TLDR (Summary)
The best proposal software for virtual assistants is Plutio ($19/month).
You need proposals that present your retainer packages clearly, let clients choose between service tiers, and convert accepted proposals into contracts and projects without copying information between apps. Plutio handles all of this: you build branded proposal templates with pricing tables, clients accept online, and everything flows into contracts and project setup automatically.
Standalone tools like Proposify ($19-49/user) and Better Proposals ($19-29/user) create nice-looking proposals but require separate software for contracts, invoicing, and project management. Plutio includes everything in one platform.
According to Proposify research, professional proposals convert 28% better than informal pricing sent through email. For VAs competing against other VAs for the same client, that presentation difference wins work.
For additional strategies, read our freelance proposal writing guide.
What is proposal software for virtual assistants?
Proposal software for virtual assistants creates professional documents that present your services, pricing packages, and terms in a format clients can review and accept online.
The distinction matters: sending pricing through email looks informal and gets lost in inboxes. Proposal software creates branded documents with your logo, clear service descriptions, pricing tables with multiple options, and online acceptance. When a prospect is comparing three VAs, the one with the professional proposal stands out before any work begins.
What VA proposal software actually does
Core functions include building branded templates you reuse across clients, presenting multiple package options so clients can choose their service level, tracking when prospects open and view your proposal, collecting electronic signatures or acceptance clicks, and connecting accepted proposals to your workflow. Advanced platforms like Plutio automatically generate contracts and project structures when proposals are accepted.
Standalone proposals vs integrated platforms
Tools like Proposify, PandaDoc, and Better Proposals handle proposal creation as an isolated function. You create the document, send it, track views, and collect acceptance. But then you need separate software for contracts, separate software for invoicing, and separate software for managing the actual work. Integrated platforms connect proposals to the rest of the workflow: when a client accepts your retainer proposal, Plutio creates their contract, sets up their client profile, and prepares the project structure without you re-entering any information.
What makes VA proposals different
Virtual assistants have specific proposal patterns that generic software handles awkwardly. You present retainer packages (10 hours, 20 hours, 40 hours per month), you offer service tiers (basic admin vs. full executive support), and you handle rush requests with premium pricing. When proposals need to clearly explain what's included at each level, what happens when clients need more hours than their package, and how billing works for ongoing relationships.
You also compete directly against other VAs for the same clients. When a business owner posts looking for VA support, they might get five responses. The VA who sends a branded proposal with clear packages, testimonials, and easy acceptance wins over the VA who sends a plain email with hourly rates.
When proposals connect to contracts, invoicing, and project management, you stop copying client details between apps. Accept a proposal, and the client relationship is ready to start.
Why you need proposal software as a virtual assistant
You need proposal software because your prospects are comparing you against other VAs, and professional presentation wins work before you've demonstrated your actual skills.
The reality of VA work: clients post looking for help, multiple VAs respond, and the client picks one. Your proposal is often the only thing differentiating you from competitors with similar skills and similar rates. A branded, professional proposal signals that you run a real business and will bring that same professionalism to their work.
The email pricing problem
When you send pricing through email, it looks informal. The client scrolls past it, forgets about it, or loses it among other messages. There's no tracking, so there's no way to know if they even read your rates. There's no easy acceptance, so they have to reply with "yes" and then you have to follow up about next steps. According to research, 36% of goes to admin work, and chasing down proposal responses is part of that drain.
The competition reality
Other VAs are sending professional proposals. If you're sending plain emails while competitors send branded documents with clear packages, testimonials, and one-click acceptance, you're losing work to presentation alone. The client assumes the VA with the professional proposal will deliver more professional work.
The conversion gap
Professional proposals convert better than informal pricing. Proposify's research shows proposals with multiple package options, clear scope descriptions, and electronic acceptance convert 28% better than basic quotes. For a VA sending ten proposals a month, that's nearly three additional clients per month from the same outreach effort.
The follow-up problem
Without proposal tracking, there's no way to know when to follow up. Did the prospect open your email? Did they read your pricing? Are they comparing you against others? Proposal software shows you when prospects view your proposal and how long they spend on each section. It's easy to know when to follow up and what to address.
The manual workflow drain
Even when prospects accept your pricing, the work isn't done. You need to send a contract. You need to set up their client record. You need to create their project. Without connected software, each step is manual, and each step is a chance to forget something or make an error.
Proposal software turns the awkward process of sending pricing into a professional experience that wins more clients and flows directly into your workflow when they accept.
