Quick comparison
Shortlist first, details second. Always double-check current pricing and plan limits on the vendor site.
| Tool | Best for | Setup time | Pricing | Why it’s here | Watch-out |
|---|---|---|---|---|---|
| See pricing →Top pick | Proposal-first teams | See current pricing | Paid | Strong workflow | More process than lightweight tools |
| See pricing → | Docs + e‑sign | See current pricing | Trial + paid | Templates + signing | May be overkill for tiny teams |
| See pricing → | Fast proposals | See current pricing | Paid | Quick to launch | Less depth for complex approvals |
How we picked
- Optimized for agency workflows: delivery visibility, client collaboration, and handoffs.
- Prioritized fast setup and simple ownership/permissions (so you actually adopt it).
- Checked integrations and reporting (so you don’t build a spreadsheet on the side).
- Included a clear watch‑out for each option to avoid bad fits.
We refresh guides when pricing/features shift. Always verify current terms on the vendor site.
Proposify — best when proposals are a core workflow
Where it shines
- Good governance: templates, approvals, consistency
- Client-friendly viewing and tracking
- Works well if proposals are frequent and high-value
Common gotchas
- Set aside time to set up templates properly
- Over-templating can make proposals feel generic—keep some flexibility
Pick it if…
- You send proposals weekly and want a repeatable process
- You care about brand consistency and internal review
Skip it if…
- You only send occasional simple proposals
PandaDoc — best for proposals + e-signature in one place
Where it shines
- Strong template + document workflow
- Built-in signing is convenient
- Good option if you want docs, not just proposals
Common gotchas
- If you only need a simple proposal PDF, it may be too much
- Spend time on template hygiene (variables, sections)
Pick it if…
- You want proposals and signatures tightly connected
- You handle lots of standardized docs
Skip it if…
- You want the lightest possible proposal tool
Better Proposals — best if you want to move fast without complexity
Where it shines
- Quick to set up and start sending
- Nice-looking templates out of the box
- Good for small teams that want ‘good enough’ fast
Common gotchas
- Fewer controls for larger teams
- Complex approval flows may be limited
Pick it if…
- You want speed and simplicity
- You don’t need heavy governance
Skip it if…
- You need enterprise-level approvals and permissions
Bottom line
If proposals are central to your business, go Proposify and invest an afternoon in templates. If you want signing and document workflows, PandaDoc is a strong fit. If you just want to ship proposals fast, Better Proposals is the simplest route.
FAQ
What’s the best proposal software for a small agency?
Start with the Top pick in the quick comparison, then sanity‑check the watch‑out against your workflow and budget.
How long does it take to set up proposal software?
Most teams can get a workable setup in a half day to two days. The real work is deciding your workflow (stages, ownership, and client touchpoints).
Do these tools support client access and permissions?
Usually, yes — but it varies by plan. Before committing, confirm guest seats, client permissions, and whether clients need paid accounts.