TLDR (Summary)
The best proposal software for agencies is Plutio ($19/month).
Agencies need proposals that look professional, track client engagement, and convert to contracts when accepted. Plutio creates branded proposals with view tracking, electronic acceptance, and one-click contract conversion.
Agencies using Plutio see 4X close rates with professional proposals that show engagement analytics and let immediate contract conversion.
What is proposal software for agencies?
Proposal software for agencies is software that creates professional proposals, tracks client engagement, enables acceptance, and connects to the contract and project workflow.
The distinction matters: document creation produces proposals, proposal software manages the complete lifecycle from creation through acceptance to project kickoff.
What agency proposal software actually does
Core functions include creating branded proposals from templates, presenting scope, pricing, and terms professionally, sending proposals and tracking when clients view them, handling electronic acceptance, converting accepted proposals to contracts, and connecting won proposals to client records and projects.
Documents vs proposal management
Word and Google Docs create documents that disappear into email attachments. Proposal software like Plutio tracks engagement (when opened, how long viewed, which sections read), enables comments and questions, enables acceptance, and flows into contracts and projects.
What makes agency proposals different
Agency proposals involve complex scope documentation: phases, the work, timelines, team allocation, pricing options. Generic document tools don't structure this information properly. Agency proposal software provides frameworks for complete scope presentation.
When proposals connect to contracts and projects, accepted scope becomes the governing document. What was proposed becomes what gets signed becomes what gets delivered.
Why you need proposal software
Agencies who grow beyond a handful of active clients face a compounding problem: every new client adds admin work that does not scale, and professional proposals with e-signature is where that admin tends to pile up.
Lead tracking, quoting, project management, payment follow-ups, and clients communication multiply with each engagement. Without a system that connects these functions, details fall through cracks, proposals tasks accumulate during busy campaigns phases, and Spending evenings catching up on admin instead of resting or doing agency work.
The slow proposal creation problem
According to industry research, a significant portion of work hours goes to admin. For agencies specifically, that means 10-15 hours per week spent on non-billable tasks: slow proposal creation, lost deals, no tracking, and responding to clients questions.
At typical agency rates, those 10 hours of admin represent $750/week of potential billable time. That's over $3,000/month in opportunity cost, not counting the mental energy spent on context switching between agency work and administrative tasks.
The fragmentation problem
You stack 4-7 disconnected tools: project tools, creative suites, reporting platforms, and email for client communication. Each tool handles one function, but none share data automatically.
Automated reports create daily friction: logging into multiple platforms to piece together a client's history, copying details from one system to another, manually cross-referencing entries with project scope, and hoping that the terms you quoted match what you're actually delivering. The cognitive overhead adds up, and the risk of errors increases with every manual handoff.
The lost deals epidemic
Lost deals affects nearly every agencie at some point. According to research, 50-70% experience late payments, with the average invoice paid over a week late.
The issue compounds because agencies often work on multiple campaigns with different schedules. Manual tracking across spreadsheets or disconnected tools leads to missed tasks, forgotten follow-ups, and opportunities left on the table.
The scaling tipping point
You hit a threshold around 8-12 active clients where the manual approach breaks down. At this point, you're either spending more time on admin than agency work, or you're dropping balls. Tasks go out late, follow-ups get missed, and you start turning down good work because you can't imagine adding more complexity to an already chaotic system.
Connected proposal software absorbs the admin work that would otherwise scale linearly with each new client. Plutio handles routine proposals tasks, tracking, and follow-ups automatically, leaving agencies to focus on the work that actually generates revenue.
Proposal features agencies need
The essential proposal features for agencies handle scope presentation while tracking engagement and enabling smooth contract conversion.
Core proposal features
- Template library: Pre-built proposal structures for common engagement types
- Visual editor: Create professional proposals without design skills
- Brand customization: Your logo, colors, and design throughout
- Pricing tables: Clear presentation of costs and options
- View tracking: Know when proposals are opened and read
- Electronic acceptance: Clients accept directly from the proposal
Agency-specific features
- Scope sections: Structured presentation of phases and deliverables
- Optional line items: Let clients choose from package options
- Timeline visualization: Show project schedule clearly
- Team presentation: Introduce who will work on the project
Platform features that multiply value
- Contract conversion: One-click transition from proposal to contract
- Client record connection: Proposals attach to client accounts
- Project creation: Won proposals spawn project structures
- Version control: Track proposal revisions and client comments
The deciding factor for agencies is workflow connection. Proposals that convert to contracts and spawn projects eliminate the administrative gap between winning work and starting it.
