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Top 10 Proposal Management Tools in 2025: Features, Pros, Cons & Comparison

Introduction

Proposal Management Tools are essential for businesses looking to streamline the process of creating, managing, and submitting proposals. In 2025, these tools have evolved to offer advanced features such as collaboration, document tracking, and automation, making them vital for improving efficiency and increasing win rates. Whether you’re in sales, consulting, or any other field that requires proposal submissions, using the right proposal management software can help you organize, track, and improve your proposals to meet client expectations.

When choosing the right proposal management tool, businesses should focus on factors such as collaboration features, ease of use, document templates, integration capabilities, and security. In this article, we’ll review the top 10 proposal management tools in 2025 and help you choose the best option based on your business size, industry, and specific needs.


Top 10 Proposal Management Tools in 2025

1. Proposify

Logo/Brand:

Short Description:
Proposify is a cloud-based proposal management tool designed for teams looking to create beautiful, branded proposals with ease. It is ideal for sales teams, consultants, and agencies seeking to streamline their proposal workflow.

Key Features:

  • Easy-to-use drag-and-drop proposal builder
  • Customizable templates
  • Integration with CRM tools (Salesforce, HubSpot, etc.)
  • Analytics for proposal engagement
  • E-signature functionality
  • Real-time collaboration

Pros:

  • Intuitive user interface
  • Excellent customer support
  • Highly customizable templates

Cons:

  • Limited offline functionality
  • Higher pricing for small teams

2. PandaDoc

Logo/Brand:

Short Description:
PandaDoc is a versatile document automation platform with powerful proposal management capabilities. It is designed for businesses that need to automate and streamline their document workflows.

Key Features:

  • E-signatures for quick approval
  • Proposal templates for various industries
  • Real-time document tracking and analytics
  • Payment gateway integrations
  • Workflow automation for approvals
  • Integrates with CRMs and other business tools

Pros:

  • Great for high-volume document creation
  • Easy-to-use and user-friendly interface
  • Affordable pricing tiers

Cons:

  • Limited customization on some templates
  • Can be overwhelming for users with minimal document management experience

3. Bidsketch

Logo/Brand:

Short Description:
Bidsketch is a proposal software designed to help businesses create, send, and track professional proposals quickly. It’s great for freelancers and small businesses.

Key Features:

  • Customizable proposal templates
  • Proposal analytics and real-time tracking
  • E-signatures for easy approvals
  • Automated proposal reminders
  • Client-specific pricing proposals
  • Integration with payment systems

Pros:

  • Simple to use and easy setup
  • Provides templates for multiple industries
  • Excellent tracking and analytics features

Cons:

  • Limited design flexibility
  • No free version available

4. Qwilr

Logo/Brand:

Short Description:
Qwilr allows users to create interactive and visually stunning proposals directly from the platform. Perfect for teams in creative industries or those who need visually rich proposals.

Key Features:

  • Web-based interactive proposals
  • Customizable templates with drag-and-drop editing
  • Integrates with popular CRMs and tools
  • Real-time proposal tracking
  • E-signature integration
  • Ability to create quotes and invoices

Pros:

  • Excellent for visually appealing, multimedia-rich proposals
  • Easy integration with other tools
  • Great for customer engagement and feedback

Cons:

  • Pricing may be high for small businesses
  • Can be a bit complex for beginners

5. Better Proposals

Logo/Brand:

Short Description:
Better Proposals is an online proposal software solution for freelancers, small businesses, and agencies. It offers automated proposal tracking and easy integrations for CRM systems.

Key Features:

  • Beautiful proposal templates
  • Customizable branding options
  • Real-time tracking and analytics
  • Integration with payment gateways for secure transactions
  • E-signature functionality
  • Automatic follow-up emails

Pros:

  • Clean and professional proposal templates
  • Easy to use and quick to set up
  • Customizable tracking and analytics

Cons:

  • Limited options for in-depth customization
  • No offline functionality

6. Zoho CRM + Zoho Sign

Logo/Brand:

Short Description:
Zoho CRM, combined with Zoho Sign, provides a complete proposal management and document signing solution, making it ideal for sales teams looking for automation and integration.

