When running an agency, managing client proposals and contracts is a critical task. The ability to create professional proposals, manage the approval process, and ensure contracts are signed and stored securely can make a significant difference in how efficiently an agency operates. Over time, I’ve explored various software tools designed to simplify these processes. In this article, I’ll share my experiences with the best options available, offering insights into the features, pros, cons, and how each platform can benefit agencies of different sizes.
Creating proposals and contracts isn’t just about drafting a document. It’s about streamlining communication, improving client relationships, and ensuring legal security. Every agency’s needs are different, so choosing the right software can depend on factors like the size of your agency, the complexity of your proposals, and the volume of contracts you manage.
I’ve compiled a comparison of some of the most popular software platforms, highlighting their features, pricing, and ease of use. This will give you a clear idea of which software might be best suited for your agency’s needs.
1. Proposify
Proposify is a powerful proposal management tool that stands out for its customization and ease of use. I’ve found it to be especially helpful in creating professional proposals quickly.
Key Features:
- Drag-and-drop editor: Easily add sections, images, and pricing tables to your proposals.
- Proposal templates: Choose from a variety of pre-built templates designed for different industries.
- E-signatures: Clients can sign proposals directly within the platform, speeding up the approval process.
- Analytics: Track when a client views your proposal and which sections they focus on most.
- Client management: Manage client communications and ensure follow-ups are timely.
Pricing:
Proposify offers a range of pricing plans starting at $19/month for the basic plan. The higher-tier plans include advanced features like analytics and additional integrations.
Pros:
- Easy to use with a user-friendly interface.
- Great for agencies that need to create visually appealing proposals.
- The e-signature functionality speeds up the contract approval process.
Cons:
- Some features, like advanced reporting, are only available on higher-tier plans.
- The pricing might be a bit high for small agencies with limited budgets.
Who is it best for?
Proposify is ideal for small to medium-sized agencies that prioritize visual appeal in their proposals and need a straightforward, easy-to-use platform for client interaction.
2. PandaDoc
PandaDoc is another robust tool for proposal and contract management. It’s more than just a proposal software; it’s an all-in-one document management platform that also handles contracts and agreements.
Key Features:
- Document builder: Like Proposify, PandaDoc features a drag-and-drop builder, but with even more customization options.
- E-signatures: Send documents for e-signature and track when they’re signed.
- Integration with CRMs: PandaDoc integrates with popular CRM tools like HubSpot and Salesforce, streamlining your workflow.
- Document analytics: Get detailed insights into how recipients interact with your proposals and contracts.
- Workflow automation: Automate follow-ups and notifications to ensure clients stay engaged throughout the process.
Pricing:
PandaDoc’s pricing starts at $19 per month for the basic plan. However, the premium plans that offer more advanced features like analytics and workflow automation cost significantly more.
Pros:
- Strong integration capabilities with other business tools.
- Automation features can save significant time, especially for agencies with high proposal volumes.
- The document editor is highly flexible.
Cons:
- The platform can be overwhelming for new users due to its range of features.
- Some advanced features are only available in higher-tier plans.
Who is it best for?
PandaDoc is perfect for agencies that need a versatile document management platform with advanced features like workflow automation and CRM integrations. It’s a great choice for those who handle a large volume of proposals and contracts regularly.
3. Better Proposals
Better Proposals is a solution I’ve used for creating proposals that don’t just look good but also drive results. It’s ideal for agencies that want to impress clients without spending too much time on formatting and design.
Key Features:
- Pre-designed templates: The software offers sleek, professional templates that are ready to use.
- Built-in payment options: You can integrate payment gateways to accept deposits or full payments directly through the proposal.
- Proposal analytics: Track how long a client spends on each page, helping you refine your approach in the future.
- Client communication tools: Send follow-up emails, create reminders, and even schedule meetings through the platform.
Pricing:
Better Proposals offers plans starting at $19 per month, with higher plans available for agencies that need more features like branded proposals or advanced analytics.
Pros:
- The proposal templates are high-quality and can be easily customized.
- The built-in payment feature is great for agencies that require upfront payments.
