TLDR (Summary)
The best proposal software for bookkeepers is Plutio ($19/month).
Bookkeeping practices need proposals that clearly present services, support online acceptance, and convert to engagement letters without manual re-entry. Plutio creates branded proposals that flow directly into contracts and client records.
Bookkeepers using Plutio create proposals faster and improve acceptance rates with professional online presentation. According to research, proposals with close up to 80% faster than paper-based processes.
For additional strategies, read our freelance proposal writing guide.
What is proposal software for bookkeepers?
Proposal software for bookkeepers creates professional service presentations, supports online acceptance, and connects to engagement letter and client workflows.
The distinction matters: document tools create proposals as files, practice proposal software integrates presentations into the sales-to-service workflow.
What bookkeeper proposal software actually does
Core functions include creating service proposals from templates, presenting pricing professionally, supporting online review and acceptance, tracking proposal status, converting accepted proposals to contracts, and creating client records from new engagements.
Documents vs proposal automation
Word and PDF create static proposals that require email back-and-forth for questions and manual setup after acceptance. Proposal software like Plutio supports interactive review, online acceptance, and automatic workflow continuity.
What makes bookkeeper proposals different
Bookkeeping services have predictable scope and pricing. Proposals present standard service packages with clear boundaries on what's included. Standardization supports template-based efficiency while customization addresses client-specific needs.
When proposals connect to client setup, the sales-to-service transition happens instantly. Accepted proposal creates client record, engagement letter, and project structure automatically.
Why bookkeepers need proposal software
Bookkeepers 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 engagements phases, and Spending evenings catching up on admin instead of resting or doing bookkeeping work.
The slow proposal creation problem
According to industry research, 36% admin. For bookkeepers 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.
Those 10 hours of admin represent significant potential billable time that goes unbilled. That's thousands per month in opportunity cost, not counting the mental energy spent on context switching between bookkeeping work and administrative tasks.
The fragmentation problem
You stack 4-7 disconnected tools: QuickBooks or Xero for accounting, Word or Google Docs for proposals, spreadsheets for tracking, and email for client communication. Each tool handles one function, but none share data automatically.
Disconnected tools 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 admin work adds up, and the risk of errors increases with every manual handoff.
The lost deals epidemic
Lost deals affects nearly every bookkeeper at some point. According to research, 50-70% experience, with the average invoice paid 20 days.
The issue compounds because bookkeepers often work on multiple engagements 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 where the manual approach breaks down. At this point, you're either spending more time on admin than bookkeeping 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 bookkeepers to focus on the work that actually generates revenue.
Proposal features bookkeepers need
The essential proposals features for bookkeepers connect quotes and pricing with engagements delivery, time tracking, and clients communication while handling the unique patterns that bookkeeping work requires.
Core proposals features
- Custom templates: Add your logo, brand colors, typography, and terms. Create different templates for fixed-price projects, retainer proposals, rush quotes. Set up once and apply with one click.
- Multiple payment methods: Accept credit cards through Stripe (2.9% + $0.30 per transaction), bank transfers via ACH (typically 0.8%), or PayPal. Offering multiple options increases completion speed.
- Automated reminders: Configure reminders before due dates, on due dates, and after. Follow-ups send automatically without you drafting messages or remembering to check status.
- Recurring automation: Schedule recurring tasks for retainer clients that send automatically on set dates. Pair with automation to complete without either party taking action.
- Time-to-billing conversion: Select tracked time entries from engagements and convert directly to billable items. No copying hours from a time tracker. The description, duration, and rate pull automatically.
- Expense tracking: Log engagements expenses with receipts attached. Add to clients billing at cost or with markup (common practice is 10-15%).
Bookkeepers-specific features
- Deposit collection: Request upfront payment before work begins. Industry standard is 25-50% deposit. Plutio should connect deposits to final billing automatically.
- Milestone billing: Split engagements payment across phases. Each milestone triggers its own action when you mark that phase complete.
- Revision tracking: When scope expands beyond contracted revisions, the billing should reflect additional work. Connect revision logs to billing so extra rounds generate accurate charges.
- Proposal-to-project flow: When a client accepts a proposal, the schedule should generate automatically based on the payment terms defined.
Platform features that multiply value
- White-label branding: Custom domain, logo, colors, and fonts. All clients-facing communications show your brand. clients never see the software vendor's name.
- Unified inbox: All clients messages, engagements comments, and notifications arrive in one place. Reply without switching to email. Conversation history stays attached for context.
- Permissions: Control who sees what. Contractors see only their assigned work. clients see their portal, not your internal notes or margins.
- Customizable navigation: Rename menu items to match how you talk about your work. Hide features you don't use to reduce clutter.
- Mobile apps: iOS and Android apps for full functionality on the go. Work from anywhere with the same capabilities as desktop.
- Automations: Create rules that trigger actions without your involvement. Set up once, runs continuously.
The deciding factor for bookkeepers is integration depth. Proposal software that connects with proposals, contracts, projects, time tracking, and clients communication eliminates the duplicate data entry that consumes hours every week.
Proposal software pricing for bookkeepers
Proposal software for bookkeepers typically costs $19-50 per user per month for standalone tools, with practice platforms including proposals in broader packages.
What bookkeepers typically pay for stacked tools
Most practices piece together multiple subscriptions:
- Proposals: a document tool ($19-49/user), Isolated proposal tools ($19-49/user)
- E-signatures: e-signature software ($15-45/user) for contracts
- CRM: Separate system for prospect tracking
A 3-person practice spends $100-200/month on proposals plus signatures.
