TLDR (Summary)
The best proposal software for marketers is Plutio ($19/month).
Marketing professionals need proposals that position them as strategic partners, not order-takers. Plutio creates branded proposals with strategic frameworks, service packages, and online acceptance that automatically generate contracts and kick off projects.
According to proposal software research, proposals with close 33% faster than those without structured presentation. Professional proposals with online acceptance convert better than email quotes.
For additional strategies, read our freelance proposal writing guide.
What is proposal software for marketers?
Proposal software for marketers is software that handles quotes and pricing, tracks status, sends automated notifications, and connects proposals directly to campaigns.
The distinction matters: basic tools handle one function in isolation, while marketers-focused proposal software combines multiple functions while connecting to project management, clients communication, and workflow automation.
What marketers proposal software actually does
Core functions include creating branded templates with your logo and colors, setting up recurring workflows for retainer clients, converting tracked work into billable items, handling different campaigns types, sending automated reminders at intervals you choose, and providing clients with a branded portal. Advanced platforms add workflow automation where completed steps automatically trigger the next action.
Standalone proposals vs integrated platforms
standalone applications like contract signing software, Isolated proposal tools, Proposal software handle proposals as an isolated function. You enter client details manually, create items from scratch, and track status in a separate system from your campaigns. Integrated platforms like Plutio connect proposals with proposals, contracts, projects, time tracking, and clients communication. When you finish a campaign, Plutio already knows the scope, the tracked hours, and the client's history.
What makes marketers proposals different
Marketers face unique scenarios that generic proposal software struggles with: fixed-price projects; retainer proposals; rush quotes; and campaigns scope that can shift mid-engagement. Without proposals that connects to campaigns status, the process becomes disconnected from the work itself.
Marketers campaigns also range dramatically in value. A small campaign and a large one both need proposals, but the structure, schedule, and follow-up sequence differ completely. Proposal software built for marketers handles these variations through templates rather than manual setup each time.
When proposals connects to projects, contracts, and time tracking, the manual copying between apps disappears. Changes update everywhere automatically, and proposals reflects what actually happened instead of what you remember to enter.
Why marketers need proposal software
Marketers 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 marketing work.
The slow proposal creation problem
According to industry research, 36% goes. For marketers 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.
If you bill at $75/hour, 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 marketing work and administrative tasks.
The fragmentation problem
You stack 4-7 disconnected tools: analytics, social tools, automation 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 admin work adds up, and the risk of errors increases with every manual handoff.
The lost deals epidemic
Lost deals affects nearly every marketer at some point. According to research, 50-70% late, with the average invoice paid 20 days.
The issue compounds because marketers 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 marketing 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 marketers to focus on the work that actually generates revenue.
Proposal features marketers need
The essential proposals features for marketers connect quotes and pricing with campaigns delivery, time tracking, and clients communication while handling the unique patterns that marketing 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 campaigns and convert directly to billable items. No copying hours from a time tracker. The description, duration, and rate pull automatically.
- Expense tracking: Log campaigns expenses with receipts attached. Add to clients billing at cost or with markup (common practice is 10-15%).
Marketers-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 campaigns 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, campaigns 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 marketers 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 marketers
Proposal software for marketers typically costs $15-60 per month for separate tools, with the actual cost depending on feature depth, team size, and whether you need additional tools for a complete workflow.
What marketers typically pay for stacked tools
You piece together multiple subscriptions to cover their needs. A typical stack includes:
- Proposal software: contract signing software ($19-49/month), Isolated proposal tools ($19-49/month), Proposal software ($19-29/month)
- Project management: General project client management software ($10.99-24.99/month), Legacy collaboration tools ($15/month), note-taking software ($8-15/month)
- Contract signing: e-signature software ($10-25/month), HelloSign ($15-25/month)
- Scheduling: scheduling software ($10-16/month), a scheduling app ($16-45/month)
- clients communication: Often email + Slack ($12.50/month)
Combined, this stack costs $75-200/month before counting the time lost switching between disconnected tools and the cognitive admin work of maintaining separate logins, data, and workflows.
Plutio pricing (January 2026)
- Core: $19/month: Up to 9 active clients, unlimited campaigns, proposals, contracts, invoicing, time tracking, clients portal, white-label branding, automations, and mobile apps.
- Pro: $49/month: Unlimited clients, 30 team contributors, advanced permissions, priority support, API access, and custom integrations.
- Max: $199/month: Unlimited team, white-label with custom domain, single sign-on.
All plans include the full suite of features: proposals, contracts, invoicing, projects, time tracking, scheduling, clients portals, and communication. There are no feature gates that lock proposals behind higher tiers.
The ROI calculation for marketers
If you currently spend $120/month on separate tools and 10 hours/week on admin that could be automated, the math looks like this:
- Tool savings: $120/month to $19/month = $101/month saved
- Time recovered: 10 hours/week at $75/hour = $750/week in potential billable time
- Monthly impact: $101 direct savings + up to $3,000 in recovered billable capacity
Even if you only convert 2 of those 10 hours into actual billable work, that's $600/month in additional revenue, paid for by a $19 subscription.
