Sales teams still lose deals to slow paperwork. A rep closes a great call, then spends the next two days copying pricing tables into Word, chasing a manager for discount approval, and emailing a PDF that nobody can track. Every manual step adds friction, and in B2B sales speed is often the difference between winning and losing a deal to a faster-moving competitor.
The right proposal and quoting software collapses that entire process into a single guided workflow: build the document from reusable content blocks, apply pricing rules automatically, route it for internal approval, and send it out with e-signature and real-time tracking built in. Instead of reinventing the wheel every time, reps work from proven templates and spend their energy on the conversation, not the formatting.
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Quick Summary: PandaDoc (from ~$19/user/month, free plan available) leads for all-purpose document workflows, followed by DealHub (custom pricing, typically $500–$1,000+/month) for guided CPQ selling, Proposify (from ~$19/user/month) for agency-style proposals, Qwilr (from ~$35/user/month) for interactive web-based proposals, QuoteWerks (from ~$15/user/month) for IT reseller quoting, Responsive (custom pricing, ~$14,000/year average) for enterprise RFP response, and Better Proposals (from ~$19/user/month) for freelancers and small teams.
Why Every Sales Team Needs Proposal & Quoting Software in 2026
Beyond convenience, dedicated proposal and quoting tools change how fast and how reliably a sales team can close business.
- Faster turnaround: Cuts proposal and quote turnaround from days to minutes, directly improving win rates on time-sensitive deals.
- Fewer pricing errors: Eliminates pricing and line-item errors that come from manually editing Word or Excel quotes.
- Buyer visibility: Gives sales reps real-time visibility into whether a prospect opened, viewed, or lingered on a proposal, enabling smarter follow-up.
- Controlled approvals: Centralizes approval workflows so discounts and non-standard terms get sign-off before a quote reaches the customer.
- Consistent branding: Creates a consistent, on-brand buyer experience instead of every rep formatting documents differently.
Best 7 Proposal & Quoting Software in 2026
1. PandaDoc — The Most All-Purpose Document Workflow Platform
PandaDoc is built to handle proposals, quotes, contracts, and e-signature inside one platform, so teams don't need to stitch together separate tools for document creation and signing. It offers a drag-and-drop builder for assembling client-facing documents quickly, along with CRM integrations that pull deal data straight from Salesforce, HubSpot, or Pipedrive. Because it covers the full document lifecycle from draft to signed contract, it tends to be the default recommendation for teams that want one platform rather than a patchwork of point solutions.
Pricing: Paid plans range from approximately $19–$35/user/month (Starter/Essentials, billed annually) up to $49–$65/user/month (Business), with custom Enterprise pricing; a free plan is available covering 60 documents per year with e-signature only.
Key features:
- Drag-and-drop proposal and quote builder for fast document assembly.
- Legally binding e-signatures built into every document.
- Native integrations with Salesforce, HubSpot, and Pipedrive.
- Configurable approval workflows for discounts and non-standard terms.
- Document analytics showing opens and time spent on each page.
- Reusable content and template library to standardize output.
- Payment collection directly at the point of signature.
Best for: SMB and mid-market sales teams that want proposals, quotes, and contracts covered by a single tool, especially those already running on HubSpot or Salesforce.
2. DealHub — Guided-Selling CPQ for Complex Pricing
DealHub centers its platform on guided-selling questionnaires that walk reps through a series of prompts and automatically configure an accurate quote based on the answers. It layers in configuration rules for bundles and product dependencies, along with a buyer-facing DealRoom where prospects can collaborate on a proposal in real time. The platform leans further into CPQ territory than most tools on this list, making it a fit for companies whose pricing is too complex for a simple template-based quote builder.
Pricing: DealHub is sold on a custom-quote basis only; mid-market estimates typically fall between $500 and $1,000+ per month depending on team size and configuration needs.
Key features:
- Guided selling flows that walk reps through configuration step by step.
- Configuration rules and dependencies for product bundles.
- Dynamic pricing with built-in discount approval workflows.
- DealRoom buyer collaboration space for real-time deal discussion.
- Contract lifecycle management beyond the initial quote.
- Real-time deal analytics for tracking pipeline progress.
