TLDR (Summary)
The best proposal software for freelancers is Plutio ($19/month).
Standalone proposal tools like Better Proposals ($19-49/month) and Proposify ($49-99/month) create professional documents but disconnect from project delivery. You send a proposal, client accepts, then you manually create contracts, set up projects, and schedule invoices in other tools. Plutio connects proposals to the complete workflow: acceptance triggers contract signing, project creation, and deposit invoicing automatically.
According to TeamStage research, 36% of freelancer time goes to admin tasks. Proposals that flow directly into project kickoff eliminate the manual setup between "yes" and work starting.
For a step-by-step breakdown, read our complete freelance proposal writing guide.
What is proposal software for freelancers?
Proposal software for freelancers creates, sends, and tracks professional proposals that convert inquiries into projects while connecting acceptance to the downstream workflow of contracts, project setup, and invoicing.
The distinction matters: document editors create proposal PDFs. Email lets you send them. Proposal software handles the complete lifecycle: branded presentation, online viewing, acceptance tracking, electronic signatures if included, and automation that triggers next steps when clients say yes.
What freelancer proposal software actually does
Core functions include building proposals with your branding, colors, and professional layout, adding service descriptions, pricing tables, and payment terms, sending proposals via shareable links rather than attachments, tracking when clients open and how long they spend reviewing, collecting electronic acceptance with signature if needed, and triggering next steps automatically when proposals convert. Advanced platforms connect proposals to contracts and project management.
PDFs vs interactive proposals
Static PDF proposals get lost in email, cannot be tracked, and require manual updates for pricing changes. Interactive proposals open in browsers, track engagement, allow online acceptance, and can include video, animations, and dynamic pricing options. The experience signals professionalism that static attachments cannot match.
What makes freelancer proposals different
Freelance proposals need flexibility: some projects are fixed-fee, some are hourly, some include package options for clients to choose from. Payment terms vary from full upfront to milestone splits. Scope descriptions must be detailed enough to prevent misunderstandings but quick enough to send before clients lose interest. Without proposal software that handles these variations through templates, every proposal becomes a time-consuming custom creation.
When proposals connect to contracts, projects, and invoicing, acceptance flows directly into project kickoff. The gap between "yes" and work starting shrinks from hours of setup to seconds of automation.
Why freelancers need proposal software
Freelancers who create proposals manually face two problems: each proposal takes too long to create, and the handoff from acceptance to project setup creates delays and errors.
Writing proposals from scratch every time means reinventing service descriptions, pricing structures, and terms. The proposal that should take fifteen minutes takes an hour. Meanwhile, prospects lose interest, competitors respond faster, and opportunities slip away.
The speed-to-respond problem
Research consistently shows that responding fast to inquiries increases conversion rates. When creating a proposal takes an hour, responses delay. When templates make proposals possible in minutes, responses happen the same day. Speed signals professionalism and captures work before prospects move on.
The consistency problem
Without templates, every proposal differs slightly. Pricing gets quoted inconsistently. Terms vary between similar projects. Scope descriptions expand or contract based on how much time you have that day. Inconsistency creates confusion for clients and leaves money on the table when you forget to include standard fees.
The tracking problem
PDF attachments disappear into inboxes. Did they open it? Did they read the pricing section? Did it land in spam? Proposal software tracks opens, time spent, and section engagement. When a prospect opens your proposal three times but has not responded, it's time to follow up.
The handoff problem
Client accepts the proposal. Now what? Create a contract manually. Set up the project manually. Send a deposit invoice manually. Each handoff takes time and risks errors. According to TeamStage, 36% of freelance time goes to admin tasks like these handoffs.
Connected proposal software solves speed, consistency, tracking, and handoff problems simultaneously. Templates make proposals fast. Tracking shows engagement. Automation handles setup after acceptance.
Proposal features freelancers need
The essential proposal features for freelancers create professional presentations fast, track client engagement, and connect acceptance to downstream workflow.
Core proposal features
- Branded templates: Your logo, colors, and fonts on every proposal. Professional presentation without design effort.
- Variable pricing: Fixed fees, hourly rates, package options, optional add-ons. Pricing structures that match how you actually bill.
- Rich content: Add images, videos, embedded files, and formatted text. Proposals that showcase work and explain value.
- Online viewing: Shareable links instead of attachments. Clients view in browsers without downloading files.
- Engagement tracking: See when clients open, how long they spend, which sections get attention. Intelligence that informs follow-up.
- Electronic acceptance: Clients accept online with signature if needed. No printing, scanning, or mailing required.
Freelancer-specific features
- Template library: Save proposal structures for common project types. Pull templates, customize details, send in minutes. Admin time reduction according to research: 36% of time goes to tasks templates could automate.
- Contract attachment: Attach contracts to proposals so clients accept both at once. One signature covers scope and terms.