Key Features:

  • Integrated proposal management with CRM
  • E-signatures with Zoho Sign
  • Advanced reporting and analytics
  • Automation features for follow-ups and reminders
  • Customizable templates for proposals
  • Integration with other Zoho applications

Pros:

  • Highly affordable for small businesses
  • Seamless integration with other Zoho products
  • Strong automation features

Cons:

  • Limited design flexibility for proposals
  • Complex setup for new users

7. OnePage

Logo/Brand:

Short Description:
OnePage is a proposal tool that simplifies the process of creating, sending, and managing proposals. It’s designed for freelancers and small businesses.

Key Features:

  • Simple, one-page proposal templates
  • Analytics to track client engagement
  • Integration with Google Docs for content creation
  • E-signatures and invoicing integration
  • Customizable pricing tables
  • Client feedback collection

Pros:

  • Simple interface, great for quick proposals
  • Affordable pricing
  • Great for freelancers and small teams

Cons:

  • Limited design and layout options
  • Less suitable for large enterprises

8. RFP360

Logo/Brand:

Short Description:
RFP360 is a proposal management and response software designed for businesses that need to manage RFPs (Requests for Proposals) effectively. It’s perfect for teams handling complex RFPs.

Key Features:

  • Automated proposal creation and collaboration
  • Centralized database for all RFP responses
  • Real-time collaboration with team members
  • Smart workflows for managing proposals
  • Integration with CRM and document storage systems
  • Reporting and analytics

Pros:

  • Excellent for managing RFP responses
  • Robust collaboration features
  • Streamlined process for large teams

Cons:

  • Expensive for small businesses
  • Overkill for simpler proposal needs

9. Proposable

Logo/Brand:

Short Description:
Proposable offers proposal automation and document tracking to streamline the proposal process for sales teams, helping them create proposals quickly and get them signed faster.

Key Features:

  • Customizable proposal templates
  • Advanced proposal analytics
  • E-signature functionality
  • Integration with CRM and cloud storage
  • Automated proposal reminders
  • Real-time collaboration

Pros:

  • Easy-to-use interface
  • Good value for the price
  • Customizable templates

Cons:

  • Limited reporting functionality
  • Lacks some advanced features for enterprise users

10. Octiv

Logo/Brand:

Short Description:
Octiv is an enterprise-grade proposal and document automation tool, offering solutions for companies that need to manage complex proposal workflows and collaboration.

Key Features:

  • Document automation and content library
  • Customizable proposal templates
  • E-signature functionality
  • Real-time tracking and reporting
  • Workflow and approval automation
  • Integration with CRM and project management tools

Pros:

  • Excellent for large businesses
  • Strong document management and automation features
  • Customizable workflows for approvals

Cons:

  • High cost for small businesses
  • Complex interface for beginners

Comparison Table

Tool NameBest ForPlatform(s) SupportedStandout FeaturePricingRating (G2/Capterra)
ProposifySales Teams, AgenciesWeb, MobileDrag-and-drop proposal builderStarts at $194.6/5
PandaDocMedium to Large BusinessesWeb, MobileDocument automation and e-signaturesStarts at $194.7/5
BidsketchFreelancers, AgenciesWebClient-specific pricing proposalsStarts at $194.5/5
QwilrCreative ProfessionalsWebInteractive web-based proposalsStarts at $154.6/5
Better ProposalsFreelancers, Small TeamsWebBeautiful proposal templatesStarts at $194.7/5
Zoho CRM + Zoho SignSales TeamsWeb, MobileFull CRM integration with proposalsStarts at $124.4/5
OnePageFreelancers, Small TeamsWebSimple one-page proposalsStarts at $104.3/5
RFP360Enterprise TeamsWebRFP response management and collaborationCustom pricing4.6/5
ProposableSales TeamsWeb, MobileProposal automation and analyticsStarts at $194.5/5
OctivEnterprise TeamsWebAdvanced document automationCustom pricing4.7/5

Which Proposal Management Tool is Right for You?

  1. Small Businesses & Freelancers: Better Proposals, OnePage, Zoho CRM + Zoho Sign
  2. Sales Teams: Proposify, PandaDoc, Proposable
  3. Creative Agencies: Qwilr, Bidsketch
  4. Enterprise Businesses: RFP360, Octiv

Decision Factors:

  • Company Size: Small businesses may prefer tools like Better Proposals, while larger businesses may need RFP360 or Octiv.
  • Budget: Freelancers and small teams will find affordable solutions with tools like OnePage or Zoho.
  • Customization Needs: For advanced customization and automation, consider Proposify or Octiv.
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