Proposal features virtual assistants need
The essential proposal features for VAs present your retainer packages clearly, let clients choose their service level, and connect acceptance to contracts and project setup.
Core proposal features
- Branded templates: Your logo, colors, and fonts. Create different templates for retainer proposals, project proposals, and rush pricing. Build once, reuse across clients.
- Pricing tables: Present multiple packages side-by-side. Show what's included at each tier. Let clients see the difference between your 10-hour, 20-hour, and 40-hour retainer options clearly.
- Package selection: Let clients choose their tier directly in the proposal. No back-and-forth about which option they want. They click their choice and accept.
- Content blocks: Add sections for your introduction, service descriptions, testimonials, process explanation, and terms. Drag-and-drop editing for easy customization.
- Online acceptance: Clients accept with a click or electronic signature. No printing, scanning, or mailing. Acceptance triggers your workflow automatically.
- View tracking: See when prospects open your proposal, which sections they read, and how long they spend reviewing. Know when to follow up and what to address.
VA-specific features
- Retainer package presentation: Show monthly hour packages with clear scope. Explain what happens when clients need additional hours beyond their package.
- Service tier options: Present different service levels (administrative support, executive assistance, specialized services) with clear scope boundaries at each tier.
- Rush pricing display: Include rush or priority service options with premium rates. Clients see the cost of expedited turnaround upfront.
- Overage terms: Explain how additional hours beyond retainer packages are billed. Set expectations before work begins.
Platform features that multiply value
- Contract generation: Accepted proposals automatically create contracts with scope and terms pre-filled. No separate contract software needed.
- Client profile creation: New clients get their profile created automatically when they accept. Contact details, project preferences, and history start building immediately.
- Project setup: Accepted proposals can trigger project creation with task templates. setup starts automatically.
- White-label branding: Proposals come from your domain with your branding throughout. Clients see your business, not third-party software.
- Expiration dates: Set proposal validity periods. Create urgency without awkward follow-up conversations.
The deciding factor for VAs is workflow connection. Proposal software that generates contracts and sets up projects when clients accept eliminates the manual handoff that wastes hours every month.
Proposal software pricing for virtual assistants
Proposal software typically costs $19-49 per user per month, with the real cost depending on whether you need separate tools for contracts, invoicing, and project management.
What you typically pay for proposal tools
- Proposify: $19-49/user/month. Strong proposal creation and analytics. No contracts, invoicing, or project management included.
- PandaDoc: $19-49/user/month. Document automation with proposals, contracts, and e-signatures. No project management or client portals.
- Better Proposals: $19-29/user/month. Focused on proposal creation with good templates. No contracts or workflow connection.
- HoneyBook: $19-79/month. Combines proposals with basic invoicing and project tracking. Limited customization compared to dedicated tools.
If you use standalone proposal software, you likely need additional tools: contract software ($10-25/month), invoicing software ($15-50/month), and project management ($10-30/month). The stack adds up to $60-150/month with data disconnected across systems.
Plutio pricing (February 2026)
- Core: $19/month: Unlimited proposals with contracts, invoicing, projects, time tracking, scheduling, and client portals included. Up to 9 active clients.
- Pro: $49/month: Unlimited clients, 30 contributors, advanced permissions, 500GB storage.
- Max: $199/month: Unlimited team, full white-label with custom domain, single sign-on, 2TB storage.
The ROI calculation for VAs
- Win rate improvement: Professional proposals convert 28% better. If you send 10 proposals monthly at a $500 average retainer value, that's $1,400 more monthly revenue from improved conversion.
- Time savings: Templates reduce proposal creation from 45 minutes to 10 minutes. Save 5+ hours monthly on proposal work alone.
- Tool consolidation: Replace $60-150/month in stacked tools with one $19/month platform.
Proposal software ROI comes through better conversion and time savings. One additional client from improved proposals pays for an entire year of software.
Why Plutio is the best proposal software for virtual assistants
Plutio handles proposals as part of a complete platform where contracts, invoicing, projects, and client communication work together instead of as separate tools that need manual connection.
Retainer package presentation
Present your monthly hour packages with pricing tables that show what's included at each tier. Your 10-hour, 20-hour, and 40-hour retainer options sit side-by-side so clients can compare. Each package lists specific services, response times, and scope boundaries. Clients choose their tier directly in the proposal rather than replying to ask about options.
Proposal-to-contract flow
When a client accepts your proposal, Plutio automatically generates their contract with the scope and terms pre-filled from what they selected. No separate contract software, no copying information, no risk of mismatched details between proposal and contract. They sign the contract, and you're ready to start work.
