If you’ve ever spent hours wrangling proposal templates, chasing version control, or wondering why “streamlined” tools feel like more work than just opening a Google Doc, this is for you. We’re cutting through the noise to compare what Bidsketch and other B2B go-to-market (GTM) proposal tools actually do, what they cost, and where you can skip the bells and whistles.
This isn’t for folks who want a 50-page feature grid. It’s for small teams, agencies, or sales leads who want to send better proposals without losing their mind (or half their budget) on the wrong tool.
Who’s on the Field? The Main Proposal Tools We'll Compare
Before we get into the weeds, here’s who we’re actually comparing. There are a lot of “proposal” tools, but for B2B and GTM, these are the ones people ask about most:
- Bidsketch
- PandaDoc
- Proposify
- Qwilr
- Better Proposals
I’m skipping tools that are either way too lightweight (like just Google Docs + e-signature), or way too enterprise (think Salesforce CPQ). This is the middle ground: tools built for small/medium teams that need speed, structure, and tracking.
What Matters in a Proposal Tool? (And What Doesn’t)
Let’s be real: Most proposal tools offer a wall of features, but only a handful actually move the needle for busy sales or client teams. Here’s what to actually care about:
Must-haves: - Good templates (save time, look pro) - Easy editing and collaboration - Track when proposals are opened/viewed - E-signature/acceptance tracking - Integrations (CRM, payments, etc.)
Nice-to-haves, but not a dealbreaker: - Advanced analytics (usually overkill) - Full white-labeling (unless you’re an agency) - Payment collection (handy, but Stripe links work too)
Ignore the hype about: - “AI-powered” content (often generic filler) - Overly complex workflows (if it takes longer to set up than to just write the thing, skip it)
Bidsketch: What It Actually Does Well
Let’s start with Bidsketch. It’s been around for ages, and that’s both a strength and a weakness. What you get:
Strengths: - Solid templates: Bidsketch has a simple, modular way to save and reuse sections (like pricing tables or case studies). You can build a library and drag/drop what you need. - Client previews: Clients see a clean, branded version of your proposal online. Simple, but effective. - E-signatures: Integrated signing—no bouncing out to another tool. - Notifications: You’ll know when your proposal’s been viewed or accepted. - Simple pricing: No per-user fees on most plans, which is rare.
Weaknesses: - Dated UI: It’s not ugly, but it’s not modern. If you want “wow” design, look elsewhere. - Limited integrations: Works with basics like Zapier, but not as deep as PandaDoc or Qwilr. - Basic analytics: You get “was it opened, was it accepted,” not heatmaps or slide-by-slide tracking.
Pro tip: If you’re a small team that just wants to get proposals out the door without fuss, Bidsketch is refreshingly no-nonsense.
PandaDoc: Swiss Army Knife, or Swiss Cheese?
PandaDoc is everywhere, and for good reason—it’s packed with features. Sometimes a few too many.
Strengths: - Best-in-class integrations: Works with HubSpot, Salesforce, Pipedrive, Slack, payment processors—you name it. - Flexible templates: Drag-and-drop builder, document variables, conditional sections, etc. - E-sign and payment in one: Clients can sign and pay (credit card, ACH, etc.) in one go. - Granular analytics: Track who did what, when, for every page.
Weaknesses: - Price climbs fast: Starts cheap, but most useful features are in higher tiers. Per-user pricing adds up. - Overkill for simple needs: If you just want a clean proposal, it’s like bringing a tank to a water balloon fight. - Learning curve: Not hard, but definitely more to configure than Bidsketch.
What to ignore: The AI writing tools are more “meh” than magic. You’ll still need to write your own copy.
Proposify: Polished, With a Focus on Teams
Proposify is slick, with a heavy focus on agencies and multi-person sales teams.
Strengths: - Team workflows: Approval flows, roles, permissions—handy if your proposals need signoff. - Template library: Good-looking templates, easy to reuse. - Content snippets: Save and drag in reusable blocks (testimonials, pricing, etc.) - Analytics: Slide/page tracking, notifications.
Weaknesses: - Per-user pricing: Gets expensive for bigger teams. - Can feel “templated”: If you want unique, highly custom proposals every time, Proposify is a little rigid. - Some features locked behind higher tiers: White-labeling, advanced integrations, etc.
