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 |
|---|---|---|---|---|---|
| Proposify Top pick | Proposal-first agencies | 1 day | Paid | Structured proposals + team workflow | More process than ultra-light tools |
| PandaDoc | Docs + e‑sign | Half day | Paid | Templates + signing in one flow | Can feel generic without good templates |
| Better Proposals | Lightweight proposals | 1–2 hours | Paid | Fast to ship proposals | Less customization for complex offers |
How we picked
- Optimized for agency workflows: delivery visibility, client collaboration, and handoffs.
- Prioritized low-friction setup and sane permissions (so you actually adopt it).
- Checked reporting and “share with clients” realism (not just feature checkboxes).
- 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 for: agencies selling retainers and recurring services
Proposify is strongest when you need a repeatable proposal system: packages, approvals, and a clean client experience.
- Good for teams that collaborate on proposals (sales + delivery).
- Helps reduce “which version is final?” chaos.
- Works well when proposals are a core part of your growth engine.
PandaDoc
Best for: agencies that want documents + signing in one
PandaDoc is a good choice if you need solid templates and built-in signing without going heavy.
- Great if you already have strong templates.
- Useful for quick approvals and signatures.
- Sanity-check permissions if multiple clients are involved.
Bottom line
Start with the Top pick if it matches your workflow. Then sanity-check the watch-outs (permissions, reporting, plan limits) before you commit.
FAQ
What’s the fastest way to improve close rate?
Reduce friction: clear scope, clear next step, and a simple signing flow.
Should proposals live in Google Docs?
Docs work early on, but tools help once you’re collaborating, tracking views, and managing versions.
How do I keep retainers from drifting?
Include scope boundaries and a change process in the proposal — then reference it during onboarding.