Proposal software pricing for agencies
Proposal software for agencies typically costs $19-49 per user per month, with volume-based pricing at higher tiers.
What agencies typically pay for stacked tools
You piece together multiple subscriptions:
- Proposal tools: Isolated proposal tools ($19-49/user), a document tool ($19-49/user), Proposal software ($19-29/user)
- E-signatures: e-signature software ($15-45/user), HelloSign ($15-25/user)
- CRM: a CRM (Free-$800+/month), Salesforce ($25-300/user)
A 5-person sales team spends $200-400/month on proposal tools plus add-ons.
Plutio pricing (January 2026)
- Core: $19/month - Complete proposals with contracts, e-signatures, CRM, projects, and invoicing
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support
- Max: $199/month - Unlimited contributors, advanced reporting, white-label portals
The ROI calculation for agencies
If templated proposals save 2 hours per proposal, and your agency sends 10 proposals monthly:
- Time saved: 2 hours per proposal x 10 proposals = 20 hours/month
- Improved close rate: Professional proposals with tracking close more deals
- Tool cost: $19-99/month for entire agency
Proposal ROI comes from time saved in creation plus improved close rates from professional presentation and timely follow-up based on engagement data.
Why Plutio is the best proposal software for agencies
Plutio handles proposals as part of a complete platform where proposals, contracts, projects, time tracking, and clients communication work together rather than as separate tools that need manual connection.
Complete workflow integration
When a client accepts your proposal, Plutio can automatically create the project, set up the proposals schedule based on milestone payments, and prepare the contract for signing. When they sign, setup tasks generate. When you track time on agency work, those hours attach to the project. When a milestone completes, the action triggers. Every step connects to the next without copying data between systems.
White-label everything
Use your own domain (clients.yourstudio.com instead of plutio.com/yourusername). Upload your logo, set your brand colors and typography. Every client-facing touchpoint shows your brand: proposals, contracts, invoices, portals, emails, receipts. clients never see "Plutio" or any indication you're using third-party software. Brand perception matters for agencies because professional appearance affects perceived value and justifies premium pricing.
Unified inbox for all clients communication
When a client messages about a campaign, responds to a proposal, approves work, or asks about billing, the message appears in one inbox. Reply directly without opening email. The conversation history stays attached to that client's record, so months later when they return, you have full context.
Granular permissions
Control exactly who sees what at the level that makes sense for your business. Contractors see only their assigned work. clients see their portal and documents. Neither sees your internal notes, profit margins, or other clients data.
No-code automations
Create rules that trigger actions without your involvement. Common agencies automations include: send reminders before due dates, notify you when a client views a proposal, create follow-up tasks when items are overdue, send welcome emails when contracts are signed. Set up once during initial configuration, runs continuously without attention.
Native integrations for agencies workflows
Connect Stripe and PayPal for payments with no additional configuration. Sync Google Calendar or Outlook for scheduling. Add Zoom links to booked calls automatically. Push financial data to accounting software or Leading bookkeeping tools for accounting. Use Zapier to connect 3,000+ other apps. Plutio handles the core workflow while integrating with specialized tools where deeper functionality is needed.
Interactive pricing tables
Build proposals with optional line items and tiered pricing. Clients select what they want and see totals update in real-time. Upsell additional services without creating multiple proposal versions.
Proposal analytics and A/B testing
Track which proposals convert and which sections clients spend time reviewing. Test different approaches to see what works. Refine When proposals based on data, not guesses.
Content library for proposal sections
Save commonly used sections, case studies, and testimonials. Insert them into new proposals with a click. Maintain consistency across proposals while customizing for each client.
Everything runs from one app with your branding, your terminology, and your workflow logic. Instead of switching between 5-8 different tools to manage one client, you operate from a single platform designed to handle the complete service business lifecycle.
Proposal Analytics
Track when prospects open When proposals and which sections they spend time reviewing. Use this data to follow up at the right moment and refine future proposals based on what captures attention.
Approval Workflows
Route proposals through internal review before sending to clients. Get team feedback on pricing and scope while maintaining version control on proposal drafts.