Pro tip: If you’re an agency that needs to track a team’s proposals and look polished, it’s worth a look. Solo operators? Probably overkill.
Qwilr: Proposals That Look Like Webpages
Qwilr is the “make it beautiful” tool. Proposals are basically interactive web pages.
Strengths: - Gorgeous output: Proposals look modern and interactive—videos, calculators, custom branding. - Live pricing: Clients can toggle options and see price changes. - Analytics: Detailed tracking, even down to which section got the most attention.
Weaknesses: - Learning curve: It’s a different way to think about proposals. Not always intuitive. - Pricey: The visuals are nice, but you pay for them. - Not for everyone: If your clients just want a PDF, Qwilr can feel like overkill.
What to ignore: Their “AI content” is mostly generic suggestions. Focus on their design power, not writing help.
Better Proposals: Simple, Fast, and Focused
Better Proposals sits between Bidsketch and Proposify. It’s all about getting proposals out quickly.
Strengths: - Fast setup: Easy to use, minimal setup time. - Clean templates: Not as flashy as Qwilr, but look good. - E-signatures and payment: Built in, no fuss. - Tracking: Email notifications, analytics.
Weaknesses: - Rigid formatting: Customization is limited. - Integrations: Solid, but not as deep as PandaDoc. - Per-user pricing: Adds up if you grow.
Pro tip: Great for freelancers or small teams who want a step up from manual proposals, without bells and whistles.
Pricing: Cutting Through the Confusion
Everyone advertises a “starting at” price, but here’s what you’ll actually pay for the features most teams need (as of June 2024; always double-check before buying):
| Tool | Typical Monthly Cost for 3 Users | Key Features at That Price | Notable Limits | |------------------|:-------------------------------:|-------------------------------------------|-------------------------------| | Bidsketch | $29 (unlimited users, 3 active proposals) | Templates, e-sign, notifications | Old-school UI, basic analytics| | PandaDoc | $59+ (per-user, Essentials plan) | Templates, e-sign, integrations, payments | CRM integrations extra | | Proposify | $49/user (Team plan) | Templates, team workflows, analytics | White-label extra | | Qwilr | $75 (for 3 users, Business plan) | Web-style proposals, analytics, branding | Custom domain extra | | Better Proposals | $39/user (Premium plan) | Templates, e-sign, analytics | Design customization limited |
Note: Most tools offer yearly discounts. All have free trials. “Unlimited users” often means “you just can’t have many proposals at once” (Bidsketch’s approach).
What to watch for: Per-user pricing is the silent budget killer. If you’re a small core team, it’s fine. If you want everyone to have access, look for “unlimited user” plans (rare).
What Features Actually Matter? Honest Take
Here’s what I’d care about if I were picking today:
- Templates/saved sections: Does it save you time, or are you fighting the editor?
- E-signature: Do your clients actually use it, or do they always email back “looks good” anyway?
- Notifications/tracking: Knowing when a client opened a proposal helps you follow up at the right time.
- Integrations: If you’re already living in HubSpot or Stripe, make sure your tool plays nice.
Everything else? Nice to have, but not a reason to switch.
Common Pitfalls: Where People Waste Time and Money
- Overbuying: Don’t get a tool with 100 features you’ll never use. It just slows you down.
- Ignoring the client’s experience: Fancy proposals are cool, but if your client just wants a PDF, don’t force them to sign up for something new.
- Skipping the trial: Every tool looks great in the demo. Use the free trial, send a test proposal, and see if it fits how you work.
- Chasing “AI” features: Most “AI” proposal tools just spit out generic content. If you want real differentiation, you’ll still need to write or tweak your own stuff.
TL;DR: Pick a Tool, Keep It Simple, Iterate Later
There’s no perfect tool—just what fits your team’s real workflow and your clients’ expectations. Start with a trial, don’t overthink features, and get your first proposal out the door. If you outgrow your tool, you can always switch. Most teams waste time chasing the “best” instead of just picking “good enough” and iterating.
Keep it simple, get feedback from your clients, and only upgrade when you actually feel the pain. That’s the real shortcut.