In today’s competitive freelancing and agency landscape, creating polished, professional proposals is no longer a luxury—it’s a necessity. Proposals are your first impression, your sales pitch, and often the deciding factor between winning or losing a client. But crafting these documents from scratch every time can eat up valuable hours. That’s where proposal software comes in.
In this comprehensive guide, we break down the best proposal software for freelancers & agencies, comparing the top tools on the market to help you streamline your workflow, impress clients, and boost win rates.
Why Proposal Software Matters for Freelancers and Agencies
Freelancers and creative agencies often operate on tight deadlines and even tighter budgets. Whether you’re a solo designer, copywriter, marketing consultant, or a boutique agency handling multiple clients, every minute counts.
Manual proposals can take hours to design, edit, and personalize. Worse, they’re prone to inconsistency, formatting errors, or missing elements. Proposal software automates much of the process, offering features such as:
- Reusable templates
- E-signatures
- Real-time analytics
- CRM integrations
- Content libraries
These features help you create high-converting proposals quickly and consistently, allowing you to focus on delivering client results and scaling your operations.
Benefits of Using Proposal Software
1. Time Savings
Creating a proposal from scratch can take several hours, especially if design, branding, and custom content are involved. Proposal software with templates and content libraries reduces this to minutes, freeing you up to work on higher-value tasks.
2. Consistency in Branding and Messaging
With reusable templates and stored content blocks, your proposals always reflect your brand’s tone and visual identity. This is essential when you’re trying to establish trust with prospects.
3. Higher Conversion Rates
Features like real-time engagement tracking, e-signatures, and interactive elements improve the client experience and help close deals faster. Some platforms even show where prospects spend the most time in your proposal.
4. Collaboration Made Easy
If you’re working with a team, the right software lets you collaborate in real-time, control permissions, and streamline the approval process. This is crucial for agencies with multiple departments involved in the proposal lifecycle.
5. Data and Analytics
Track which sections your client viewed, how long they stayed on each page, and whether they’ve forwarded the proposal. These insights help you follow up more strategically and refine your approach over time.
How We Chose the Best Proposal Software
To determine the best proposal software for freelancers & agencies, we evaluated tools based on the following criteria:
- Ease of Use: Is the interface intuitive and beginner-friendly?
- Customization Options: Can you personalize designs and layouts?
- Templates and Content Libraries: Does the platform include pre-built templates?
- Collaboration Features: Can teams collaborate in real-time?
- Integration: How well does it integrate with CRMs, accounting tools, and other platforms?
- Pricing: Is it affordable for freelancers and small teams?
- Customer Support and Resources: Does it offer documentation and responsive support?
- User Reviews and Case Studies: What do current users say about reliability, performance, and ROI?
With those factors in mind, here are the top tools available in 2025.
1. Nusii
Overview
Nusii is a purpose-built proposal software designed specifically for freelancers and small agencies. It stands out for its clean interface and time-saving features.
Key Features
- Simple, clutter-free editor
- Content and template libraries
- Client-specific proposal tracking
- Custom branding and reusable sections
Why It’s Great for Freelancers & Agencies
Nusii makes it easy to create repeatable, professional proposals in minutes. It’s ideal for solo professionals or teams that want an elegant yet straightforward tool with minimal learning curve.
Real-World Use Case
A freelance web designer using Nusii can store content blocks for pricing, timelines, testimonials, and services—then reuse them in future proposals without needing to rewrite them.
Pricing
- Freelancer Plan: $29/month
- Agency Plan: $49/month
2. Better Proposals
Overview
Better Proposals offers beautifully designed templates and strong analytics, making it a favorite among agencies that prioritize design and conversion.
Key Features
- 100+ professionally written templates
- Built-in analytics and proposal tracking
- Digital signature support
- CRM and payment integrations
Best Use Case
Ideal for agencies that send frequent proposals and want to track client engagement. The built-in analytics help you understand where leads drop off or convert.
Real-World Example
Marketing agencies can use Better Proposals to standardize their onboarding process by combining service breakdowns, packages, timelines, and client testimonials in every document.
Pricing
- Starter: $19/user/month
- Premium: $29/user/month
3. Proposify
Overview
Proposify provides advanced features and analytics ideal for larger teams. It’s known for its powerful content library and user permissions.
Key Features
- Centralized content library
- Interactive pricing tables
- Real-time collaboration
- Role-based permissions and analytics dashboards
Best For
Mid-sized agencies with multi-person sales teams who need centralized control and collaborative workflows.
Real-World Application
Sales teams can collaborate in Proposify to build proposals in stages, with marketing controlling the brand voice while sales adds custom details.
Pricing
- Team Plan: $49/user/month
4. Qwilr
Overview
Qwilr stands out with interactive, web-based proposals that look stunning on any device. Proposals built in Qwilr feel more like websites than static PDFs.
Key Features
- Web-based proposals with rich media
- Analytics and engagement tracking
- Interactive quotes and accept buttons
- Google Workspace integration and collaboration
Use Case
Perfect for design-forward agencies looking to impress with immersive, modern proposals.
Real-World Scenario
A creative agency can embed video intros, portfolios, and dynamic pricing calculators within a single Qwilr proposal.
