with invoicing or project management software to create a seamless handoff from sales to delivery once the deal is signed. A tool that fits into your existing tech stack makes the whole process feel effortless.

Is It Actually Easy to Use?

A powerful tool is useless if your team finds it confusing or frustrating to use. A clean, intuitive interface is non-negotiable. When evaluating software, pay attention to how easy it is to find what you need and build a document. Is the layout logical? Can you easily drag and drop content blocks? A great user experience means your team can get up and running quickly with minimal training. This allows them to focus on crafting a winning proposal rather than fighting with the software. Many companies offer case studies that can give you a sense of how other teams have successfully adopted their platform.

Our Top 8 Picks for the Best Proposal Software

Choosing the right proposal software can feel overwhelming with so many options on the market. To make it easier, I’ve put together a list of the top eight tools that cater to small businesses. Each one has its own strengths, whether you need powerful AI, beautiful design, or straightforward simplicity. Let’s look at what makes each of these platforms a solid choice for streamlining your sales process and winning more deals.

1. HeyIris.ai

Of course, we have to start with our own solution, Iris. What sets Iris apart is its powerful AI engine designed to handle more than just standard proposals. It’s a complete AI deal desk that helps you respond to complex documents like RFPs, RFIs, SOWs, and security questionnaires with incredible speed and accuracy. Iris connects to your existing systems and proactively flags outdated information, ensuring your responses are always current. For teams looking to reduce the time it takes to create a first draft from days to minutes and significantly improve win rates, our AI-powered platform is built to deliver. It’s perfect for businesses that need to produce high-quality, accurate proposals without the manual grind.

2. PandaDoc

PandaDoc is a well-rounded document automation tool that helps teams create, manage, and sign proposals, quotes, and contracts all in one place. It’s known for its strong integrations with popular CRMs like Salesforce and HubSpot, which is a huge plus for keeping your sales process connected and organized. If your team is already using a CRM and wants a tool that fits right into that workflow, PandaDoc is a great option. Their platform focuses on keeping the entire document lifecycle, from creation to e-signature, moving smoothly. This helps streamline your response process and ensures everyone on your team is on the same page.

3. Proposify

If you want to create visually stunning proposals without needing a graphic designer, Proposify is a fantastic choice. It’s built around the idea of making beautiful, professional-looking documents quickly and easily. The platform offers a wide range of templates, detailed analytics, and built-in e-signatures. You can see exactly when a client opens your proposal, which pages they spend the most time on, and when they sign. Proposify also integrates with other tools to help automate your workflow, making it a strong contender for teams that value both design and data-driven insights to close deals faster.

4. Better Proposals

Better Proposals focuses on creating a seamless and engaging experience for your clients. Its user-friendly interface and library of attractive templates make it simple to build proposals that look great on any device. One of its standout features is the robust analytics that track client engagement in real-time, so you know the perfect moment to follow up. The platform is designed to make the entire process, from sending to signing, as smooth as possible for your customer. For businesses that want to impress clients with a modern, professional look and feel, Better Proposals offers a suite of tools to help you stand out and get that signature.

5. Qwilr

Qwilr transforms your proposals from static PDFs into interactive, mobile-responsive web pages. This modern approach allows you to embed content like videos, interactive calculators, and image galleries directly into your proposals, creating a much more engaging experience for your clients. It’s designed to capture attention and improve conversion rates by presenting your information in a dynamic format. Qwilr also provides detailed analytics and integrates with your CRM to keep your sales data in sync. If you want to move beyond traditional documents and create a memorable sales experience, Qwilr is definitely worth a look.

6. Bidsketch

Bidsketch is all about speed and efficiency, making it an excellent tool for freelancers and small businesses that send out a high volume of similar proposals. The platform helps you put together client proposals quickly by letting you reuse and mix-and-match content from a central library. This focus on reusable components means you can create a polished, professional proposal in a fraction of the time. While it may not have the advanced design features of some other tools, its strength lies in its simplicity and its ability to streamline your workflow. If your main goal is to get proposals out the door faster without starting from scratch every time, Bidsketch is a solid, practical choice.

