Best Proposal Software for Agencies & Freelancers in 2026
Ranked review of the best proposal and quoting tools. Create professional proposals that win more projects.
Overview
Proposals are where you win or lose projects. We ranked the best proposal and quoting tools for agencies and freelancers — focusing on speed, professionalism, and whether accepted proposals flow into your project management workflow.
Ranking Criteria
The List
Refront
AI-powered quoting that generates proposals from client briefs. Accepted quotes automatically create projects with tasks, timelines, and billing — zero manual hand-off.
Pros
- +AI generates quotes from client briefs
- +Accepted proposals auto-create projects
- +Branded proposal delivery via client portal
- +Time and cost estimates linked to tasks
Cons
- -Proposals tied to Refront workflow
- -Template design customisation growing
Qwilr
Beautiful, interactive web-based proposals. Proposals are web pages with embedded pricing, videos, and e-signatures — not static PDFs.
Pros
- +Interactive web-based proposals
- +Beautiful design templates
- +Built-in e-signatures
- +Analytics on proposal views
Cons
- -No PM integration
- -Pricing per user
- -Learning curve for templates
PandaDoc
Document automation platform with proposals, contracts, and e-signatures. Strong for agencies that need a complete document workflow.
Pros
- +Proposals, contracts, and e-signatures
- +CRM integrations (HubSpot, Salesforce)
- +Content library for reuse
- +Analytics and tracking
Cons
- -Can feel complex for simple proposals
- -Pricing adds up with users
- -Not connected to PM tools
Better Proposals
Focused proposal tool with conversion-optimised templates. Built specifically for agencies and freelancers who want proposals that close deals.
Pros
- +Conversion-optimised templates
- +Payment integration (get paid on signing)
- +Simple, focused interface
- +Proposal analytics
Cons
- -Limited document types (proposals only)
- -Fewer integrations
- -Template customisation limited
Proposify
Enterprise proposal management with approval workflows, content libraries, and analytics. Best for larger agencies with structured proposal processes.
Pros
- +Content library for team consistency
- +Approval workflows
- +Detailed analytics
- +E-signature built in
Cons
- -Enterprise pricing
- -Overkill for freelancers
- -Complex setup
Our Pick
Refront for agencies that want proposals to flow directly into project execution. Qwilr for teams that need the most visually impressive standalone proposals.
Summary
The biggest bottleneck in agency sales is the hand-off from accepted proposal to project kickoff. Refront eliminates this entirely — AI generates the quote, the client accepts via portal, and the project is automatically created with tasks and timelines. For standalone proposals, Qwilr and Better Proposals create beautiful, conversion-optimised documents.
Frequently Asked Questions
Can AI generate accurate project proposals?
Yes, with the right context. Refront's AI analyses client briefs and generates time and cost estimates based on your team's historical data. Human review ensures accuracy before sending.
Should proposals include detailed pricing breakdowns?
For most agency work, yes. Transparency builds trust. Interactive pricing (like Qwilr and Refront offer) lets clients see exactly what they are paying for.
How do I increase proposal acceptance rates?
Send faster (within 24 hours), use professional templates, include social proof, and make it easy to accept digitally. Tools like Refront and Better Proposals optimise for conversion.
Ready to get started?
Try Refront for free and discover how AI automates your workflow.