How to Streamline Your B2B Proposal Workflow with Qwilr for Faster Client Approvals

If you’re spending hours wrangling Word docs, chasing down e-signatures, or reformatting the same proposal for the hundredth time—this is for you. B2B proposals eat up time, and getting clients to approve them faster can feel like herding cats. There’s no magic bullet, but using the right tools does help. Here’s how to actually streamline your proposal workflow with Qwilr—without buying into the hype or wasting time on features you don’t need.


Why Your Proposal Workflow Probably Needs Help

Let’s be honest. Most B2B proposal processes are a mess:

  • You copy-paste from old docs, hoping you didn’t leave the last client’s name in.
  • Sales and marketing argue over the right template.
  • Legal wants a different format.
  • Clients drag their feet because your proposal is a 12-page PDF that’s hard to read on mobile.

If you recognize the above, you’re not alone. The right tool can help, but only if you use it well.


What Qwilr Actually Does (and What It Doesn’t)

Qwilr is basically a web-based proposal builder. Instead of sending PDFs, you send your clients a link to a good-looking, interactive proposal. You can add pricing, video, and e-signatures, and track what your clients view.

What works: - Easy templates that actually look modern. - Built-in e-signatures and accept/decline buttons. - Real-time notifications when the client views or accepts the proposal. - Embedding videos, images, pricing tables—no fuss.

What to ignore: - Fancy animations and backgrounds. They can slow things down or look gimmicky. - Over-complicated integrations you don’t need.

What doesn’t work (or isn’t magical): - Qwilr won’t write your proposal for you. - If your pricing or terms are a mess, no tool will fix that. - Clients who hate change may still grumble about “another link to click.”


Step 1: Build a Proposal Template That Doesn’t Suck

Templates save time, but only if they’re actually usable. Start with one Qwilr’s pre-built templates, but don’t just fill in the blanks. Take a few hours to make a base template that:

  • Matches your brand (logos, colors, key messaging).
  • Covers the essentials: intro, scope, pricing, terms, next steps.
  • Leaves space for customization—don’t make it so rigid you can’t adapt.

Pro tip: Don’t cram in everything you’ve ever done. Clients want clarity, not a novel.


Step 2: Make It Stupidly Easy for Clients to Say Yes

The fewer steps your client has to take, the faster you get approvals.

  • Use the Accept/Decline feature. This removes the “Can you please sign and scan?” email loop.
  • Add e-signature fields for anything that needs a real signature.
  • Include clear next steps: What happens after they hit “accept”? Spell it out.

What to skip: Don’t force clients to create an account just to view the proposal. Qwilr lets you send a simple link—use it.


Step 3: Automate the Boring Stuff

Nobody wants to re-enter the same info 10 times. Qwilr lets you use variables (like {{client_name}}) to auto-fill details.

  • Set up variables for client name, company, pricing, dates.
  • Connect to your CRM (if you have one and it’s supported). This can push info directly into your proposals.
  • Use sections—not full templates—for repeatable parts (bios, case studies, etc.).

Warning: Don’t go overboard. If you spend more time tweaking automation than writing the proposal, you’re missing the point.


Step 4: Track What Clients Actually Care About

One of the real perks of Qwilr is proposal analytics. You can see which sections your client viewed, for how long, and if they forwarded the link.

  • Use this info to follow up smartly. If they spent five minutes on pricing but skipped the case studies, guess what they care about?
  • Don’t micromanage. It’s a tool for insight, not for pestering.

Pro tip: Don’t email the client five minutes after they view. Give them space.


Step 5: Handle Revisions Without Losing Your Mind

Every proposal needs tweaks. Qwilr lets you edit proposals after sending, and clients always see the latest version.

  • Make live edits instead of resending docs.
  • Use comments (if your plan supports it) to clarify changes.
  • Keep a simple version history—don’t overwrite important terms without tracking them.

What’s not perfect: If a client wants a static record of each version, you’ll need to PDF it manually. Qwilr is built for live docs, not legal archiving.


Step 6: Integrate—But Only If It Saves Time

Qwilr plays nice with tools like Salesforce, HubSpot, Slack, and Zapier. But integrations are only worth it if they actually fit your workflow.

  • Connect your CRM if you’re already using one and have decent data hygiene.
  • Push notifications to Slack if your sales team lives there.
  • Automate proposal creation for repeat deals.

What to skip: Don’t set up complex Zaps or automations just because you can. If it takes longer to set up than it saves, skip it.


Step 7: Get Feedback and Keep Tweaking

No tool is perfect out of the box. After a few proposals, ask your team and clients what’s working (and what isn’t).

  • Short survey or quick call after the deal closes: Did the client find the process easy?
  • Review proposal analytics: Where do clients drop off? Is anything confusing?
  • Iterate your template—don’t let it get stale.

What About Security, Privacy, and Legal Stuff?

Qwilr offers SSL encryption and some access controls. That’s enough for most B2B deals, but if you’re sending highly sensitive info, check with your legal team.

  • Set password protection for confidential proposals.
  • Limit link access (e.g., require an email to view) if needed.
  • Export a PDF for clients who need a static record.

Don’t assume your tool handles compliance for you. If you’re in a heavily regulated industry, double-check.


What NOT to Do When Streamlining Your Workflow

A few common mistakes to avoid:

  • Don’t aim for perfection—“good enough” proposals sent quickly beat “perfect” ones that take weeks.
  • Don’t get sucked into endless customization. Your client wants clarity, not a design showcase.
  • Don’t forget the follow-up. No tool replaces a polite nudge when a client stalls.

Keep It Simple, Keep It Moving

The best proposal workflow is the one you’ll actually use. Qwilr makes proposals faster, cleaner, and easier to approve—but only if you keep it simple, focus on the essentials, and keep iterating. Don’t chase every shiny feature. Build one solid template, automate where it makes sense, and keep improving as you go.

The goal isn’t a perfect proposal. It’s a signed one—faster.