7. QuoteWerks

For sales teams that deal with complex product or service catalogs, QuoteWerks is a powerful quoting and proposal solution. It’s specifically designed to help you create detailed, accurate quotes and proposals quickly. The software integrates with a wide range of CRM, accounting, and PSA systems, making it a central hub for your sales quoting process. It’s particularly useful for IT providers, AV integrators, and other businesses that need to manage extensive product lists and pricing structures. QuoteWerks helps automate the quoting process, reducing errors and ensuring consistency across your sales team.

8. Nusii

Nusii is designed with creative freelancers and small agencies in mind. It offers a simple, intuitive interface and customizable templates that help you create beautiful proposals without a steep learning curve. The platform focuses on the essentials: creating, sending, and tracking proposals easily. One of its helpful features is the ability to save your best content in a library for reuse, which saves a ton of time. Nusii also sends you notifications when a client views your proposal, so you can follow up at just the right moment. It’s a great tool for creatives who want a straightforward proposal solution that lets them focus on their work, not on complicated software.

More Proposal Tools for Specific Needs

The tools I've covered are all fantastic, but the "best" software really depends on your team's unique situation. A large sales team responding to complex government RFPs has very different needs than a freelance designer sending out simple project proposals. To help you narrow down your choice even further, let's look at a few more options that are tailored for specific use cases, from advanced AI-driven responses to all-in-one platforms for freelancers. This will help you find a tool that doesn't just work, but works perfectly for how you work.

For AI-Powered Responses

If your team regularly tackles complex documents beyond standard proposals, you need more than just a template builder. This is where an AI-powered solution like HeyIris.ai becomes essential. What sets Iris apart is its powerful AI engine designed to handle documents like RFPs, RFIs, SOWs, and security questionnaires with incredible speed and accuracy. It functions as a complete AI deal desk, connecting to your knowledge bases to generate precise first drafts in minutes. This is a game-changer for teams that need to ensure every response is accurate, up-to-date, and tailored to intricate requirements without spending days on manual work.

For Freelancers and All-in-One Solutions

When you're a freelancer or running a very small business, you're often the entire sales, project management, and accounting department rolled into one. Juggling multiple tools can be a nightmare. That's where an all-in-one platform like Bonsai shines. It combines proposals with customer management (CRM), project management, invoicing, and even time tracking. This approach simplifies your workflow by keeping everything under one roof. You can move a client from proposal to project to final invoice without ever leaving the platform, which saves a ton of administrative time and helps you stay organized as you grow your business.

For Budget-Conscious Teams

You don't need a huge budget to professionalize your proposal process. If you're just starting out or need a straightforward, cost-effective solution, Jotform is an excellent choice. It’s incredibly simple to use and offers a generous free plan, which is perfect for testing the waters. With a vast library of proposal templates, you can create a polished document quickly without needing any design skills. Jotform also connects with many other popular apps, allowing you to build a simple, automated workflow without the hefty price tag. It’s a practical and accessible way to create professional proposals on a budget.

For Specific Integrations and Payment Models

If your sales process lives inside your CRM, you need a proposal tool that integrates flawlessly with it. PandaDoc is a great example of a platform built with this in mind. It’s known for its strong, native integrations with popular CRMs like Salesforce and HubSpot, allowing you to pull deal data directly into your proposals. This eliminates manual data entry, reduces errors, and keeps your customer records perfectly in sync. For teams that rely on their CRM as their single source of truth, this kind of deep integration is non-negotiable for a smooth and efficient workflow.

Features That Help You Win More Deals

When you start comparing proposal software, the lists of features can feel endless. It’s easy to get distracted by flashy extras that you’ll never actually use. So, which capabilities truly move the needle? The right tools don't just create pretty documents; they streamline your entire sales process, from creation to close. Let's focus on the core features that save you time, provide valuable insights, and ultimately help you win more business. These are the non-negotiables that make proposal software a worthy investment for any small business.