Pricing
- Business: $35/user/month
- Enterprise: Custom pricing
5. PandaDoc
Overview
PandaDoc is an all-in-one document automation platform, suitable for freelancers who need more than just proposals.
Key Features
- Drag-and-drop document builder
- In-document payments
- Integrated e-signatures
- Contract clauses and approval workflows
Why It Stands Out
PandaDoc is great if you also send contracts, quotes, and other business documents alongside proposals. It consolidates multiple tools into one.
Real-World Example
A freelance consultant can generate a proposal, contract, and invoice all within PandaDoc, reducing administrative overhead.
Pricing
- Essentials: $19/user/month
- Business: $49/user/month
6. Proposally.ai
Overview
A newer entry, Proposally.ai uses AI to generate proposal content and personalize recommendations.
Key Features
- AI-assisted writing
- CRM integration
- Engagement scoring
- Custom workflows and templates
Ideal For
Freelancers who want quick, tailored proposals without starting from scratch.
Real-World Use
A digital marketer using Proposally.ai can input client goals and services, and the software generates a branded, editable proposal in minutes.
Pricing
- Pro: $24/user/month
7. ClientPoint
Overview
ClientPoint offers an enterprise-level platform with strong integrations and analytics for large teams and high-value deals.
Key Features
- CRM connectivity (Salesforce, HubSpot)
- Personalized video introductions
- Proposal management dashboard
- Client engagement tracking
Who It’s For
More suited for larger agencies or freelancers with complex deal flows and enterprise clients.
Pricing
- Custom pricing based on business size and needs
Proposal Software Comparison Table
Software |
Best For |
Starting Price |
Key Features |
|---|---|---|---|
Nusii |
Freelancers & small agencies |
$29/month |
Templates, content library, branding |
Better Proposals |
Design-focused agencies |
$19/month |
Templates, analytics, CRM integrations |
Proposify |
Mid-sized sales teams |
$49/month |
Collaboration, content library, permissions |
Qwilr |
Visual and interactive proposals |
$35/month |
Web-based, media support, analytics |
PandaDoc |
All-in-one doc automation |
$19/month |
E-signatures, in-doc payments, contracts |
Proposally.ai |
AI-powered proposal creation |
$24/month |
AI writing, CRM integration, personalization |
ClientPoint |
Enterprise sales environments |
Custom |
CRM sync, video intros, team collaboration |
How to Choose the Right Proposal Software
Step 1: Assess Your Workflow
Are you sending one-off proposals or managing multi-stage client onboarding? Choose a tool that fits your level of complexity. Simpler needs point toward tools like Nusii; complex needs may require Proposify or ClientPoint.
Step 2: Identify Key Integrations
If you’re using a CRM, accounting software, or project management tool, ensure the proposal software can connect seamlessly. Popular integrations include Salesforce, HubSpot, Zapier, and QuickBooks.
Step 3: Test Usability
Many platforms offer 14-day trials. Test these tools with real client data to evaluate ease of use, output quality, and efficiency.
Step 4: Evaluate Pricing Against ROI
If a tool saves you 5 hours a week, even a $50/month price tag could pay for itself in one project. Use time-tracking to measure impact.
Step 5: Look at Customer Support
Consider response times, available documentation, video tutorials, and community forums. This can make a big difference if you run into technical issues.
Best Practices for Creating Winning Proposals
- Use Templates Strategically: Start with a strong base and customize to match each client’s needs.
- Focus on Outcomes: Frame your services in terms of value to the client (e.g., “Increase conversions by 25%”).
- Include Visuals: Charts, timelines, and infographics enhance clarity and professionalism.
- Add Social Proof: Client testimonials, case studies, and trust badges build credibility.
- Be Clear About Deliverables: Specify exactly what the client is getting, when, and for how much.
- Optimize for Mobile Viewing: Many clients review proposals on mobile—Qwilr and PandaDoc handle this well.
- Follow Up: Use analytics to track opens, time spent, and follow up at the right moment.
Frequently Asked Questions
What is proposal software?
Proposal software helps freelancers and agencies create, manage, and track business proposals using templates, automation, e-signatures, and analytics.
Can I use proposal software for contracts?
Yes. Many platforms like PandaDoc and Proposify allow you to add legally binding e-signatures and contract clauses.
Is free proposal software worth it?
Free versions often have limitations in design, branding, or analytics. They may be suitable for freelancers just starting out, but paid options usually offer better ROI.
What is the most beginner-friendly option?
Nusii and Better Proposals are known for their intuitive interfaces and simple onboarding.
How secure are these platforms?
Most reputable proposal software platforms use encryption, secure hosting, and access controls to keep your data safe.
Can I integrate with my existing tools?
Yes. Most platforms support integrations with CRMs like HubSpot, project management tools like Asana, and payment gateways like Stripe.
Conclusion
Choosing the best proposal software for freelancers & agencies comes down to your specific needs, whether that’s ease of use, advanced analytics, integrations, or design capabilities. Each tool listed here offers unique strengths, and many provide free trials so you can test them before committing.
By investing in the right proposal software, you not only streamline your workflow but also increase your chances of converting leads into long-term clients. In a world where first impressions matter, having a powerful, professional proposal can set you apart from the competition.
Make 2025 the year you upgrade your proposal process and watch your close rate, client satisfaction, and efficiency grow.
