Top 9 Proposal Automation Tools for Sales Teams in 2025

Have you ever lost a deal just because your proposal took too long to send? We’ve been there, I've been there, more times than I’d like to admit.

I remember one particular prospect who was this close to signing. They loved our demo, agreed on pricing, and even said, "Just send over the proposal, and we'll wrap this up." I did. But guess what? Another vendor got theirs in first, and we lost the deal.

That was the moment I realized we needed a better system. One that wouldn’t let proposals sit in drafts waiting for approvals. One that could auto-fill details, keep track of client interactions, and maybe—just maybe help me close deals faster.

So, the team and I did the research. We tested each of the tools along with our sales team, and they loved these, among others.

Let's take a look at what we found. 

What Our Sales Team Wanted in a Proposal Automation Software

Before diving into the top proposal automation tools, let's focus on the essential features you should consider:

• User-Friendliness: Choose a tool that’s intuitive and lets you get started quickly.
• Customization: Look for flexible template editing, easy branding, and dynamic content integration.
• CRM & Integration: Ensure it syncs effortlessly with your CRM (like Salesforce or HubSpot), e-signature solutions, and billing systems.
• Collaboration: Opt for features that support real-time teamwork and automated approval workflows.
• Analytics & Tracking: Select a tool that provides insights on proposal views, engagement duration, and conversion likelihood.

1. PandaDoc

Best for: All-in-one document automation

PandaDoc is a comprehensive proposal automation tool that simplifies the process of creating, sending, and tracking proposals. It provides an easy-to-use drag-and-drop editor, built-in e-signatures, and payment processing, making it an all-in-one solution for sales teams that need to close deals quickly.

Key Features:

• Drag-and-Drop Proposal Builder – Easily create professional proposals with an intuitive interface that requires no technical expertise.
• Built-in E-Signatures & Payment Processing – Clients can sign contracts and make payments directly from the proposal, reducing delays in closing deals.
• Extensive Template Library – Access over 750 customizable proposal templates designed for different industries and use cases.
• CRM Integration – Seamlessly integrates with major CRM platforms like HubSpot, Salesforce, and Pipedrive, ensuring all sales data stays up to date.
• Proposal Tracking & Analytics – Provides real-time notifications when clients open, review, and interact with a proposal, helping sales teams follow up at the right time.

Pricing: Starts at $19 per user per month

G2 Rating: 4.7/5

What I loved:

✔ 750+ proposal templates to get started fast

✔ Built-in e-signatures & payment processing

✔ CRM integration with HubSpot, Salesforce, and Pipedrive

2. Proposify

Best for: High-volume sales teams

Proposify is built for sales teams that handle large volumes of proposals and need a structured, scalable way to manage them. It provides features that ensure brand consistency, automated approvals, and powerful analytics to track proposal performance.

Key Features:

• Pre-Approved Content Library – Store and organize frequently used proposal sections to ensure brand consistency and compliance across all documents.
• Custom Approval Workflows – Automate the review and approval process, ensuring proposals move through the pipeline without unnecessary delays.
• Advanced Proposal Analytics – Provides detailed insights into how prospects engage with your proposals, including time spent on each section.
• Collaboration Tools – Teams can edit and review proposals together in real time, ensuring a smooth workflow from creation to approval.
• Mobile-Optimized Viewing – Proposals are formatted to be easily viewed and signed on any device, reducing friction for clients.

Pricing: Starts at $49 per user per month

G2 Rating: 4.6/5

What I loved:

✔ Content library to store pre-approved proposal templates

✔ Custom approval workflows to speed up sign-offs

✔ Analytics on proposal performance & engagement

3. Qwilr

Best for: Interactive, web-based proposals

Qwilr takes proposal automation beyond traditional PDFs, allowing sales teams to create interactive, mobile-friendly proposals that function like engaging landing pages. It enables embedded videos, pricing calculators, and live chat, making client engagement more dynamic.

Key Features:

• Web-Based Proposals – Converts static proposals into interactive webpages, improving engagement and user experience.
• Video and Multimedia Integration – Embed product demos, customer testimonials, or company presentations directly into the proposal.
• Dynamic Pricing Tables – Clients can customize options and see real-time pricing adjustments before signing.
• Live Chat Integration – Sales reps can communicate with prospects directly within the proposal, answering questions instantly.
• Analytics Dashboard – Provides in-depth data on how prospects engage with proposals, including which sections they viewed and for how long.

Pricing: Starts at $35 per user per month

G2 Rating: 4.6/5

What I loved:

✔ Stunning proposal templates that feel like landing pages

✔ Interactive pricing tables for real-time quotes

✔ Analytics that show who’s interacting with your proposal

4. Loopio

Best for: RFP response management

Loopio is a specialized RFP response automation tool designed to help large sales teams manage and respond to complex RFPs efficiently. It uses AI-powered suggestions to recommend the best responses from previous proposals, reducing manual work.

Key Features:

• AI-Powered Response Library – Automatically suggests relevant responses based on past proposals, saving time on repetitive questions.
• Centralized Content Repository – Organizes and stores frequently used answers, ensuring consistency across all RFP responses.
• Customizable Templates – Pre-designed templates help teams quickly assemble professional, branded RFP responses.
• Seamless CRM Integration – Connects with Salesforce, HubSpot, and Microsoft Dynamics to pull relevant sales data.
• Collaboration & Review Workflows – Allows multiple team members to work on RFPs simultaneously while tracking progress and approvals.