Easily Create and Manage Your Proposals

At its core, proposal software should make your life easier. The whole point is to simplify how you create, send, and manage your proposals so you can stop wrestling with formatting and focus on the content. A great tool lets you pull together professional documents in a fraction of the time it would take with a word processor. Look for a solution with a clean interface and intuitive controls. The goal is to find a platform that helps you generate first drafts quickly, keeping everything organized in one central place so nothing slips through the cracks.

Customize Templates to Fit Your Brand

Your proposal is often a potential client's first real taste of what it's like to work with you. That's why brand consistency is so important. The best proposal software comes with a library of pre-designed templates that you can easily customize with your own logo, colors, and fonts. This ensures every document you send looks professional and aligns with your brand identity. Using templates also creates a consistent starting point for your team, which saves time and reduces the risk of errors, allowing you to maintain a high standard for every proposal that goes out the door.

Getting Help with Custom Designs

While templates are a fantastic starting point, sometimes you need a design that’s uniquely yours, and not every team has a graphic designer on standby. This is where some proposal software platforms really step up. For instance, tools like Proposify offer professional design services to create custom, branded templates just for you. This is a huge advantage if you want your proposals to have a polished, high-end look that perfectly matches your brand identity but don't have the resources to create it from scratch. It ensures every proposal you send is not only consistent but also visually impressive, helping you make a memorable first impression on potential clients.

Get Signatures Faster

The final step in closing a deal shouldn't be held up by a printer and a scanner. Modern proposal software includes built-in e-signature capabilities, which can be a total game-changer for your sales cycle. Instead of waiting days for a client to print, sign, scan, and email a document back, they can approve and sign your proposal with a few clicks from their computer or phone. This convenience not only speeds up the process—sometimes making it three times faster than traditional methods—but it also creates a smoother, more professional experience for your new client.

Work From Anywhere

Your ability to close a deal shouldn't be tied to your desk. Top-tier proposal software is cloud-based, giving you and your clients the flexibility to work from anywhere. Instead of sending a clunky PDF attachment, you send a secure web link. This allows your clients to view the proposal on any device, whether it's a laptop, tablet, or smartphone. It also opens the door for interactive features, like optional add-ons or embedded videos. This modern approach makes your proposals more engaging and accessible, which is a huge plus in a competitive market.

Track Your Proposal from Send to Signature

Have you ever sent a proposal and wondered if the client even opened it? Proposal software takes the guesswork out of the follow-up process. With built-in analytics, you can see exactly when your proposal is opened, which sections your prospect spends the most time on, and how many times they’ve viewed it. This insight is incredibly valuable. It helps you tailor your follow-up conversations to address their specific interests or concerns. This data-driven approach allows you to improve your win rates by engaging prospects with more relevant and timely communication.

Make Team Collaboration Simple

A proposal is often a team effort, and your software should support that. Look for features that encourage collaboration, like a central content library where your team can store and access pre-approved text, case studies, and images. This ensures everyone is using the most current and accurate information. Many tools also offer integrations with your CRM, which pulls customer data directly into your proposals to prevent errors and save time on manual entry. When your team has the right tools to work together seamlessly, you can produce higher-quality proposals, faster.

Let's Talk Price: Finding Affordable Proposal Software

Choosing the right software often comes down to budget, but it’s about more than just finding the cheapest option. The real goal is to find the best value—the tool that gives you the most significant return for your investment. This means looking at the price tag alongside the features, ease of use, and potential impact on your win rate. A slightly more expensive tool that saves your team hours each week and helps you close more deals is a much better investment than a cheaper one that creates frustration. Let's break down how to think about pricing so you can make a smart, confident decision for your business.

What Are the Different Pricing Models?

When you start looking at proposal software, you'll notice that prices can vary quite a bit. Most tools operate on a subscription basis, typically charging per user, per month. For example, you’ll find that some of the best proposal software tools like PandaDoc and Proposify have starting plans around $35 per month, while others like Better Proposals can start as low as $19 per month. This range exists because different platforms cater to different needs—from freelancers sending a few proposals to large teams needing advanced analytics and integrations. Understanding this landscape helps you narrow down the options that fit comfortably within your budget from the get-go.

