Best Proposal Software for Agencies and Teams

Why this list is different from a freelancer roundup

A solo freelancer and a 10-person agency are not shopping for the same thing, even when they type the same search term. A freelancer's list of requirements is short: affordable pricing, e-signatures included, maybe a path to invoicing. An agency's list adds a whole category of needs that only shows up once more than one person is sending proposals:

• Visibility across the team. A sales lead needs to see what every rep has sent, to whom, and what stage it's at, not just their own proposals.
• A shared content library. Reusable blocks, pricing tables, and case studies that any team member can pull into a new proposal, rather than everyone writing from scratch or copying an old Word doc.
• Permissions and roles. Who can edit a template versus who can only use one; who can see the whole pipeline versus just their own deals.
• Pricing that scales sensibly with headcount. Per-seat pricing is normal at this size, but the math changes a lot between a 3-person shop and a 12-person one: worth checking before committing.
• Integration with whatever the sales team already runs, often a CRM like Salesforce or HubSpot.

That's a genuinely different shopping list from the one in our freelancer proposal software roundup, and it changes which tool actually wins. Pricing and features below are pulled from the same verified dataset used throughout this site: see docs/COMPETITOR_ANALYSIS.md for sourcing, not re-estimated for this article.

The comparison at a glance

Proposify: the clearest fit for agencies

Price: the pricing page shows two naming conventions that don't fully reconcile with each other: Build ($49/user/mo, $39/mo billed annually), Grow ($65/user/mo), and Scale ($107/user/mo plus a $12,800/year platform fee covering 10 users) on the main cards; a separate feature table uses Basic/Team/Business names with monthly send caps of 10/30/75. Treat the exact tier-to-tier mapping with some caution, it's a real inconsistency on Proposify's own page, not something we're misreading, but the substance is clear enough to compare.

This is the one tool on this list actually built for the problem an agency has. Grow and above give account-wide visibility and control: a manager can see every proposal any team member has sent, not just their own. There's a shared content library so reps aren't rebuilding the same case study slide for the tenth time. Salesforce (and Aspire) integration is available as a paid add-on, which matters if the sales team already lives in a CRM. E-signatures are included on every plan.

The tradeoffs are real too: no free plan (just a 14-day trial), per-user pricing that adds up fast past a handful of seats, and the page's own confusion about plan names and limits is something you should clarify with their sales team before committing, not something to just accept at face value. Proposify also caps monthly sends even though the same page says "unlimited documents": draft as much as you want, but check the send cap against your team's actual monthly volume.

Best for: a small agency or sales team that needs shared visibility, a content library, and CRM integration: the segment this entire article is about.

PandaDoc Business: the broader-platform option

Price: Business is listed at $49/seat/month on annual billing (a separate monthly-only rate isn't clearly stated on the page). Starter is $19/seat/month for lighter needs; Enterprise is custom.

PandaDoc's Business tier adds the features aimed at teams: a richer document editor, custom branding, payment collection, and (Business/Enterprise, annual only) Qualified Electronic Signatures with recipient verification: a meaningfully stronger compliance story than most of this list if your agency's clients require it. It's also a broader document platform than a pure proposal tool: contracts and forms live in the same system, which is useful if proposals aren't the only document type your team sends.

What it doesn't clearly offer is the same account-wide pipeline visibility Proposify leads with: PandaDoc's team features are more about document workflows and permissions than a sales-manager's dashboard of who sent what. Worth confirming directly with PandaDoc if that specific visibility is the deciding factor for your team.

Best for: an agency that wants one platform for proposals, contracts, and other signed documents, and values PandaDoc's stronger e-signature compliance options.

Better Proposals Enterprise: shared templates without the overhead

Price: Enterprise is listed around $42 per user/month, with unlimited seats and unlimited monthly sends (versus Starter's single-seat, 10-send-per-month cap). No free plan: a 14-day trial.

Better Proposals' Premium tier and above unlock unlimited seats and a shared template library, which covers the "everyone works from the same proposal templates" need without the complexity of a full sales platform. It's a genuinely simpler product than Proposify or PandaDoc, which can be a feature rather than a limitation for a small team that doesn't need CRM integration or granular permissions. What it doesn't have, based on its own pricing page, is an account-wide pipeline dashboard: there's no stated feature for a manager to see every rep's sent proposals in one view, which is the single clearest team-visibility gap next to Proposify's account-wide view.

Best for: a small team (3-8 people) that wants shared, reusable proposal templates and included e-signatures, without paying for sales-team-scale software they won't fully use.

Bonsai Elite: for a team that wants one all-in-one tool

Price: Elite is $59/month ($49/month billed annually), with a 3-user minimum.

Bonsai's pitch is different from the others here: instead of a dedicated proposal/sales tool, it's a broader freelance-and-small-business suite: invoicing, time tracking, task management, and client CRM, with proposals and contracts as one piece of that suite (gated to Essentials and above, not available on the cheapest tier). The Elite tier's 3-user minimum is clearly aimed at small teams rather than solo use. The pricing page doesn't explicitly state whether e-signatures are included, so confirm that directly if it matters to your workflow: don't assume parity with the others on this list.

Best for: a very small team (3-5 people) that wants one shared subscription covering their whole operation, not just proposals, and doesn't need deep sales-pipeline visibility.

VEYQO: honestly, not built for this

This is the one entry on this list where the honest answer is "look elsewhere, eventually." VEYQO is $19/month (Pro) for unlimited proposals, e-signatures, and invoicing, or free for 3 proposals/month with the same full feature set: genuinely strong value for what it does. But what it does is built around one person per business account. There's no team-permissions system, no shared visibility across users, no concept of "seats" at all. If you and a co-founder each sign up, you get two completely separate accounts with no way to see each other's proposals, pipeline, or clients.

For a tiny shop, two or three people, each handling their own clients independently, with no real need to see each other's pipeline, that limitation might genuinely not matter yet, and VEYQO's per-account pricing (each person pays $19/month, or stays free under 3 proposals/month each) can still be the cheapest and simplest option. But the moment an agency needs a sales manager to see the whole team's pipeline, a shared template library multiple people pull from, or role-based permissions, VEYQO isn't the right tool, and pretending otherwise would be dishonest. At that point, Proposify, PandaDoc Business, or Better Proposals Enterprise are the right next look, in roughly that order of fit for team-scale sales workflows.

Worth a shorter mention

Proposable tops out at Enterprise ($500+/month, with API/custom integrations) for genuine scale, but its Team tier ($39/user/month) doesn't describe any account-wide visibility feature on its pricing page, making it a less clear team fit than Proposify despite the similarly-priced per-seat tier.

HoneyBook (from $29/month, annual billing) is built for client-facing service businesses broadly, photographers, event planners, consultants, rather than sales-team proposal workflows specifically, so it's a weaker fit for an agency's pipeline-visibility needs even though it has solid built-in invoicing.

The honest verdict

If your agency's defining need is a manager actually seeing the whole team's proposal pipeline in one place, Proposify is the clearest fit on this list, not because it's VEYQO's roundup and VEYQO needs a competitor to lose to, but because its account-wide visibility and shared content library are real, stated features the other options either lack or don't clearly describe. If you want that same team orientation with a broader document platform and stronger e-signature compliance, look at PandaDoc Business. If your team is small and just wants shared templates without a sales-platform price tag, Better Proposals Enterprise is worth a look. And if you're a tiny 2-3-person shop that hasn't actually hit a team-collaboration wall yet, VEYQO remains a genuinely good, inexpensive option, just go in knowing it's multiple separate single-user accounts, not a team product, and plan to move on once that stops being enough.