best proposal software

4 Best Proposal Software Tools for Freelancers

Proposal software is something that freelancers don’t know that they need, until they actually need it.

When you’re first starting out as a freelancer and get to that exciting point when you need to create a proposal for a potential client, you most likely will search Google for a proposal template, copy it into a Google doc and get busy modifying it.

You quickly realize that creating a proposal, even with a template, is not as easy as you thought it would be. Before you know it you’ve spent a few hours formulating your scope of services, deliberating on your pricing and trying to format the darn document to make it look presentable. Next thing you know it’s a few days later and you still haven’t sent off your proposal because you’re worried that it…sucks.

Once you finally get the proposal out you figure that the next one will take you no time at all to create.

But surprise! The next proposal actually takes you almost as long as the first. Frustrating.

Why is creating proposals so hard?

Before I get to the software choices, let’s clarify why creating proposals is so challenging for many freelancers in the first place.

There are two aspects of proposal writing that make life difficult for freelancers: format and content.

Proposal Format

Many freelancers simply have no idea how an effective proposal should look. How should the proposal be formatted?

This is the point in time when they go off in search of the perfect proposal template. The problem is that there’s a lot of garbage out there in the Google-verse, and since you don’t have a clue about how a good proposal is supposed to look, you can end up with a subpar proposal template — which is the last thing you need.

Proposal Content

The second challenge freelancers face is knowing what content to include in a proposal. Even the greatest “template” won’t do you much good if you don’t have the right content to populate it with.

Even some of the best freelancers who have the expertise required for a project simply don’t know how to express that expertise in proposal form. And they also don’t know how to effectively present their pricing structure.

Here’s an example from my own personal experience:

A friend of mine who has been designing websites for well over a decade asked me to look at a proposal she was going to present to a potential client. I was shocked when I saw it. The formatting and look was sloppy and unprofessional, and the content was neither clear nor concise. It was a disaster! I couldn’t believe that a freelancer of her experience and skill did not know how to create an effective proposal.

Proposal Software Tools

Luckily, there are software tools that freelancers can use to create their proposals with.


Finally, proposal software built for freelancers — not large enterprise teams.

With Propfire you don’t need to design anything, period. It’s all done for you, so there’s a huge time savings. The content that comes along with the beautiful templates is professionally written and can be used out fo the box, as is, or as a very effective guide to writing your own content. Having relevant content can save you tons of time and give you the building blocks of a polished, professional proposal.

There are two ways you can create proposals with Propfire. The quickest way is to select one of its professional templates and modify it. That should let you create an effective proposal in minutes, as opposed to hours or days.

One of the greatest features of Propfire is that it lets you embed your proposal into your own website. That gives you true branding control, since your proposal will live on your own site as opposed to the proposal software company’s.

Here’s the pricing:


proposal software

Proposify is one of the largest proposal software companies in the market. They have lots of templates, but are primarily geared towards large teams — not freelancers or consultants. In fact, the copy at the top of their homepage speaks to “modern sales teams”. Are you a “sales team”?

After selecting a template, you’ll need to work inside the company’s own design editor to modify it, which can be pretty annoying if you’re trying to create something quickly, without hassle, since there’s a bit of a learning curve.

You also will need to write or insert all of your own content, because the content that comes with the templates is not really usable by most freelancers, unless perhaps if you’re pitching a project to a Pepsi or IBM type of mega company.

The software has a lot of features which freelancers will probably find irrelevant. Do you really need analytics and metrics for your proposal? They’ll either accept it and pay you a deposit, or not. How many times they look at it online is irrelevant. In most cases freelancers will probably be emailing a pdf proposal copy to a client, and you can easily track the email to see if and how many times it was opened.

The tool is not cheap. Here’s the pricing:

Bottom Line: Proposify is a sophisticated proposal tool best suited for large enterprise teams, but it’s overkill for the average freelancer or consultant. It’s also a bit pricey for most freelancers.

Better Proposals

This is another proposal software product that is apparently targeting large teams, and trying to directly compete with Proposify.

Their features are almost identical to Proposify, so you’ll need to navigate another clunky design editor and deal with content that just has no relevance to most freelancers.

Another challenge to using this software is that it only allows your proposal to be viewed online and in sections. So a client can’t just scroll down to view your entire proposal in one shot. They’ll need to click into different sections.

You can read more about Better Proposals here.

Here’s the pricing:

proposal software

Bottom Line: Better Proposals is almost exactly like Proposify, but not quite as polished or sophisticated. While it claims to be made for freelancers, it seems to have its eye on the larger team and enterprise market — not freelancers or consultants.