- Automatic project creation: Acceptance triggers project setup with tasks and timeline pre-configured from templates.
- Deposit invoicing: Acceptance triggers deposit invoice automatically. Payment collection starts immediately.
Platform features that multiply value
- Client connection: Proposals link to client records. Past proposals visible from client profiles.
- Expiration dates: Set proposal validity periods. Urgency that encourages faster decisions.
- Version control: Update proposals after sending. Clients always see current pricing without manual re-sends.
- Mobile preview: Proposals look professional on phone screens where many clients review them.
The deciding factor is connection depth. Proposals that trigger contracts, projects, and invoices automatically eliminate the manual setup that delays work starting.
Proposal software pricing for freelancers
Proposal software for freelancers ranges from $15-99/month for standalone tools, with integrated platforms providing better value than stacking separate subscriptions.
What freelancers typically pay for proposal tools
- Better Proposals: $19-49/month (proposal-focused, no project management)
- Proposify: $49-99/month (strong proposals, enterprise pricing)
- Bonsai: $21-79/month (includes proposals, limited project tracking)
- PandaDoc: $35-65/month (document automation, sales-team focused)
These tools handle proposals but require separate subscriptions for project management ($10-25/month), time tracking ($10-20/month), and invoicing ($15-40/month). Total cost across 3-4 disconnected tools: $55-150/month plus manual setup between systems.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited proposals plus contracts, projects, time tracking, invoicing, and client portals.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions, priority support.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on.
The ROI calculation for freelancers
- Tool consolidation: Replace Better Proposals ($19/month) and separate project management ($15/month) and invoicing ($17/month) with one $19/month platform. Saves $32/month.
- Faster conversion: Template-based proposals go out faster. Faster responses convert more inquiries before prospects lose interest or choose competitors.
- Reduced setup time: Automatic project creation on acceptance saves 30-60 minutes per converted proposal. Time that goes back to billable work.
Proposal software ROI comes through subscription consolidation, faster response time that improves conversion, and eliminated manual setup between acceptance and project kickoff.
Why Plutio is the best proposal software for freelancers
Plutio handles proposals as part of a complete platform where contracts, projects, time tracking, and invoicing work together rather than as separate tools requiring manual handoffs.
Templates that make proposals fast
Build proposal templates for your common project types: web design projects, content packages, consulting engagements, whatever you offer most frequently. Templates include your service descriptions, pricing structures, payment terms, and branding. New inquiry comes in, pull the template, customize client details and specific scope, send. What used to take an hour takes minutes.
Professional presentation
Proposals open in clean, branded web pages rather than PDF attachments. Your logo, your colors, your professional presentation. Clients view on any device without downloading files. The experience signals established business, not someone figuring things out.
Variable pricing structures
Fixed project fees. Hourly rates with estimated hours. Package tiers clients choose between. Optional add-ons they can select or skip. Pricing tables that calculate automatically. However you bill, proposals support it without workarounds.
Engagement tracking
See when clients open proposals. See how long they spend. See which sections get attention. A prospect who opens three times and spends five minutes on pricing is ready for follow-up. A prospect who has not opened after a week needs a reminder. Intelligence that informs action.
Contracts attached
Attach contracts to proposals. Client reviews scope, reviews terms, accepts both with one signature. No separate contract workflow. No confusion about which document was final. Acceptance covers everything.
Automatic project kickoff
Proposal accepted. Contract signed. What happens next? In Plutio, project creates automatically from your template with tasks, timeline, and folder structure ready. Client record updates with accepted proposal linked. Welcome email triggers. Work starts without manual setup.
Deposit invoicing
Configure proposals to trigger deposit invoices on acceptance. Client says yes, deposit invoice sends automatically. Payment collection starts immediately. No delay between decision and first payment.
Client portal access
Clients view their proposals through portals. Pending proposals show status. Accepted proposals connect to active projects. Complete visibility into the relationship from inquiry through delivery.
Version control
Client requests changes? Update the proposal and they see the current version automatically. No "please disregard the previous version" emails. No confusion about which pricing applies.
Proposals flow into contracts, acceptance triggers projects, and projects connect to invoicing, so one system where inquiry converts to work-in-progress without manual setup at every step.
How to set up proposals in Plutio
Setting up proposals in Plutio takes 1-2 hours for initial template creation, with new proposals generating in minutes once templates exist.
Step 1: Configure branding (20 mins)
Upload logo, set brand colors, configure typography in workspace settings. These apply to all proposals automatically. Test the look with a sample proposal before creating templates.
Step 2: Create proposal templates (1-2 hours)
Build templates for your common project types:
- Standard project: Typical scope description, standard pricing structure, common payment terms.
- Premium/rush project: Enhanced scope, premium pricing, expedited timeline terms.