- The platform is easy to use, even for those with little technical expertise.
Cons:
- Limited advanced features compared to PandaDoc or Proposify.
- Integrations with other business tools are less extensive.
Who is it best for?
Better Proposals is best for agencies that need an easy-to-use platform with high-quality templates and integrated payment solutions. It’s perfect for small to medium-sized agencies that don’t require extensive customization or integrations.
4. Zoho Contracts
Zoho Contracts is part of the Zoho suite of business tools, making it an attractive option for agencies already using Zoho’s CRM or other products. It’s a robust contract management solution, but it also offers features for proposal creation.
Key Features:
- Contract lifecycle management: Zoho Contracts helps you manage contracts from creation to renewal.
- Collaboration tools: Work with team members to review and approve contracts before sending them out.
- E-signatures: Clients can sign documents digitally, making the process faster and more secure.
- Automated reminders: Get notifications when contracts are about to expire or need to be reviewed.
Pricing:
Zoho Contracts offers a free plan for basic contract management, while premium plans start at $7 per user per month.
Pros:
- Affordable pricing, especially for agencies already using Zoho tools.
- Strong contract management features, with robust workflows and reminders.
- Integration with other Zoho products for a seamless experience.
Cons:
- The proposal creation functionality isn’t as advanced as some other tools like Proposify.
- The interface may not be as visually appealing as other platforms.
Who is it best for?
Zoho Contracts is great for agencies already using Zoho products, especially those looking for a solution that focuses on contract management rather than just proposals.
5. Bidsketch
Bidsketch is a straightforward proposal software tool that’s focused on making the proposal creation process as efficient as possible. I’ve found it particularly useful for creating personalized proposals in a short amount of time.
Key Features:
- Customizable templates: Create proposals from scratch or use one of the pre-designed templates.
- Client approval: Send proposals to clients for approval and track their responses.
- Analytics and notifications: Get detailed insights into how clients interact with your proposals.
- Proposal repository: Keep track of all your past proposals for easy reference.
Pricing:
Bidsketch pricing starts at $29 per month for the basic plan, with additional features available in higher-tier plans.
Pros:
- Simple to use and intuitive for first-time users.
- Great for agencies that need a no-frills proposal tool.
- Provides good analytics and tracking features.
Cons:
- Limited contract management features compared to PandaDoc or Zoho Contracts.
- The design options are not as flexible as other tools like Proposify.
Who is it best for?
Bidsketch is a solid choice for small agencies that need a simple proposal tool without the need for complex contract management features.
Comparison Table
Here’s a comparison table that summarizes the key features of the software mentioned above:
| Software | Key Features | Pricing | Best For |
|---|---|---|---|
| Proposify | Drag-and-drop editor, templates, e-signatures, analytics | From $19/month | Agencies that need visually appealing proposals |
| PandaDoc | Document builder, e-signatures, integrations, automation | From $19/month | Agencies with high proposal volume and CRM integration needs |
| Better Proposals | Pre-designed templates, built-in payments, analytics | From $19/month | Agencies that want fast proposal creation with payment integration |
| Zoho Contracts | Contract lifecycle management, collaboration, e-signatures | From $7/month | Agencies already using Zoho tools and focused on contract management |
| Bidsketch | Customizable templates, client approval, analytics | From $29/month | Small agencies needing a simple, efficient proposal tool |
Conclusion
Managing client proposals and contracts can be time-consuming and complex, but the right software can make all the difference. After trying out several tools, I’ve found that there’s no one-size-fits-all solution. The best software for your agency will depend on your specific needs, whether you prioritize proposal aesthetics, contract management, or integration with other tools. Proposify and PandaDoc offer more advanced features, while Better Proposals and Bidsketch excel at simplicity and ease of use. Zoho Contracts is perfect for agencies looking for a robust contract management solution, particularly those already using Zoho products.
Choosing the right tool is essential for improving efficiency, streamlining workflows, and enhancing client relationships. By evaluating your agency’s unique requirements, you can select the software that best suits your needs and sets you up for success.
