If you’re in B2B sales, you know the grind: juggling multiple deals, customizing proposals, chasing signatures, and hoping nothing falls through the cracks. Proposal software promises to make all that easy, but there’s a lot of noise—and let’s be honest, there’s a lot of clunky, overpriced junk out there. This guide is for sales leaders and teams who want to cut through the hype, actually improve their workflow, and not waste time (or money) on software that doesn’t deliver.
Let’s break down what really matters when you’re picking a proposal tool, where most of them fall short, and where Bidsketch fits into the picture.
Step 1: Figure Out What Your Team Actually Needs
Don’t start with features—start with problems. What’s slow, messy, or annoying about your current proposal process?
- Are you copying and pasting from old Word docs?
- Is branding inconsistent (or just plain ugly)?
- Does it take forever to get a signature?
- Are proposals getting lost in someone’s inbox?
- Is tracking who’s opened what a guessing game?
Take 20 minutes with your sales team and actually list out these pain points. Don’t just say “We want automation.” What exactly do you want automated? If you skip this step, you’ll end up paying for bells and whistles you’ll never use.
Pro Tip: Most sales teams overestimate how much automation they need. Start with the basics—templates, signatures, tracking—get those right first.
Step 2: Ignore the Hype—Focus on the Essentials
There’s a lot of shiny stuff out there: AI proposal writers, “gamified” dashboards, integrations you’ll never use. Here’s what actually matters for most B2B sales teams:
Must-Have Features
- Templates & Content Library: Can you build branded templates and re-use blocks of content? This saves a ton of time.
- E-signatures: Built-in e-signatures, or at least seamless integration with something like DocuSign or HelloSign.
- Analytics & Notifications: Do you know when a prospect views your proposal? Is there a clear audit trail?
- Collaboration: Can teammates review, comment, or approve proposals before they’re sent?
- Easy Export/Sharing: Can you send a web link and/or a nice PDF? Is it mobile-friendly?
- CRM Integration: Bonus if it plugs into your CRM, but don’t let this be a deal-breaker unless your workflow truly depends on it.
Nice-to-Haves (But Not Deal Breakers)
- Pricing tables with approval logic
- Payment collection (if you close deals with a credit card)
- Custom domains/white-labeling
- API access for deeper automation
Ignore (For Now)
- AI-generated proposals (they mostly churn out bland, generic text)
- Overly complex approval workflows
- Chatbots built into the proposal (most prospects ignore these)
Step 3: Shortlist Tools that Don’t Suck
Once you know what you need, narrow it down to 2–4 tools. Here’s what to look for:
- Simple, honest pricing. If you have to “request a quote,” it’s probably more than you want to pay.
- Free trial or demo. If you can’t try before you buy, move on.
- No weird lock-in. Can you export all your data easily? If not, that’s a red flag.
Where Bidsketch Fits
Bidsketch has been around for a while, and it’s not trying to impress you with AI or flashy dashboards. That’s actually a good thing. Here’s what it does well:
- Templates and Reusable Content: You can build a library of sections (about us, pricing, case studies) and mix and match for each proposal. That’s a lifesaver if you’re sending similar stuff to different clients.
- E-signatures Built-In: Prospects can sign right in the browser—no jumping to another service.
- Notifications: You’ll know right away when someone views or signs your proposal.
- Branding: You can add your logo, colors, and even use a custom domain if you care about a polished look.
- Export Options: Email a link or download a PDF—easy either way.
- Integrations: Connects with popular CRMs like Salesforce, Highrise, and a few project management tools. Nothing fancy, but it covers the basics.
- No Bloat: The interface is straightforward. You won’t get lost in endless settings.
Where Bidsketch Falls Short
- Limited Deep Customization: If you want crazy design flexibility or to build proposals that look like glossy magazines, you’ll probably find Bidsketch a bit plain.
- Not Built for Enterprise: If you’re running a 100-person sales org with strict approval chains, it might feel light on admin controls.
- Aging Design: It’s functional, but don’t expect cutting-edge UI.
Step 4: Test the Shortlist with Real Proposals
Don’t just click around in the demo—actually send a real proposal (or two) through each tool you’re considering. Here’s how to make that count:
- Set a timer. How long does it take to go from “blank slate” to “ready to send”?
- Check the recipient experience. Send a proposal to yourself or a colleague. Is it clear, easy to sign, and does it actually look good?
- Try collaboration. Can you get input or approval from a teammate without chaos?
- Export and backup. Can you easily grab a PDF or duplicate a proposal for a new client?
- Play with integrations. If you use a CRM or project tool, does the integration actually save time, or is it more trouble than it’s worth?
- Track results. Do you get timely notifications when someone opens or signs?
Pro Tip: Don’t get sucked into endless testing. You’ll know pretty quickly which tool is less annoying—and that’s usually the right choice.
Step 5: Make the Call—Don’t Overthink It
If you’ve actually run a proposal through Bidsketch and, say, one other tool, you’ll know which one fits your team’s style. Don’t get hung up on tiny details or possible “what if” scenarios. If one tool made it easier to get a real proposal out the door, that’s the one to buy.
Final Gut Checks
- Is it simple enough that your least tech-savvy rep can use it?
- Does it cut down on back-and-forth and manual edits?
- Are you getting the basics—templates, e-signature, notifications—without a learning curve?
If the answer’s yes, you’re good.
The Bottom Line
Sales teams don’t need more software—they need less hassle. The best proposal tool is the one your team will actually use, not the one with the longest feature list. Bidsketch isn’t flashy, but it gets the job done for most B2B teams that just want to send good-looking proposals, get them signed, and get on with their day.
Start simple, see what works, and don’t be afraid to change it up if your needs grow. Most of the magic happens in the conversations, not the software. Keep it straightforward, and you’ll spend less time fiddling—and more time closing.