Automatic client setup
Accepted proposals create client profiles automatically. Contact information, selected package, agreed terms, and payment details transfer without re-entry. When you start working for a new client, their record is already set up with everything from the proposal attached.
Project templates from acceptance
Configure accepted proposals to create projects with your standard task templates. A new retainer client gets their setup tasks, recurring check-in tasks, and communication channels set up automatically. You don't build the same project structure manually for every client.
View analytics and follow-up timing
See exactly when prospects open your proposal, which sections they spend time on, and when they come back to review again. If someone spends five minutes on your pricing table but doesn't accept, It's easy to know when to follow up about package options. If they haven't opened your proposal in three days, it's easy to decide to resend with a different subject line.
White-label presentation
Proposals come from your domain with your logo, colors, and branding throughout. Clients experience your business directly, not third-party software. The professional presentation continues through contracts, invoices, and client portals. Your brand stays consistent across every touchpoint.
Multiple proposal templates
Create different templates for different situations: retainer proposals for ongoing support, project proposals for one-time work, rush proposals with premium pricing, and specialized service proposals for specific skill areas. Start with the right template and customize details for each prospect.
Deposit collection at acceptance
Collect first-month retainer payment or project deposits when clients accept proposals. Payment processing connects to Stripe and PayPal. Clients accept the proposal, sign the contract, and pay their deposit in one flow rather than separate steps spread across multiple emails.
Everything connects. Proposal accepted, contract signed, client created, project started, deposit collected. One flow instead of five separate tools and manual handoffs.
How to set up proposals in Plutio
Setting up proposals in Plutio takes 2-3 hours for initial template creation, then 10-15 minutes per proposal once your templates are ready.
Step 1: Configure your branding (20 minutes)
Upload your logo, set your brand colors, and configure your fonts. These settings apply across all proposals (and contracts, invoices, and client portals). If you have Pro or Max, set up your custom domain so proposals come from your URL instead of Plutio's.
Step 2: Build your core proposal template (1 hour)
Create your primary retainer proposal template with these sections:
- Introduction: Brief about you and how you help clients like them
- Understanding their needs: Placeholder section you customize per prospect
- Your services: What you handle as a VA
- Package options: Pricing table with your retainer tiers
- How it works: Your process and communication approach
- Testimonials: Quotes from happy clients
- Terms: Payment, scope boundaries, and policies
- Next steps: Clear acceptance path
Step 3: Create additional templates (30-60 minutes)
Build templates for your other proposal types:
- Project proposal: One-time defined scope work with milestone pricing
- Rush proposal: Standard services with premium pricing and expedited terms
- Specialized service proposal: Focused proposals for specific skills (social media management, bookkeeping support, etc.)
Step 4: Set up automation rules (15 minutes)
Configure what happens when proposals are accepted:
- Generate contract from proposal terms
- Create client profile if new client
- Create project from template
- Send welcome email
- Create setup tasks
Step 5: Test with a real proposal
Send a proposal to yourself or a friend and walk through the full experience. Accept the proposal, sign the contract, and verify everything flows correctly. Real testing reveals issues that previewing misses.
Common setup mistakes to avoid
- Over-complicated pricing tables: Start with 3 package options. Add complexity only if clients consistently ask for options you don't offer.
- Missing terms: Include payment terms, scope boundaries, and cancellation policies upfront. Easier to discuss before acceptance than after.
- No testimonials: Even one or two client quotes significantly increase conversion. Include what you have.
Build your main retainer template first. Your main template handles most of When proposals. Add specialized templates only when you find yourself customizing the main template the same way repeatedly.
Proposal templates for virtual assistants
VA proposal templates present your packages professionally while making it easy for clients to understand what they're getting and how to move forward.
Retainer proposal template
Your most-used template for ongoing monthly support:
- Package options: 10hr/month ($500), 20hr/month ($950), 40hr/month ($1,800). Adjust rates for your market and experience level.
- Included services: Email management, calendar coordination, travel booking, research, document preparation. List what's covered at each tier.
- Overage terms: Additional hours billed at $60/hour (or whatever rate makes sense for you). Set expectations before they need extra time.
- Response time: Same business day for standard requests, 4 hours for urgent items. Different tiers can have different response commitments.
- Communication: Preferred channels, availability hours, holiday policy.
