TLDR (Summary)
The best proposal software for designers is Plutio ($19/month).
Standalone proposal software sends documents but don't connect to project delivery. Plutio proposals convert directly to contracts and projects... so accepted work flows into active production without re-entering scope details.
Designers get package options, scope documentation, e-signatures, and automatic project creation. Clients see professional proposals with clear deliverables, timelines, and pricing.
Designers using connected proposals close more through faster turnaround and professional presentation.
For additional strategies, read our freelance proposal writing guide.
What is proposal software for designers?
Proposal software for designers is software that creates, sends, and tracks project proposals with professional presentation, client engagement tracking, and workflow connection to contracts and invoicing.
The distinction matters: documents present information, proposal software adds interactivity, tracking, and conversion workflows. Designer-focused proposal software includes templates for creative work and connects to contracts, projects, and billing.
What designer proposal software actually does
Core functions include creating proposals from templates with customizable sections, presenting scope, pricing, and timeline professionally, tracking when clients view and engage with proposals, handling acceptance and electronic signatures, and connecting accepted proposals to contracts and projects. Advanced platforms add content libraries and automation.
PDF vs interactive proposals
Traditional PDF proposals are static: you email a document, hope clients read it, and wait for responses. Interactive proposals let clients view in a branded web experience, track exactly which sections they read and for how long, accept or sign online, and trigger automated workflows on acceptance. The difference in close rates is substantial.
What makes designer proposals different
Design proposals require visual sophistication that matches the creative work being sold. Generic proposal software for designers create documents that look like insurance quotes. Designer-focused tools create presentations that demonstrate creative capability through the proposal experience itself. The proposal is part of your pitch.
When proposals connect to contracts and projects, scope documentation flows through the entire client relationship. What was proposed becomes what was signed becomes what gets delivered. No information is re-entered or lost.
Why designers need proposal software
Designers sending proposals without dedicated software lose deals to poor presentation, waste time on manual follow-ups, and create scope documentation gaps between proposal and project.
The presentation problem
Research shows interactive proposals close 50% than plain documents. For designers especially, the proposal itself demonstrates capability. A poorly formatted proposal undermines the creative expertise you're selling.
What breaks without proposal software
- Lower close rates: PDF attachments get lost, aren't trackable, and don't demonstrate creative capability
- Blind follow-ups: No visibility into whether proposals were viewed, which sections read, or where clients got stuck
- Manual copying: Scope written in proposals must be manually copied to contracts and projects
- Version confusion: Multiple proposal versions in email threads. Which one did they approve?
- Slow acceptance: Friction in accepting proposals delays project starts
The tracking advantage
Knowing when clients view proposals transforms follow-up strategy. When you see a client opened and read your proposal thoroughly, you can follow up with confidence. When you see they opened but didn't scroll past pricing, it's easy to identify the objection. Tracking supports intelligent next steps.
The response time factor
Speed matters in closing design work. When a prospect requests a proposal, faster turnaround increases close probability. Template-based proposal software cuts creation time from hours to minutes. When competitors take days to respond and you respond in hours with a professional presentation, the advantage is clear.
Proposal software treats proposals as conversion tools, not just documents. Tracking, presentation, and workflow integration all contribute to higher close rates and faster project starts.
Proposal features designers need
The essential proposal features for designers combine professional presentation with tracking, acceptance workflows, and integration to downstream tools.
Core proposal features
- Template library: Pre-built proposal templates for common project types. Customize rather than starting blank
- Visual editor: Create attractive proposals without design software. Drag-and-drop sections, custom branding
- Pricing tables: Multiple options, optional line items, quantity-based pricing. Clear financial presentation
- View tracking: See when proposals are opened, how long clients read each section, which pages get attention
- Online acceptance: Clients accept proposals with a click. No printing, signing, scanning required
- Electronic signatures: Legally binding e-signatures when contract-level formality needed
Designer-specific features
- Portfolio integration: Embed past work examples directly in proposals. Show capability while proposing
- Scope documentation: Clear deliverable lists that transfer to contracts and projects
- Revision clauses: Standard language about revision limits and additional revision costs
- Timeline visualization: Present project phases and milestones visually
Platform features that multiply value
- Contract conversion: Accepted proposals become contracts. Scope and terms flow through
- Project creation: Approved proposals trigger project setup with scope already documented
- Invoice connection: Payment schedules from proposals inform milestone invoicing
- Client portal access: Clients view proposals in a branded portal experience
The deciding factor for designers is workflow integration. Proposals that connect with contracts and projects create documented scope throughout the engagement instead of isolated sales documents.
