10 Features to Look for in the Best Proposal Software

Why Businesses Need Efficient Proposal Software

Writing a single proposal takes about 32 hours on average. Now calculate the time it takes formatting, reviews, or client-specific customization. That’s almost an entire workweek spent on one proposal. Reps could have easily used this time to:

• Talk
• Strategize
• Follow up
• Close

Now you understand why you need proposal management software? It helps you:

• Automate repetitive tasks
• Maintain brand consistency
• Improve collaboration across departments
• Ensure accuracy in every proposal

However, with multiple options available in the market, sometimes it really becomes difficult to choose the best fit for your business. This blog will discuss the 10 most important features to look for in proposal management software.

 

Importance of Proposal Software

Proposal software brings together automation, collaboration, and analytics to:

• Build polished, on-brand proposals in minutes
• Eliminate manual errors
• Work with sales, marketing, finance, and legal in collaboration
• Track how prospects interact with your proposals

 

 

Let’s explore the 10 features that make the biggest difference.

Feature #1: Automated Proposal Creation

Automated proposal creation is one of the most important characteristics of the best proposal software. Sales teams can create complete, error-free documents in minutes with pre-approved templates and structured content blocks.

Why it matters:

• Eliminates tedious copy-paste tasks
• Speeds up turnaround time for proposals
• Reduces human error
• Ensures consistent messaging and formatting

This is helpful for businesses creating a proposal for sales where technical configurations, pricing tiers, and terms keep changing.

 

Feature #2: Customizable Templates and Branding

Brand consistency is essential for establishing credibility. Your proposal software should offer customizable templates that match your company’s brand guidelines like logos, colors, fonts, and formatting.

Benefits:

• Maintains professional, polished look
• Enables quick personalization
• Reduces design dependency

Even non-designers can easily create appealing proposals with tools that have drag and drop capabilities.

 

Feature #3: E-Signature Integration

Once a proposal is signed, it becomes operative. The best proposal management software should either seamlessly integrate with e-signing tools or have built-in e-signature functionality.

What this feature delivers:

• Faster deal closure
• Eliminates printing and scanning
• Provides legally compliant digital signatures
• Offers visibility into when prospects sign

E-signature integration transforms proposals into actionable, revenue-driving documents.

 

Feature #4: Collaboration and Version Control

Sales, product and legal teams frequently collaborate on proposals which require a centralized system.

Look for proposal software that supports:

• Real-time editing
• Commenting and tagging
• Document locking
• Version history tracking

This ensures that contributors stay aligned, and proposals always move forward efficiently.

 

Feature #5: CRM and ERP Integration

For complex sales cycles, proposal software must integrate with your existing systems—especially CRM and ERP.

Common integrations include:

• Dynamics 365
• Salesforce
• HubSpot
• SAP
• Oracle

Teams can import terms, product specifications, pricing guidelines, and customer information straight into the proposal generator through integration. This reduces errors and the need to re-enter data.

Additionally, CRM integration is necessary for automated sales proposal generation, which allows representatives to draft proposals right from their pipeline view.

 

Feature #6: Content Library and Reuse Options

A robust content library is a must-have for organizations producing multiple proposals each week. The best proposal software offers a repository of reusable content blocks such as:

• Executive summaries
• Case studies
• Pricing tables
• Legal terms
• Product descriptions

Why it’s valuable:

• Ensures message consistency
• Speeds proposal creation
• Keeps content up-to-date

 

Feature #7: Proposal Tracking and Analytics

Modern sales teams rely on data to improve their proposal strategies. Tools with built-in analytics allow you to track prospect activity such as:

• When a proposal was opened
• Which sections were viewed
• Time spent on each page
• Whether the document was forwarded
• Signature completion status

Sales teams can use these insights to determine which content is engaging and when to follow up.

 

Feature #8: Approval Workflow Automation

Approval delays can slow down sales cycles. The best proposal software offers automated approval workflows that route proposals to the right stakeholders based on rules such as:

• Total deal value
• Discount thresholds
• Region or business unit
• Product type

This ensures compliance, speeds up internal review, and reduces the risk of unauthorized changes.

 

Feature #9: Cloud Accessibility and Mobile Support

Cloud-based proposal tools with mobile support make teams more flexible. Reps can create, edit, send, and track proposals from anywhere.

Advantages include:

• Access from phone or tablet
• Secure cloud storage
• Remote collaboration
• Real-time updates

This feature is vital for distributed or field sales teams.

 

Feature #10: Security and Compliance Controls

Proposal software often contains sensitive information which requires strong security features such as:

• Role-based access
• Encryption
• Audit trails
• Compliance certifications (SOC 2, ISO 27001, GDPR, etc.)
• Secure hosting environments

A secure platform protects both your business and your customers, ensuring regulatory alignment.

 

How to Choose the Right Proposal Software for Your Business?

If you are evaluating options to invest in proposal software, then consider if:

• Automation can handle complex proposals
• The software can seamlessly integrate with your CRM/ERP
• It has collaboration tools with version control
• Can analyze and track trends for making smarter decisions
• Has built-in security and compliance

The right software not only saves time, but it also transforms the way your team sells.

 

 

FAQs

1. What is proposal software and how does it work?

Proposal software is a digital tool that automates the creation, editing, tracking, and management of business proposals. It pulls data from templates, content libraries, and integrated systems like CRM/ERP to create accurate and professional proposals faster.

2. What are the most important features in a proposal management tool?

Key features include automated proposal creation, customizable templates, e-signatures, collaboration tools, CRM integration, analytics, approval workflows, and strong security.

3. How does proposal software improve sales efficiency?

It speeds up proposal turnaround, reduces manual work, ensures consistency, provides real-time insights, and helps sales teams spend more time selling rather than formatting documents.

4. Can proposal software integrate with CRM systems?

Yes. The best proposal management software integrates seamlessly with CRM platforms such as Salesforce, Dynamics 365, and others to pull customer and pricing data directly into proposals.

5. What should businesses consider before choosing a proposal solution?

Consider integration capabilities, automation features, customization options, scalability, security, pricing transparency, and ease of use.