- Retainer package: Monthly scope, recurring pricing, ongoing terms.
- Discovery/strategy: Initial engagement scope, standalone pricing, follow-on project mention.
Step 3: Connect contract templates (15 mins)
Create contract templates that attach to proposals. Scope section, payment terms, intellectual property, revision limits. Template attaches to proposal template so both send together.
Step 4: Set up automations (15 mins)
Configure what happens on acceptance: project creation from template, deposit invoice trigger, welcome email send, notification to you. Test the automation flow before using with real clients.
Step 5: Test complete workflow
Send a test proposal to yourself. Accept it. Verify contract attaches correctly, project creates properly, invoice triggers as expected. Complete the cycle before sending to real prospects.
Common setup mistakes to avoid
- Over-complicated templates: Start simple. Add complexity based on actual use rather than imagined needs.
- Forgetting mobile preview: Many clients review proposals on phones. Check how templates look on mobile before using.
- Skipping automation testing: Verify the acceptance-to-project flow works correctly before a real client triggers it.
Setup investment pays back on every proposal. Templates that match your common offerings mean proposals go out in minutes instead of hours.
Proposal organization for freelancers
Organizing When proposals creates consistency and enables efficient quoting across all your client opportunities.
Proposal status tracking
- Draft: Proposal in progress, not yet sent to client.
- Sent: Delivered to client, awaiting response.
- Viewed: Client has opened the proposal.
- Accepted: Client approved and signed.
- Declined: Client passed or chose competitor.
- Expired: Validity period ended without response.
Template organization
- By service type: Separate templates for different offerings. Web design template, content template, consulting template.
- By price tier: Standard and premium versions of similar services.
- By client type: Templates customized for different industries or client sizes you commonly serve.
Information to track
- Proposal amounts and conversion rates
- Time from sent to response by template type
- Win/loss reasons for improving future proposals
- Average project values by template type
Proven methods
- Send proposals fast after discovery conversations while context is fresh
- Set expiration dates to create urgency (7-14 days typical)
- Follow up when engagement tracking shows multiple opens without response
- Review declined proposals quarterly to identify improvement opportunities
Organized proposals let performance analysis. It's easy to see which templates convert best, which price points work, and where to focus improvement efforts.
Client portals for freelancers: proposal access
Client portals connect proposal management to client-facing access, showing clients their proposal history and accepted agreements.
Portal as proposal hub
Clients log into branded portals and see their proposals: pending decisions, accepted agreements, and historical proposals from past work. Centralized access without email searching.
Review and accept
Clients can review pending proposals through portals, accept with electronic signature, and trigger the downstream workflow. Professional experience that guides them through decision and acceptance.
Connected records
Accepted proposals link to resulting projects in portals. Clients see the scope they agreed to alongside the work in progress. Reference point when questions arise about what was included.
Historical access
Past proposals stay accessible through portals. When returning clients want similar work, they can reference previous proposals for scope and pricing context. Continuity that supports repeat business.
Professional presentation
Portal access presents When proposals in branded, professional context. Clients experience established business with systems, not freelancer sending attachments.
Portals make proposals client-accessible. Professional presentation, easy acceptance, and connected records combine to improve conversion and client experience.
How to migrate When proposals to Plutio
Migration from another proposal tool typically takes 1-2 hours, with the best approach being to create new templates in Plutio while referencing successful proposals from your previous tool.
Step 1: Export from your current tool
Export or screenshot your best-performing proposals for reference:
- Better Proposals: Templates can be exported as PDF for reference.
- Proposify: Export templates through settings.
- Bonsai: Download templates and proposals for reference.
Step 2: Identify your common proposals
Review past proposals to identify patterns. Which 3-5 proposal types cover most of your work? Focus template creation on those common cases.
Step 3: Create templates in Plutio (1-2 hours)
Build templates based on your common proposals. Include service descriptions, pricing structures, payment terms, and branding. Reference exported content from your previous tool.
Step 4: Set up connected workflows
Configure contract attachment, project creation triggers, and invoice automation. Test the complete flow before sending to real prospects.
Step 5: Start using Plutio for new proposals
All new proposals go through Plutio. Pending proposals in your old system can complete there or move to Plutio if clients have not yet responded.
Step 6: Phase out old tool
Once pending proposals complete (typically 30-60 days), cancel the old subscription. Keep exports for reference on past proposals.
Common migration pitfalls to avoid
- Trying to recreate everything: Focus on your common proposal types. Edge cases can be handled with customization.
- Ignoring the connected features: The value is in proposal-to-project automation. Set that up during migration, not later.
- Forgetting to test: Run through the complete acceptance workflow before sending proposals to real clients.
Migration pays back immediately. Connected proposals that trigger projects and invoices automatically save hours per converted client.