Project proposal template
For one-time defined scope work:
- Project scope: Specific deliverables, timeline, and milestones
- Pricing: Fixed project fee with payment schedule (50% deposit, 50% on completion)
- Revision policy: What's included, what costs extra
- Timeline: Start date, milestone dates, completion date
Rush proposal template
Standard services with premium pricing for urgent needs:
- Rush premium: 25-50% above standard rates
- Turnaround commitment: Specific timeframe guarantees
- Availability: Extended hours or weekend work as needed
- Rush payment terms: Full payment upfront before rush work begins
Executive assistant proposal template
Higher-tier services for clients needing full-scope support:
- Extended services: Personal tasks, confidential matters, high-touch coordination
- Higher hours: 40+ hour packages for clients needing significant support
- Premium pricing: Higher hourly rates reflecting executive-level work
- Dedicated availability: Priority response and extended hours commitment
Template proven methods
- Lead with understanding: Show you understand their specific needs before presenting packages
- Make comparison easy: Side-by-side pricing tables let clients evaluate options at a glance
- Include testimonials: Relevant client quotes build credibility
- Clear next steps: One button to accept. No confusion about how to proceed
Your proposal template encodes your best sales presentation. Every prospect gets the same professional experience regardless of how busy you are when you send it.
Client portals for virtual assistants: proposal experience
Client portals create a branded environment where prospects view proposals and clients access their complete relationship with you after they accept.
Proposal presentation through portals
When prospects receive your proposal link, they access it through a branded experience with your logo and colors. The portal creates a professional first impression before they've even read your services. They're experiencing how you run your business from the first interaction.
Acceptance and setup
When prospects accept your proposal, their portal becomes their hub for working with you. Contract signing, deposit payment, and setup information all happen through the same branded environment. No confusion about where to go or what to do next.
Ongoing relationship home
After accepting, clients use their portal to access everything: project status, task lists, files you share, invoices, and messaging. The proposal that won them as a client lives alongside all the work you do together. Complete history in one place.
Self-service access
Clients check their own information without emailing you. How many hours have they used this month? What tasks are in progress? When's their next invoice? The portal answers these questions automatically. Less back-and-forth for both of you.
Professional positioning
The portal experience signals how you operate. Prospects see organization and professionalism from the proposal stage forward. When comparing you against VAs who send pricing through email and communicate through scattered messages, your portal-based approach stands out.
Relationship continuity
If clients pause and return months later, their portal shows complete history. Previous proposals, past projects, communication threads, and documents are all accessible. Picking up where you left off is easy for both sides.
Portals transform your proposal from a document into the start of a professional client experience. The same organization clients see in your proposal continues through all your work together.
How to migrate When proposals to Plutio
Migration from another proposal tool takes 2-4 hours spread over a weekend, with the best time to switch being when you don't have active proposals waiting for response.
Step 1: Export from your current tool
Most proposal software lets you export client lists and template content:
- Proposify: Export contacts from People section, download template content as PDFs for reference
- PandaDoc: Export contacts from the Contacts tab, save template content for rebuilding
- Better Proposals: Download proposal content, export client list from settings
- HoneyBook: Export contact list, save template designs for reference
Step 2: Rebuild templates in Plutio (2-3 hours)
Recreate your proposal templates using your exported content as reference. Template rebuilding is the bulk of migration work. Start with your most-used template (probably your retainer proposal) and get it right before building others. Don't try to migrate every template you've ever created. Focus on the 2-3 you actually use.
Step 3: Import client contacts (30 minutes)
Upload your client CSV to Plutio. Map fields for name, email, company, phone, and any custom fields you track. Active clients get full import. For prospects you haven't heard from in months, consider whether import is necessary.
Step 4: Set up integrations (20 minutes)
Connect Stripe or PayPal for payment processing. Sync your calendar. Test integrations with small transactions before relying on them for real client work.
Step 5: Use Plutio for new proposals
Send all new proposals through Plutio while keeping your old system active for proposals already sent. If someone accepts an old proposal, handle it in the old system. New prospects get the new system. Running parallel avoids confusion about where to find things.
Step 6: Phase out old tool
Once pending proposals in your old system are resolved (accepted or expired), cancel that subscription. Export any records you want to keep for reference before cancellation.
Common migration mistakes to avoid
- Migrating mid-proposal: Don't switch systems while prospects are reviewing active proposals. Finish those in the old system.
- Perfect template syndrome: Your first Plutio template won't be perfect. Send it and refine based on actual use rather than endlessly tweaking.
- Skipping the test: Send a proposal to yourself before sending to a real prospect. Verify the experience works as expected.
Migration investment pays back on every future proposal. Take a weekend to set up properly, then benefit from connected workflows going forward.