Pricing: Custom pricing is available upon request

G2 Rating: 4.7/5

What I loved:

✔ AI-powered response recommendations

✔ Centralized content library for storing approved answers

✔ Integration with Salesforce & other CRM tools

5. DocuSign CLM

Best for: Contract lifecycle management

DocuSign CLM (Contract Lifecycle Management) goes beyond simple proposal creation by offering end-to-end contract management, including automated approvals, compliance tracking, and digital signing.

Key Features:

• Automated Proposal Generation – Pulls relevant information from existing templates and CRM data to quickly generate proposals.
• E-Signature Integration – Clients can electronically sign contracts in seconds, reducing time-to-close.
• Workflow Automation – Ensures contracts and proposals go through the correct approval steps before being finalized.
• Audit Trail & Compliance Tools – Maintains a detailed record of all contract edits and approvals for legal and compliance purposes.
• AI-Powered Contract Insights – Uses AI to detect risks, missing clauses, and inconsistencies in proposals and contracts.

Pricing: Custom pricing is available upon request

G2 Rating: 4.4/5

What I Loved:

✔ Automated contract & proposal generation

✔ Seamless e-signature integration

✔ Workflow automation for faster approvals

6. Better Proposals

Best for: Small businesses & freelancers

Better Proposals is designed for freelancers and small business owners who need an easy-to-use platform for quickly creating and sending professional proposals with integrated e-signature and payment options.

Key Features:

• Professionally Designed Templates – Offers a range of pre-designed templates that can be customized for different industries.
• Built-in E-Signature & Payment Options – Clients can sign and pay directly from the proposal, reducing the need for follow-ups.
• Proposal Tracking & Notifications – Get alerts when a client opens, views, or signs your proposal.
• CRM & Payment System Integrations – Seamlessly connects with Stripe, HubSpot, and other platforms.
• Auto-Follow-Ups – Automatically reminds clients to review and approve proposals.

Pricing: Starts at $29 per user per month

G2 Rating: 4.3/5

What I Loved:

✔ Professionally designed templates

✔ Built-in e-signatures & payment processing

✔ Real-time proposal tracking

7. Responsive

Best for: Enterprise RFP and Proposal Management

Responsive (formerly RFPIO) is a leading AI-powered RFP and proposal automation software designed for large enterprise teams. It streamlines RFP responses, security questionnaires, and proposal creation while ensuring accuracy and compliance. The centralized content library and collaborative tools make it a top choice for scaling businesses that handle high volumes of proposals.

Key Features:

• AI-Assisted Proposal Writing – Uses machine learning to recommend and auto-fill responses based on past proposals.
• Content Library & Management – Organizes previous RFP responses and automates repetitive sections.
• Collaboration & Workflow Automation – Allows multiple stakeholders to edit and approve proposals in real time.
• CRM & Integration Support – Works seamlessly with Salesforce, Microsoft Dynamics, and Slack to sync data across platforms.
• Advanced Security & Compliance Tools – Ensures data security and compliance with industry regulations like GDPR and SOC 2.

Pricing: Custom pricing available upon request

G2 Rating: 4.5/5

What I Loved:

✔ AI-powered content recommendations for faster responses

✔ Seamless integration with CRMs and sales tools

✔ Workflow automation for easy team collaboration

8. Upland Qvidian

Best for: AI-Driven Proposal and RFP Automation

Upland Qvidian is an AI-enhanced proposal and RFP response solution designed to automate content generation, reduce manual work, and accelerate deal cycles. With content governance, AI-driven insights, and automated workflows, it’s ideal for large organizations handling thousands of RFPs and proposals annually.

Key Features:

• AI-Driven Proposal Content Management – Uses machine learning to suggest relevant content for proposals.
• Pre-Approved Content Library – Stores frequently used responses to maintain accuracy and brand consistency.
• Advanced Reporting & Analytics – Tracks proposal performance, response effectiveness, and submission success rates.
• Collaborative Workflows – Teams can review, edit, and approve proposals simultaneously.
• Enterprise-Grade Security & Compliance – Ensures data integrity and regulatory compliance with advanced security protocols.

Pricing: Custom pricing available upon request

G2 Rating: 4.3/5

What I Loved:

✔ AI-powered content recommendations for RFP responses

✔ Strong analytics to track proposal performance

✔ Centralized content library for efficiency

9. Docket AI

Best for: AI-Powered Proposal and Document Automation

Docket AI is a next-generation AI-driven proposal automation platform that uses machine learning and natural language processing (NLP) to generate, analyze, and optimize proposals. It’s designed for high-volume proposal creation with minimal manual effort, making it a great fit for fast-growing sales teams.

Key Features:

• AI-Powered Proposal Writing – Uses NLP to generate high-quality proposals based on past responses and company data.
• Automated Content Optimization – Ensures proposals align with best practices and compliance standards.
• Real-Time Collaboration & Editing – Allows multiple users to edit and review proposals simultaneously.
• Proposal Performance Analytics – Provides insights into proposal success rates and engagement tracking.
• Seamless CRM Integration – Works with Salesforce, HubSpot, and Microsoft Dynamics for automated data syncing.

Pricing: Custom pricing is available upon request

G2 Rating: 4.8/5

What I Loved:

✔ AI-driven proposal generation with minimal manual input

✔ Smart content optimization for better readability and compliance

✔ Real-time tracking and analytics for proposal performance

Final Thoughts

Alright, as we wrap up, remember that choosing the right tool is crucial for creating proposals faster so that you can focus on winning deals, the way you deserve to. In the end, the best proposal software is the one that makes your sales process faster, smoother, and more effective. 

I hope you find the perfect tool that ticks all your boxes. Cheers!