What to Expect: Common Price Points

Generally, you'll find that proposal software is tiered. Entry-level plans are perfect for freelancers or small teams just getting started. They typically include core features like templates and e-signatures but may limit the number of active proposals or users. As you move into mid-tier plans, you'll find the features that really start to streamline your workflow, such as CRM integrations, detailed analytics, and more robust customization options. For teams that handle more complex sales documents, enterprise-level plans offer advanced capabilities. These often include AI-powered response generation for RFPs and security questionnaires, dedicated support, and enhanced security features, providing a comprehensive deal desk solution to manage the entire process.

Test Drive Before You Buy with Free Trials

The best way to know if a tool is right for you is to try it yourself. Almost every reputable proposal software offers a free trial, and you should absolutely take advantage of it. This is your chance to get a feel for the user interface, test out the key features, and see how it fits into your team’s workflow without any financial commitment. For instance, you can sign up for a Proposify free trial to see its capabilities firsthand. Many companies even offer a 14-day trial without asking for a credit card, making it a completely risk-free way to make an informed decision.

Watch Out for Hidden Costs

What you see on the pricing page isn't always the full story. Be on the lookout for hidden costs that can pop up later. Some companies aren't transparent with their pricing, requiring you to book a demo just to get a quote. This can sometimes mean there are extra fees for implementation, premium support, or specific integrations that aren't included in the base price. Before you sign on the dotted line, make sure you ask for a complete breakdown of all potential costs. A clear, upfront pricing model is usually a good sign that the company values transparency.

How to Budget for Your New Software

To choose a tool that provides the best value, you first need to understand what you truly need. Start by thinking about your specific business requirements. How many proposals does your team send out each month? Do you need sophisticated design tools to keep everything on-brand, or are simple, clean templates enough? Do you work with international clients and need multi-currency support? Answering these questions will help you create a checklist of must-have features, allowing you to compare software on an even playing field and select a plan that aligns perfectly with both your needs and your budget.

Setting a Realistic Budget

It’s tempting to just go for the cheapest option, but setting a realistic budget is all about focusing on value, not just the price tag. Think about the return on your investment. A tool that costs a little more but saves your team hours on every proposal is a much smarter buy than a cheaper one that just causes frustration. Before you decide, try to calculate the time your team currently spends building proposals and think about how much of that work could be automated. When you consider the potential to improve your deal volume and win rates, the right software often pays for itself in no time, especially if you’re tackling complex documents like RFPs where the time savings are huge.

How to Choose the Best Proposal Software for Your Business

Picking the right proposal software can feel like a huge decision, but it doesn’t have to be complicated. When you know what to look for, you can confidently choose a tool that fits your team like a glove. It all comes down to understanding your specific needs and evaluating your options against a few key criteria. Let’s walk through the four main areas to consider so you can find the perfect match for your business.

What Does Your Business *Really* Need?

The best software for you is the one that solves your unique challenges. Before you even look at features, take a moment to think about your current process. How many proposals do you send out each month? Do you need a tool that handles various document types, like RFPs, SOWs, and security questionnaires? Consider your team’s size and workflow. A freelancer has different needs than a ten-person sales team. Make a list of your must-haves versus your nice-to-haves. This simple step will give you a clear scorecard to measure each option against, ensuring you choose a platform that truly supports your goals.

Matching the Tool to the Document Type

Not all proposals are created equal. A simple, visually-focused tool might be perfect if you’re sending out straightforward quotes or creative briefs. But if your team regularly tackles complex documents like RFPs, RFIs, or detailed security questionnaires, you'll need a more robust solution. These types of responses require a high degree of accuracy and often involve pulling information from multiple sources. Look for a tool with a strong content library and AI capabilities that can help you manage these intricate documents efficiently. The right AI deal desk doesn't just make your proposals look good; it ensures they are accurate and helps you respond to complex requests with speed and confidence.

Don't Forget About Security

In a world of constant data breaches, security isn't just a feature—it's a necessity. You're handling sensitive company and client information, so your proposal tool needs to be rock-solid. Look for software that sends secure, interactive web links instead of simple email attachments. This not only protects the document but also gives you valuable insight. Many modern tools will notify you the moment a client opens your proposal and even show you which sections they spent the most time on. This level of security and tracking protects your data while also giving your sales team a strategic edge.