Proposal software pricing for designers
Proposal software for designers typically costs $19-49 per month for standalone tools, with the actual cost depending on features and whether you need additional tools for contracts and invoicing.
What designers typically pay for stacked tools
You piece together multiple subscriptions:
- Proposals: Isolated proposal software for designers ($19-49/month), Proposal software ($19-29/month), a document tool ($19-49/month)
- Contracts: e-signature software ($10-25/month), HelloSign ($15-25/month)
- Client management: management software ($29-79/month), Client-focused software ($28-48/month)
- Invoicing: Standard billing software ($17-55/month), accounting software ($30-90/month)
Combined, this stack costs $75-200/month with proposals disconnected from contracts and billing.
Plutio pricing (January 2026)
- Core: $19/month - Unlimited proposals with contracts, invoicing, project management, and client portals included
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support
The ROI calculation for designers
If improved proposals help you close one additional $5,000 project per year:
- Tool cost: $19/month x 12 = $228/year
- Additional revenue: One extra closed project = $5,000+
- Additional value: Time saved on manual processes, better scope documentation
Proposal software pays for itself with a single additional closed deal. Everything beyond that is workflow efficiency and improved client experience.
Why Plutio is the best proposal software for designers
Plutio handles proposals as part of a complete platform where contracts, projects, and invoicing work together rather than as separate tools.
Proposals convert to contracts instantly
When clients accept your proposal, convert to a contract with one click. Scope, deliverables, timeline, and payment terms carry through. Add contract-specific clauses and send for signature. No re-entering information into a separate contract tool.
Track engagement in real-time
See exactly when clients open proposals, which sections they read, and how long they spend on pricing. Time visibility supports intelligent follow-up. Know whether to address concerns or ask for the close.
Branded client experience
Proposals display your brand throughout: your logo, your colors, your domain. Clients experience a portal that feels like your design practice, not generic software. The proposal presentation demonstrates your creative capability.
Content library for speed
Save proposal sections, scope descriptions, and pricing blocks for reuse. Build new proposals from proven components rather than starting fresh. Consistency improves as you refine what works.
Acceptance triggers automation
When clients accept proposals, trigger downstream workflows: create projects, send welcome emails, schedule kickoff meetings, generate deposit invoices. Acceptance flows immediately into project start rather than requiring manual setup.
No-code automations for design workflows
Rules trigger actions without manual work. Common designer automations: reminders send before deadlines, notifications arrive when prospects view proposals, follow-up tasks create after deliverable approvals, and overdue invoice reminders send automatically. Set up once during initial configuration... runs continuously without attention.
Portfolio case study embedding
Design proposals benefit from visual proof. Case studies and portfolio samples embed directly... showcasing capability while defining scope.
Mood board presentation
Initial concepts sometimes need visual direction. Mood boards include in proposals... establishing aesthetic direction before work begins.
Deliverable format specification
File formats, dimensions, color spaces. Technical specifications clarify in proposals... preventing end-of-project surprises about deliverable requirements.
Usage rights and licensing terms
Where can the client use the work? Web only? Print? Broadcast? Usage terms clarify upfront... with licensing affecting pricing appropriately.
Every proposal connects to your broader workflow. Accepted proposals become contracts, contracts create projects, and scope documentation flows through the entire client engagement.
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 to clients immediately after.
Step 1: Configure branding (15-30 minutes)
Set up your proposal appearance:
- Logo and colors: Apply your brand identity
- Typography: Choose fonts that match your brand
- Cover design: Create an impactful first page
- Footer: Contact information and legal notices
Step 2: Build your first template (30-60 minutes)
Create a reusable template for your most common project type:
- Introduction: Your approach and why you're the right choice
- Scope section: What's included and excluded
- Timeline: Project phases and milestones
- Pricing: Investment breakdown with options if applicable
- Terms: Payment schedule, revision policy, next steps
Step 3: Set up pricing blocks
Create reusable pricing components for common services. Save line items, packages, and pricing tables. Build proposals faster by assembling proven pricing rather than calculating each time.
Step 4: Test with a sample proposal
Send a test proposal to yourself or a colleague. View as a client would. Check branding, test acceptance workflow, verify any automations trigger correctly.