Google Docs

proposal template google

It’s impossible to talk about proposal software without highlighting Google Docs. Almost every freelancer has used this free tool to create a proposal, and many continue to use it as their main proposal too. It’s easy to use, most already have it, and did I mention that it’s free?

The downside to using Google Docs for proposals is that it doesn’t provide you with a guide or template, so you need to know exactly what you want in your proposal and how you want it to look. Managing your proposals is also a pain, even if you create separate folders.

Bottom Line: Hey, if you like using Google Docs and it’s working well for you then by all means continue using it. Don’t mess with something that isn’t broken! But if you need more structure and guidance then you should definitely use Propfire or one of the other proposal software tools mentioned above.


Try Propfire Free for 14 days! (no cc required)

Better Proposals Alternative

If you’re searching for proposal software, you’re bound to come across Better Proposals. That’s actually what I did a few years back.

Well, the truth is that I first saw the tool in an Appsumo lifetime deal offer. It was $39 for a lifetime deal with a 60 day money back guarantee. At that price I figured I can’t really go wrong, so I decided to give it try. After spending a few hours getting familiar with the product and chatting with the founder a few times, I just gave up and threw in the towel.

I ended up getting stuck with the software because by the time I realized that it wasn’t going to work for me, I got busy and distracted and missed the refund deadline. But it was only $39, and I got to analyze the product and see what the shortcomings were, so I could then create something better.

So let’s run through some of the pros and cons of Better Proposals:

One pro that comes to mind is that the founder (I think his name is Adam) is a really nice guy. At least that’s the impression I got from our chat sessions. True that was a few years ago, but I’m sure he’s still a good chap (British).

Design Templates

While Better Proposals (BP) offers a lot of design templates, they are very limiting in their structure. In order to move between sections of your proposal the user needs to click on a navigation link in the side bar. In other words, you can’t just scroll down through the entire proposal from beginning to end. I’m not sure what they were thinking when they built it like that, but it makes no sense to force a client to click on links to move through a proposal.

In any case, whenever you use design templates, you’re going to have to do some degree of designing and tweaking. That takes time and is really hard to do on a mobile device or tablet. And yet, the BP folks claim that you’ll be able to create proposals in minutes. Really? Not unless you’re going to use one of their templates without making any changes.

Propfire Design Templates

Propfire provides several templates with great looking cover designs to get you started quickly. But beyond choosing the cover you want, you don’t have to do ANY design work. Propfire automatically creates the design for you. That saves you a lot of time and frustration.

proposal templates

Your proposal design on Propfire can be as graphics heavy as you like, but we recommend you stick with our clean, streamlined and image-free design.

Contrary to what BP and other proposal software companies would like you to believe, proposals are NOT won based on complexity of design. Proposals are won based on deliverables, pricing and timing — and the prior relationship you’ve developed with the client.

Proposal Content

Better Proposals provides content with their templates. But while the content might be relevant for certain types of project, for most freelancers, consultants or digital agencies, it isn’t. That means that you need to enter in all of your own content. For many users, that’s not so simple. After all, one of the main purposes of a template is to provide guidance regarding content, not just design.

With Propfire you get super relevant proposal content geared towards web design, seo, content marketing, social media and PPC. So you can pretty much use the proposal content as is, with just making a few modifications based on your own specifications.

You can also skip the template process altogether and use Content Snippets to create very customized proposals on the fly.

Check out this video to see how it works:

No Printing

The BP folks also make a big fuss about trying to convince you that only .2% of all proposals ever get printed out, so there’s no reason for you to mind that you won’t be able to print the ones you create with their software.

I have no idea where they’re getting this data from. I know from my own experience as a digital consultant and small agency owner, most of the clients I pitch still want to print out a hard copy to hold, pass around and — most importantly —  sign.

These clients I deal with are all successful companies that have been around for a long time and who have owners and management that still remember a time before Facebook and Tinder. There’s no way that they are not going to want to hold a hard copy of a proposal.

Proposals created with Propfire are formatted to be easily printed, so you can get it into the hands of your client quickly.

Embed Your Proposal

One of the coolest features of Propfire is that you can embed your proposals directly into your own website — something Better Proposals or the other competitors do NOT let you do. They might give you a branded subdomain, but just image how professional it would be to send clients to your own website to view your proposal? Well, you can do it with Propfire!

For Big Teams

Better Proposals is obviously trying to compete with Proposify for the large team agency market. But if you’re a consultant or smaller agency, you need something simpler to use and faster, that can create a proposal that’s right for the type of small and midsized clients you’re pitching too who want to see a concise, no-nonsense, proposal that they can hold in their hands.

That’s exactly what Propfire offers.

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