Plutio pricing (January 2026)
- Core: $19/month - Complete proposals with contracts, CRM, 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 bookkeepers
If template proposals save 3 hours per proposal with 5 proposals monthly:
- Time saved: 3 hours x 5 x $50/hour = $750/month
- Conversion improvement: Additional closed work from better presentation
- Tool cost: $19-99/month for entire practice
Proposal ROI comes from faster creation plus improved conversion rates. Both directly impact practice growth and efficiency.
Why Plutio is the best proposal software for bookkeepers
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 bookkeeping 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 bookkeepers because professional appearance affects perceived value and justifies premium pricing.
Unified inbox for all clients communication
When a client messages about a engagement, 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 bookkeepers 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 bookkeepers 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.
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.
How to set up proposals in Plutio
Setting up proposals in Plutio takes 1-2 hours for initial template creation, with professional proposals ready to send immediately after.
Step 1: Create your service proposal template (45-60 minutes)
Build your standard proposal structure:
- Introduction: Practice overview and approach
- Services: What's included in typical engagements
- Scope boundaries: What's not included
- Pricing: Monthly retainer or project fees
- Timeline: When work begins, ongoing cadence
- Acceptance block: How to move forward
Step 2: Configure branding
Set up your practice identity: logo, colors, fonts. Consistent branding across all proposals.
Step 3: Create service package variations (optional)
If you offer different service levels:
- Essential: Basic monthly bookkeeping
- Standard: Full monthly services
- Premium: Controller-level support
Step 4: Send your first proposal
Create from template, customize for prospect. Send and monitor. Refine based on feedback and results.
Start with one core template. Most practices use a single proposal structure with service-level variations. Add complexity only as needed.
Proposal templates for bookkeepers
Different prospect situations benefit from different proposal approaches. Build templates for common scenarios.
Recommended proposal templates
- Monthly bookkeeping: Standard recurring services
- Cleanup project: One-time catch-up work
- Advisory services: Controller or CFO-level engagement
- Bundle proposal: Bookkeeping plus payroll or tax coordination
Standard proposal sections
- About us: Practice qualifications and approach
- Understanding: Client's situation and needs
- Services: What you'll provide
- Exclusions: What's not included
- Investment: Pricing and payment terms
- Timeline: Start date and ongoing schedule
- Next steps: How to accept and begin
Pricing presentation options
- Single option: Recommended service package
- Good/better/best: Three tiers with clear differences
- Core plus add-ons: Base package with optional extras
Templates encode your proven sales pitches. Consistent presentation builds on what works. Every prospect gets your best approach.
Prospect experience through portals
Prospects interact with proposals through branded experiences that set professional expectations before the relationship begins.
Branded proposal viewing
Prospects open proposals in your branded environment. Professional presentation before they become clients. First impression establishes practice quality.
Interactive review
Questions and discussions happen in context. Prospects comment on specific sections. You respond directly. No email back-and-forth losing context.
Mobile accessibility
Proposals work on any device. Prospects review on phone or tablet. Accept and sign from anywhere. No barriers to moving forward.
Transition to client portal
When prospects accept and become clients, their portal transitions. Proposal history remains. Client experience begins organized. No gap between sales and service.
Professional proposal experience previews the client relationship. Prospects experience your organized approach before they commit.
How to migrate proposals to Plutio
Migration from another proposal software typically takes 3-5 hours of active work spread over a weekend, with the best time to switch being between engagements rather than mid-delivery when you have active clients commitments.
Step 1: Export from your current tool
Most proposal software provides CSV export for clients data and document archives. Here's what to export from common tools:
- a document tool: Export clients and engagements data from Settings or Reports. Download important documents manually.
- Isolated proposal tools: Export contacts and history from Reports section. Download transaction history for reference.
- Proposal software: Export clients list and engagements data. Use the data export feature for complete records.
Step 2: Build templates in Plutio (2-3 hours)
Use your exported content as reference to create new templates. Start with the engagement type you use most frequently. Recreate 2-3 core templates initially rather than trying to migrate every document you've ever created. Focus on forward-looking workflows, not historical archives.
Step 3: Set up integrations (30 mins)
Connect payment processing (Stripe, PayPal), calendar sync (Google Calendar, Outlook), and accounting software (accounting software, Leading bookkeeping tools). Test each integration with a sample transaction to make sure data flows correctly before relying on it for real clients work.
Step 4: Import clients data (30 mins)
Upload your clients CSV to Plutio. Map fields appropriately (name, email, company, phone, address). For active clients with ongoing engagements, create their records. For historical clients you may never work with again, consider whether import is necessary.
Step 5: Run parallel for new work
Use Plutio for all new clients engagements while keeping the old system active for engagements already in progress. Running parallel avoids the complexity of migrating mid-engagement work and gives you time to learn the new system on fresh engagements. As active engagements on the old system complete, those clients transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active engagements on your old system complete (typically 30-60 days), cancel that subscription. Maintain read-only access to historical records if the tool allows, or export final archives before cancellation.
Common migration pitfalls to avoid
- Trying to migrate everything: Focus on active clients and forward-looking workflows. Historical data can remain in archives.
- Switching mid-engagement: Finish in-progress work on the old system. Start new clients on Plutio.
- Not testing integrations: Verify payment processing works with a real (small) transaction before relying on it.
- Skipping the learning curve: Use the first 2-3 engagements as deliberate learning opportunities.
The investment in migration pays back in time saved on every future engagement, proposal, and clients interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from simplified workflows going forward.