Step 5: Refine after first real use
Use your template for a real proposal. Note what needed customization, what sections clients asked about, where you could improve. Templates should evolve based on real experience.
Start with one solid template for your most common project type. Add templates for other project types as you need them. Perfect templates evolve through use, not upfront planning.
Proposal templates for designers
Different project types may benefit from different proposal structures, and creating templates for common scenarios speeds proposal creation while keeping consistent quality.
Recommended proposal templates for designers
- Brand identity proposal: Discovery process, concept presentation, deliverable list, usage rights, timeline with revision rounds
- Website design proposal: Design scope, page list, functionality requirements, content dependencies, launch timeline
- Ongoing retainer proposal: Monthly scope, included hours, services covered, additional work rates, term and renewal
- Rush project proposal: Standard scope with rush fee clearly explained, compressed timeline acknowledgment, adjusted revision schedule
- Package options proposal: Multiple tiers (good/better/best) with clear scope differences at each level
Key proposal sections
- Introduction: Acknowledge their needs, demonstrate understanding
- Your approach: How you work, what makes your process effective
- Scope and deliverables: Specific list of what's included (and what's not)
- Timeline: Phases, milestones, client review points
- Investment: Pricing with payment schedule. Options if offering multiple paths
- Terms: Revision limits, payment terms, cancellation policy
- Next steps: Clear call to action. How to proceed
Template customization principles
Templates should be specific enough to be useful but adaptable to different projects. Core elements like payment terms, revision policies, and acceptance workflows stay consistent. Project-specific elements like scope details, timeline, and pricing adapt to each opportunity. The best templates save typing while still feeling personalized to each client's situation.
Strong proposals answer the client's core question: why should I choose you for this project at this price? Every section should contribute to that answer.
Client portals for proposal delivery
A client portal creates a branded destination for proposal viewing, providing a better experience than email attachments while supporting tracking and simplified acceptance.
Portal vs email delivery
Email attachments require clients to download, open in another application, and respond via email. Portal proposals appear in a branded web experience clients can access from any device without downloads. The experience signals professionalism before they even read your scope.
Tracking visibility
Portal delivery supports detailed tracking impossible with email attachments:
- When the proposal was viewed
- How many times it was opened
- Which sections received attention
- How long was spent on pricing
- Whether the proposal was shared with others
Time tracking informs follow-up timing and approach.
Simplified acceptance
Clients accept proposals directly in the portal. Click to accept, sign if needed, and the acceptance is recorded with timestamp. No printing, no scanning, no hunting through email for where to reply. Reduced friction accelerates closes.
Document history
Accepted proposals appear in client portal history alongside contracts and invoices. Clients can reference what was agreed without asking you to resend. Self-service access reduces your admin burden.
Portal-based proposals create a professional presentation while providing tracking and acceptance features that email attachments can't match.
How to migrate proposals to Plutio
Migrating proposals typically means recreating templates rather than importing historical data. Past proposals usually remain accessible in their original tool for reference.
Step 1: Gather successful proposal examples
Collect your best-performing proposals. Identify what made them effective: structure, language, pricing presentation. These examples inform your new templates.
Step 2: Rebuild templates in Plutio (1-2 hours)
Recreate your core proposal structure using existing content as reference. Take the opportunity to improve elements based on what you've learned. Remove sections that don't add value, strengthen areas where clients have questions.
Step 3: Use for new proposals immediately
All new proposals go through Plutio. Experience the new workflow on real deals. Note what performs effectively and what needs adjustment during actual client interactions.
Step 4: Maintain access to historical proposals
Keep read-only access to your previous proposal tool for reference. When clients ask about past proposals, you can still access them. Export important historical proposals as backup.
Step 5: Cancel old subscription when ready
Once comfortable with Plutio proposals and confident in your templates, cancel the old tool. You maintain parallel access for 2-4 weeks before fully transitioning.
Common migration considerations
- Pending proposals: Finish in-progress proposals in old tool, start new ones in Plutio
- Template refinement: Use migration as an opportunity to improve proposal structure
- Integration setup: Configure contract conversion and automation workflows early
Proposal migration focuses on creating effective templates rather than importing history. The value is in better future proposals, not archived past ones. Each new proposal you send through the improved system compounds the benefit of your initial migration investment. Better proposal tools lead to better close rates over time.