Best for: Mid-market to enterprise B2B SaaS companies with multi-product or tiered pricing that want CPQ-grade configuration logic paired with a modern buyer experience.
3. Proposify — Design-Forward Proposals With Process Discipline
Proposify focuses on giving sales teams tight control over how a proposal looks and how prospects move through it, using a drag-and-drop designer with content sections that can be locked to prevent reps from straying off-brand. It pairs that design control with proposal analytics that show exactly how long a prospect spent on each page, giving managers a clear read on engagement before the follow-up call. The combination of structure and visibility makes it popular with agencies that live and die by proposal presentation.
Pricing: Basic plans start around $19/user/month billed annually, Team runs about $41/user/month, and Business is custom-priced from roughly $3,900/year for 10 or more seats; a 14-day free trial is available.
Key features:
- Drag-and-drop designer with lockable content sections.
- Page-by-page proposal analytics showing prospect view time.
- CRM integrations to sync deal and contact data.
- Built-in approval workflows before documents go out.
- Client input forms for gathering information mid-proposal.
- Unlimited document sends on Team plan and above.
Best for: Agencies, consultants, and sales teams that want tight control over proposal branding and structure along with clear visibility into prospect engagement.
4. Qwilr — Interactive, Web-Page-Style Proposals
Qwilr replaces the traditional PDF with an interactive web page that can embed video, toggled pricing tables, and forms directly inside the proposal itself. Prospects can adjust quantities or options within the document and see pricing update live, which creates a more modern, self-service feel than a static file. Combined with engagement analytics that track behavior for up to 120 days, it gives sales teams a much richer picture of how a proposal is actually being consumed.
Pricing: Business plans run about $35/user/month billed annually, with custom Enterprise pricing; a 14-day free trial is offered.
Key features:
- Interactive web-based proposal pages instead of static PDFs.
- Embedded pricing and quote blocks buyers can toggle themselves.
- QwilrPay for collecting payment directly inside the document.
- Real-time engagement analytics with a 120-day tracking window.
- CRM integrations for syncing deal data automatically.
- Built-in e-signature for closing the deal in the same document.
Best for: Design-conscious agencies and B2B sales teams pitching high-consideration deals where visual presentation meaningfully affects win rate.
5. QuoteWerks — Line-Item Quoting Built for IT Resellers
QuoteWerks was purpose-built for the line-item-heavy quotes that IT resellers, VARs, and MSPs deal with every day, rather than the narrative-style proposals other tools emphasize. It includes a product configurator with formula support for bundles and optional items, plus direct integrations with major distributors like Ingram Micro and D&H so reps don't have to re-key catalog data. That distributor connectivity is the feature that keeps it entrenched in the IT channel even as more design-forward competitors have entered the market.
Pricing: Tiered per-user pricing runs about $15/month for Standard, $20/month for Professional, and $29/month for Corporate; on-premise licensing is also available, and a free trial is offered.
Key features:
- Detailed line-item quoting with support for bundles and optional items.
- Product configurator with formula-based pricing logic.
- QuoteValet for e-signature and quote delivery.
- Direct integrations with distributors like Ingram Micro and D&H.
- QuickBooks and Sage sync for finance teams.
- Integrations with common PSA and CRM platforms.
Best for: IT solution providers, MSPs, and hardware or software resellers that need deep distributor catalog integration in their quoting workflow.
6. Responsive (formerly RFPIO) — Enterprise RFP Response Management
Responsive is built less around outbound proposals and more around the inbound side of the process: responding to RFPs, RFIs, and security questionnaires at scale. Its AI-assisted answer library pulls from past responses to draft answers automatically, and it manages the collaborative workflow of assigning sections to subject-matter experts and tracking deadlines across a bid team. For enterprises fielding a high volume of complex, compliance-heavy requests, that centralized answer library becomes a significant time saver.
Pricing: Responsive is sold on a custom-quote, sales-led basis only; reported annual spend typically falls between $7,000 and $28,000+, averaging around $14,000 per year.
Key features:
- AI-assisted answer drafting pulled from a centralized answer library.
- Collaborative RFP workflows with task assignment across a bid team.
- Bi-directional integrations with Salesforce, SharePoint, and Slack.
- Analytics on win rates and which content performs best.
- Project and deadline management built for bid teams.