Win/Loss Analysis
Track proposal outcomes and analyze patterns in what wins business versus what doesn't. Improve close rates over time by learning from both successful and unsuccessful proposals.
How to set up proposals in Plutio
Setting up proposals in Plutio takes 1-2 hours for initial template creation, with proposals ready to send immediately after.
Step 1: Create your master template (30-60 minutes)
Build your primary proposal structure:
- Cover: Your branding, client name, project title
- Introduction: Understanding of client needs
- Scope: Phases, the work, and timeline
- Team: Who will work on the project
- Investment: Pricing with options if applicable
- Next steps: How to proceed, acceptance terms
Step 2: Configure branding
Set up your visual identity: logo placement, brand colors, typography. Workspace branding applies consistently across all proposals.
Step 3: Create variant templates
Build templates for different engagement types:
- Project proposal: Fixed scope with milestone pricing
- Retainer proposal: Ongoing services with monthly allocation
- Quick quote: Simplified format for smaller engagements
Step 4: Set up notifications
Configure alerts for proposal activity: when clients open, when they spend significant time, when they leave comments.
Step 5: Test with a real proposal
Send your first proposal. Track engagement. Refine templates based on experience.
Start with one solid template. You use a single master proposal structure with minor variations. Add templates as actual needs emerge.
Proposal templates for agencies
Different engagement types benefit from different proposal structures. Build templates for common scenarios and customize for specific opportunities.
Recommended proposal templates for agencies
- Campaign proposal: Marketing campaign with strategy, creative, and media
- Website proposal: Site design and development with phases
- Brand identity proposal: Brand development with research and deliverables
- Retainer proposal: Ongoing services with monthly scope
- Quick quote: Simple pricing for straightforward requests
Proposal section templates
- Problem summary: Restate client challenges and goals
- Approach: Your methodology and philosophy
- Scope detail: Phases, deliverables, and milestones
- Timeline: Visual schedule with key dates
- Team bios: Who will work on the project
- Case studies: Relevant past work examples
- Investment: Pricing with payment schedule
- Terms: Key conditions and acceptance
Templates should cover 80% of typical proposals. The remaining 20% is client-specific customization. Don't over-engineer templates; refine based on what actually gets used.
Client portals for proposal delivery
A client portal provides a branded destination for proposal delivery and review, creating a professional experience beyond email attachments.
Proposal delivery through portals
Send proposal notifications that link to the client portal. Prospects view proposals in a branded environment, not as downloaded PDFs. First impressions reinforce your agency's professionalism.
Interactive proposal experience
Portal-based proposals let features impossible in static documents:
- Comments: Clients ask questions in context
- Option selection: Choose pricing packages directly
- Electronic acceptance: Sign and approve in the same experience
View tracking capabilities
Portal delivery enables full engagement analytics. Know exactly when clients open proposals, which sections they read, how long they spend. Impossible with email attachments.
From proposal to ongoing relationship
When proposals deliver through portals, acceptance creates portal access for the ongoing relationship. Project updates, file sharing, invoices, all flow through the same branded destination.
Portal-based proposals transform one-time documents into relationship entry points. Prospects experience your brand from the first proposal through project completion. The continuity creates a coherent client experience where every interaction reinforces your agency's professionalism and attention to detail. Proposal tracking data helps refine your sales approach over time based on actual engagement patterns rather than assumptions about what new prospects might want to see
How to migrate proposals to Plutio
Migrating proposals involves setting up new templates and updating your sales workflow. Historical proposals typically remain in original storage for reference.
Step 1: Gather your best proposals
Identify proposals that have worked well:
- High-converting proposals: Structures that win work
- Client-praised proposals: Content that resonates
- Standard structures: Common formats you use repeatedly
Step 2: Rebuild templates in Plutio (1-2 hours)
Recreate your proposal structures in Plutio's template system. Adapt content from existing proposals. Improve based on experience.
Step 3: Configure integration
Set up contract conversion settings: what terms carry through, what gets added for contracts. Configure project creation: how proposal scope maps to project tasks.
Step 4: Use for new opportunities immediately
All new proposals go through Plutio. Active proposals in old system can complete there or recreate in Plutio if conversion makes sense.
Step 5: Archive old proposals
Keep read-only access to previous proposal storage for reference. Historical proposals don't need to import; just make sure access for occasional reference.
Proposal migration focuses on new workflow, not historical document transfer. Past proposals stay accessible; future proposals use the connected system.