Hidden costs to consider
- Payment processing fees: Stripe charges 2.9% + $0.30 per transaction. PayPal charges 2.9% + $0.30. Bank transfers via ACH typically cost 0.8%. The proposal software doesn't change these fees, but integrated platforms make it easier to offer multiple payment options.
- Learning curve: Switching tools has a time cost. Budget 2-4 hours for initial setup and 2-3 weeks to reach full comfort.
- Annual vs monthly: You offer 15-20% discount for annual billing. Plutio's annual plan works out to about $15/month.
When comparing proposal software, add up what you currently pay for all the tools you'd replace. If stacked subscriptions exceed $50/month and Spending hours on manual data transfer between apps, brought together platforms typically offer both cost savings and time recovery.
Why Plutio is the best proposal software for marketers
Plutio handles proposals as part of a complete platform where accepted work automatically triggers contracts, client setup, and project creation.
Complete workflow
Create proposals with strategic positioning, send for review, track engagement, receive acceptance, collect deposit, and automatically set up the client project. The entire flow connects without manual recreation.
Strategic presentation
Rich content sections present your strategic approach, not just service lists. Demonstrate the thinking that differentiates you from tactical competitors.
Service packages
Present marketing packages with clear deliverables and investment. Optional add-on services let clients customize scope.
Professional templates
Branded templates with your logo, colors, and positioning. Include case studies and testimonials. First impression sets expectation for work quality.
Engagement analytics
See when proposals are opened, how long prospects spend on each section, and whether they are shared internally. Inform follow-up with engagement data.
Deposit collection
Collect retainers during acceptance. Stripe integration handles processing. Secure commitment immediately.
Contract integration
Accepted proposals generate marketing contracts automatically. Scope, timeline, and terms transfer without manual copying.
Proposals become the first step in marketing client relationships. Acceptance triggers everything needed for the engagement to proceed.
How to set up proposal software in Plutio
Setting up proposal software in Plutio takes 2-4 hours initially, with each new proposal taking 30-60 minutes using templates.
Step 1: Define your packages (30 mins)
- Document marketing service packages
- Define the work and pricing
- Identify optional add-on services
Step 2: Create strategic framework (30 mins)
- Define your strategic approach narrative
- Create positioning content
- Gather case studies and testimonials
Step 3: Create proposal templates (1-2 hours)
- Design branded template layout
- Add strategic sections
- Configure service presentation
- Set up acceptance and payment
Step 4: Connect workflow (30 mins)
- Configure acceptance triggers
- Set up contract generation
- Connect payment processing
- Test full booking flow
Step 5: Use for next opportunity
Send a real proposal to your next prospect. Refine based on feedback and results.
Template investment supports consistent, strategic proposal creation. Each opportunity receives professional positioning with minimal effort.
Proposal templates for marketers
Marketing proposal templates structure strategic and tactical information for maximum conversion.
Essential template types for marketers
- Retainer proposal: Ongoing marketing partnership
- Campaign proposal: Specific initiative or launch
- Strategy proposal: Strategic planning engagement
- Audit proposal: Assessment and recommendations
Recommended proposal structure
- Executive summary: Key main benefit and recommendation
- Situation analysis: Understanding of client challenges
- Strategic approach: How you will address challenges
- Scope of work: Specific the work and timeline
- Investment: Pricing with payment terms
- Case studies: Relevant success stories
- About us: Team and credentials
- Next steps: Clear acceptance path
Template proven methods
- Lead with client challenges, not your services
- Connect the work to strategic outcomes
- Include relevant case studies, not generic ones
- Make acceptance easy with clear next steps
Templates encode your best strategic presentation. Consistent professional proposals across all opportunities.
Client portals for marketers: proposal experience
Client portals provide a branded environment for proposal viewing and complete client relationship management.
Proposal presentation through portals
Proposals accessed through branded client portals create stronger impressions than email links. Clients experience your brand consistency before signing.
Beyond proposal viewing
Portals give clients access to their complete relationship: proposals, contracts, project status, invoices, and the work. Professional organization from first interaction.
Document organization
All marketing documents accessible through portals. Clients find contracts, reports, and the work without email requests.
Professional positioning
Portal access signals professional operation. Clients experience a marketer capable of delivering organized, strategic work.
Relationship continuity
Proposals alongside ongoing work create relationship thread. Complete engagement history accessible through single portal.
Portals transform proposal presentation from document delivery to relationship initiation. The professional experience continues through the entire engagement.
How to migrate When 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 campaigns rather than mid-delivery when you have active clients commitments.
Step 1: Export from your current tool
You software provides CSV export for clients data and document archives. Here's what to export from common tools:
- contract signing software: Export clients and campaigns 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 campaigns 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 campaign 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 campaigns, 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 campaigns already in progress. Running parallel avoids the complexity of migrating mid-campaign work and gives you time to learn the new system on fresh campaigns. As active campaigns on the old system complete, those clients transition to Plutio for future work.
Step 6: Phase out the old tool
Once all active campaigns 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-campaign: 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 campaigns as deliberate learning opportunities.
The investment in migration pays back in time saved on every future campaign, proposal, and clients interaction. Plan for a weekend of setup and a few weeks of adjustment, then benefit from simplified workflows going forward.