Best for: Enterprises with a dedicated proposal or bid response team facing high-volume, complex RFPs and security questionnaires.
7. Better Proposals — Fast, Affordable Proposals for Small Teams
Better Proposals strips out CPQ-level complexity in favor of speed, offering more than 200 pre-built industry templates that let a freelancer or small agency send a polished proposal within minutes of opening the app. It bundles digital signatures with built-in payment collection through Stripe or PayPal, so a signed deal can convert straight into an invoice without switching tools. Real-time document analytics and content locking round out a feature set aimed squarely at small teams that don't want to learn a complex platform.
Pricing: Starter plans run about $19/user/month for 5 proposals per month, Premium is about $29/user/month for 50 proposals, and Enterprise is about $49/user/month for unlimited proposals; a 14-day free trial is available with no card required.
Key features:
- More than 200 pre-built industry templates for fast setup.
- Digital signatures included on every plan.
- Built-in payment collection through Stripe and PayPal.
- Real-time document analytics for tracking prospect views.
- Content locking and password protection for sensitive proposals.
- Zapier and light CRM integrations for basic workflow automation.
Best for: Freelancers, small agencies, and solo consultants who want an affordable, quick-to-launch tool without CPQ complexity.
| Software | Best For | Starting Price | Free Plan |
| PandaDoc | All-purpose proposals, quotes & contracts | $19/user/mo | Yes |
| DealHub | Mid-market/enterprise guided CPQ selling | Custom (~$500+/mo) | No |
| Proposify | Agencies & design-forward proposals | $19/user/mo | Trial only |
| Qwilr | Interactive web-based proposals | $35/user/mo | Trial only |
| QuoteWerks | IT resellers & MSP quoting | $15/user/mo | Trial only |
| Responsive | Enterprise RFP response management | Custom (~$14,000/yr avg) | No |
| Better Proposals | Freelancers & small agencies | $19/user/mo | Trial only |
Final Thoughts
There's no single best proposal and quoting tool — the right pick depends on how complex your pricing is and who's on the receiving end. PandaDoc is the safest default for most SMB and mid-market sales teams because it covers proposals, quotes, and contracts in one place and plays well with popular CRMs. Teams with genuinely complex, configurable pricing should look at DealHub for its guided-selling logic, while agencies that care deeply about proposal design and prospect engagement will get more out of Proposify or Qwilr. IT resellers and MSPs are better served by QuoteWerks, thanks to its distributor integrations, and enterprises fielding heavy RFP volume need the answer-library workflow that Responsive provides. For freelancers and small teams who just need a fast, affordable way to send a professional proposal, Better Proposals is hard to beat. Whichever tool you choose, prioritize the workflow that matches your sales motion — a beautifully designed proposal tool is wasted on a team that actually needs distributor catalog sync, and vice versa.
Frequently Asked Questions
What's the best overall proposal and quoting software?
PandaDoc is the best overall pick for most teams because it combines proposal creation, quoting, contracts, and e-signature in a single platform with strong CRM integrations, rather than requiring separate tools for document design and signing.
How much does proposal and quoting software typically cost?
Most tools price per user per month, typically ranging from about $15–$35/user/month for core plans, with premium tiers reaching $49–$65/user/month. CPQ-heavy platforms like DealHub and enterprise RFP tools like Responsive are usually sold on a custom-quote basis, often running from several hundred to tens of thousands of dollars per year.
Is there a free or cheap option for small teams and freelancers?
Yes. PandaDoc offers a free plan covering 60 documents per year with e-signature only, and Better Proposals starts at around $19/user/month with a 14-day free trial, making both strong options for freelancers and small agencies on a budget.
How is proposal and quoting software different from full CPQ software?
Proposal and quoting tools optimize for document creation, buyer experience, and close speed for B2B sales, agency, and services teams. Full CPQ platforms like DealHub go further by automating complex product configuration and pricing logic, which matters most for manufacturers and companies with highly configurable, multi-variable pricing.
What features matter most when choosing proposal and quoting software?
Look for a drag-and-drop builder, built-in e-signature, CRM integrations, approval workflows for discounts, and document analytics that show whether and how long a prospect viewed the proposal. Teams with complex pricing should also weigh configuration rules and distributor or catalog integrations.