What's the Setup Process Like?

The last thing you want is a tool that takes months to get up and running. The implementation process should be straightforward, not a major headache. The best way to gauge this is to take the software for a spin yourself. Does the company offer a free trial? Take advantage of it. Even better, request a demo to get a guided tour from an expert. This is your chance to ask specific questions about setup, data migration, and how the tool will fit into your existing workflow. A smooth setup process is often a good indicator of the user-friendly experience to come.

Will You Get the Support You Need?

Even the most intuitive software comes with a learning curve, and questions are bound to come up. That’s why reliable customer support is non-negotiable. When you’re on a tight deadline, you can’t afford to wait days for an answer. Look into the company’s support options. Do they offer live chat, email, or phone support? What are their average response times? Some providers offer dedicated success managers who act as true partners in your success. Reading through a few case studies can also give you a sense of the company’s commitment to its customers.

Considering Real User Feedback

Marketing materials and product demos are designed to show you a tool's best side. But to get the full picture, you need to hear from the people who use it every day. Real user feedback on sites like G2 or Capterra gives you an unfiltered look at a platform's strengths and weaknesses. Pay close attention to comments about the user experience—is the interface as intuitive as it seems? Reviews will also reveal the quality of customer support, which is crucial when you're on a deadline. This is where you'll find out if the software's integrations are seamless or clunky and whether its standout features truly make a difference in the daily grind of creating and winning proposals.

Making the Most of Your New Proposal Software

Okay, you’ve picked your proposal software. High five! But just signing up isn’t the finish line. The real magic happens when you integrate the tool into your daily workflow and use its features to their full potential. Think of it like getting a new high-end kitchen appliance—it looks great on the counter, but you have to actually learn the settings to make amazing meals. Investing a little time upfront to set up your new software correctly will pay off big time, helping you create winning proposals faster and more consistently. It’s all about turning that monthly subscription into a powerful engine for your sales process. Let’s walk through a few key areas to focus on so you can start seeing a return on your investment right away.

Master Your Templates

Templates are your secret weapon for speed and consistency. Instead of starting from scratch every time, you have a professional, on-brand document ready to go. Take some time to build out a library of templates for your most common proposals, quotes, or contracts. Customize them with your logo, brand colors, and fonts. You can even create different versions for different services or industries you cater to. Many tools are known for their extensive template libraries, which are a great starting point. By perfecting your templates, you ensure every document that leaves your business looks polished and professional, saving you hours of work in the process.

Set Up Automations to Save Time

The whole point of proposal software is to make your life easier, and automation is how you do it. Look for opportunities to automate repetitive tasks within your sales process. For example, you can set up workflows that automatically send a follow-up email if a client hasn’t viewed your proposal after a few days. Many tools also notify you the moment a client opens, views, or signs your document, so you can follow up at the perfect time. This isn't just about saving time; it's about being more strategic. By automating the busywork, you free up your team to focus on what really matters: building relationships and closing more deals.

Create a Collaborative Workflow

If you’re working with a team, proposal software can be a game-changer for collaboration. No more emailing different versions of a document back and forth or wondering who has the latest file. A good platform provides a central hub where everyone can access the same content, templates, and client information. Set up a shared content library with pre-approved assets like case studies, testimonials, and company bios. This ensures everyone is pulling from the same playbook, keeping your messaging consistent and accurate. It helps your team work together better and keeps all your important documents organized in one place.

Use Analytics to Improve Your Proposals

Don’t just send your proposals and hope for the best. Use your software’s analytics to see what’s working and what isn’t. Most tools let you track when a proposal is opened, how long a client spends on each section, and when it’s signed. This data is gold. If you notice clients are consistently getting stuck on your pricing page, maybe it needs to be clearer. If they’re skipping your "About Us" section, perhaps it could be more engaging. Using these insights helps you refine your proposals over time, giving you an edge over competitors. It’s a continuous improvement cycle that leads to stronger proposals and, ultimately, higher win rates.

How to Set Your Team Up for Success

Switching to a new tool can feel like a huge undertaking, but with a solid plan, you can make the transition smooth and get your team excited about the change. The goal is to get everyone comfortable and confident with the new software so you can start seeing results quickly. It’s all about clear communication, proper training, and showing your team how this new tool will make their jobs easier and more effective. When your team understands the "why" behind the change and sees the benefits firsthand, they're more likely to embrace it.

Your Step-by-Step Implementation Plan

A smooth rollout starts with a clear plan. Proposal software is designed to help you create and manage proposals more efficiently, saving valuable time and helping you close deals faster. To get there, break the implementation process into manageable steps. Start by defining what success looks like for your team. Is it reducing proposal creation time by 50%? Or increasing your win rate? Then, assign a project lead to oversee the transition. From there, focus on setting up your core assets within the software—this means customizing templates, uploading brand assets, and building a central content library. Finally, schedule dedicated training sessions to walk everyone through the new workflow.

Tips to Get Your Team On Board

Getting your team to adopt a new tool is all about showing them what’s in it for them. Start by involving them in the selection process. The best software for your business is one that fits your team’s specific needs, so their input is crucial. Once you’ve chosen a tool, clearly communicate the benefits. Explain how features like centralized content libraries and automated workflows will reduce their administrative tasks, freeing them up to focus on selling. It helps to find an internal champion—someone on the team who is excited about the software and can help encourage others. Celebrate small wins along the way to build momentum and keep everyone motivated.

How to Measure Your Success

You can’t improve what you don’t measure. Start by setting clear benchmarks before you even begin. Since sales teams using proposal software can see their win rates climb significantly, this is a great metric to track. You should also monitor proposal creation time, the number of proposals sent, and the overall sales cycle length. Many tools provide detailed analytics, letting you see when a client opens a proposal and which sections they spend the most time on. Use this data to refine your templates and follow-up strategy. Reviewing these metrics regularly will show you the direct impact of the software and highlight real-world results and areas for improvement.

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Frequently Asked Questions

How is proposal software really different from just using Word or Google Docs? Think of it as the difference between a basic kitchen knife and a full set of professional chef's tools. While Word and Google Docs can get the job done, they require a lot of manual work for formatting, tracking down content, and managing versions. Proposal software streamlines that entire process into one place. It adds critical features like a central content library, built-in e-signatures, and analytics that show you exactly when a client opens your document, which is something a static PDF can never do.

Is proposal software a worthwhile investment if I only send a few proposals a month? Absolutely. The value isn't just in the volume of proposals you send, but in the quality and impact of each one. For a small business, every single deal matters. Using proposal software ensures each document is professional, on-brand, and easy for the client to sign. The time you save on creating just one proposal, plus the insights you gain from tracking its performance, can easily justify the monthly cost by helping you win even one extra deal.

With so many features, what's the one thing I should prioritize when choosing a tool? If I had to pick just one thing, it would be ease of use. A powerful tool is useless if your team finds it clunky or confusing. Look for a platform with a clean, intuitive interface that makes building and sending a proposal feel effortless. The best way to judge this is by signing up for a free trial and seeing how quickly you can create a great-looking document without needing a manual.

How much time should I expect my team to spend learning a new proposal tool? Most modern proposal software is designed to be user-friendly, so the basic learning curve is quite short. Your team can likely start building and sending proposals within the first day. The real "learning" comes from integrating it fully into your workflow, like building out your template library and connecting it to your CRM. Dedicate a few hours to initial setup and a brief team training, and you'll be well on your way.

What makes an AI-powered tool like Iris different from the other options? While many tools help you create standard proposals, an AI-powered platform like Iris is built to handle more complex sales documents with incredible speed. It acts as an AI deal desk, helping you respond to detailed RFPs, security questionnaires, and SOWs by generating accurate first drafts in minutes. It also proactively checks your connected systems for outdated information, ensuring every response is current. It’s designed for teams that need to produce high-quality, accurate documents without the hours of manual research and writing.