Proposals are critical to winning clients and sealing deals. Yet, one of the most overlooked aspects of proposal creation is the lack of proposal automation, along with pricing accuracy and strategy. Mistakes in pricing—such as miscalculations, outdated rates, or inconsistent presentation—can harm deal closures and damage credibility. Worse still, repeated pricing errors often go unnoticed because outcomes aren’t compared or trends analyzed using reports or insights.
That’s where tools like Better Proposals prove helpful. Its pricing tables and product database not only streamline workflow automation but also allow you to clearly present your services with real-time calculations and customizable pricing models. By using features like interactive pricing options (where clients can select or deselect add-ons) and automatic tax calculations, it reduces manual errors and ensures transparency. However, it does not yet offer in-depth pricing analysis or comparative reporting, leaving room for future improvement.
This blog will walk you through how to effectively use this tool, its standout features, and its potential limitations. But keep in mind, the future of proposal tools lies in leveraging AI writing tools and AI-driven analytics for smarter pricing strategies and identifying trends that can refine your proposals over time. If you’re more interested in a review of this tool rather than a guide on how to use it, please check it out here.
For now, let’s discuss how to use this simple straight forward tool.
What Makes Better Proposals Stand Out?
Better Proposals was built with one goal in mind: to simplify and enhance the proposal-writing process. Unlike traditional methods that rely on manual effort and basic document tools, this software combines automation, aesthetics, and technology to deliver results. It boasts a library of over 250 templates, real-time client engagement tracking, integrated eSignatures, and even AI-powered content suggestions.
For anyone who has struggled with last-minute proposals or uninspiring designs, this tool is a must try. Its functionalities are built to save time, enhance workflow automation, improve professionalism, and increase the likelihood of closing deals faster.
Summary of Key Features
See Common Use Cases
Here’s how this tool enhances workflow automation across different industries:
- Freelancers: Create proposals quickly and impress clients with professional designs.
- Agencies: Manage multiple proposals simultaneously and collaborate with team members.
- Sales Teams: Use analytics to track client engagement and close deals faster.
Step-by-Step Guide to Using Better Proposals
1. Getting Started
- Sign-Up and Onboarding:
- Begin with a straightforward sign-up process, which includes a 14-day free trial.
- The platform guides you through personalizing your account and exploring templates, making it easy to integrate into your workflow automation.
- Setup Options:
- Specify the number of team members.
- Choose a proposal template or opt to skip this step.
- Logo Integration:
- Utilize the logo grab tool to automatically fetch your logo without manual upload.
- Document Types: Select from various document options tailored to your business needs, such as proposals, quotes, brochures, statements of work, contracts, sign-off documents, job offers, or custom documents.
2. Working on Document
- Editing the Cover Page:
- Enter details into merge tags to populate your proposal accurately.
- Customize the background, content, and layout using the right sidebar
You can also edit background, content and layout from the right side bar:
- Dynamic Content for Merge Tags:
Dynamic content for merge tags is entered during the Proposal Setup Page or in your Account Settings:
- Client Details: Enter client-specific information (e.g.,
{{first_name}},{{company_name}}) during proposal setup. - Your Details: Update your company and user details (e.g.,
{{owner_first_name}},{{brand_company_name}}) in Account Settings. - Custom Merge Tags: Add values for custom tags in Settings > Custom Merge Tags.
Once these details are entered, preview the proposal to ensure all tags are correctly populated before sending. Some tags (like client names) will only display dynamically after the proposal is sent
- Start with Template:
- Upload a template, choose one from the Marketplace, or continue with the one selected during setup.
- Use Default Merge Tags: make your work easier by filling in details automatically.
- Automatically fill in details to streamline the proposal creation process, ensuring accuracy and saving time.
- E-signature when you need it:
- Facilitate electronic approvals and signatures, eliminating manual processes and further enhancing workflow automation.
- Scenarios:
- Technical Proposal: For a software implementation project, the CEO can securely review and sign the document online from anywhere, preventing project delays.
- Commercial Proposal: For managed services proposals, the CEO can approve with a single click, expediting deal closure and reducing back-and-forth communications.
- Facilitate electronic approvals and signatures, eliminating manual processes and further enhancing workflow automation.
Below is a document that can be automatically updated with variable fields and also shows how a signature in the proposal can be added to the cover letter of the proposal:
- Content Library: Better Proposals doesn’t allow direct uploads to the Content Library.
- You save content (like text blocks, images, or pricing tables) from existing proposals or templates.
- To add new content, create or edit a document, then save the desired elements to the library for future use.
Below, for example, I selected the letter in the proposal and saved it as a template, allowing me to update and reuse it whenever needed.
This is how the document is stored in the Content Library. It can be edited there as well:
- Managing the Document:
- Edit content, duplicate for reuse, mark as lost, approve, delete, save as a template, and track the status (in progress, sent, viewed, or signed) to keep proposals organized and up-to-date.
It’s everything you need to keep your proposals organized and up-to-date. See below:
3. Finalizing the Document
- Document Checker:
- Review and improve proposals before sending with tips on:
- Setting up a custom domain for professionalism.
- Adding feature blocks for engagement.
- Integrating live chat to boost conversion rates.
- Review and improve proposals before sending with tips on:
- Sending the Document:
- Enter the recipient’s email and required information to send the document.
Additional Resources:
- For a visual walkthrough, consider watching the Tutorial (2024).
Advanced Features
Enhance your proposal process with these advanced features:
- API & Zapier Integrations allow you to connect the tool with other apps and services, making it a powerful solution for workflow automation. Here’s how it works:
- API Integration: The API (Application Programming Interface) lets developers connect Better Proposals with other software to perform custom tasks, like syncing proposal data with your CRM or automating document updates, streamlining repetitive tasks in your workflow automation.
- Zapier Integration: Zapier acts as a bridge between Better Proposals and thousands of apps, enabling non-technical users to automate processes without coding. For example:
- Automatically update your CRM (e.g., HubSpot or Salesforce) when a proposal is sent, viewed, or signed, enhancing workflow automation.
- Send notifications to your team via Slack when a proposal status changes. For a list of all integrations go here.
- ChatGPT Integration via Zapier: Use ChatGPT with Better Proposals through Zapier to write parts of your proposal, like introductions or summaries, quickly and easily, saving time and effort.
- Legally Binding Digital Signatures: Securely obtain client approvals directly within your documents, streamlining the agreement process.
- Payment Integrations: Facilitate immediate payments by integrating with platforms like Stripe, PayPal, and GoCardless, allowing clients to pay upon acceptance.
- CRM Integrations: Connect with CRM systems such as Salesforce, HubSpot, and Pipedrive to automate data flow and maintain organized client information.
- Real-Time Analytics: Monitor when documents are opened, viewed, and signed, enabling timely and informed follow-ups.
- Custom Domains: Present documents from your own business URL, reinforcing brand identity and professionalism.
- Team Collaboration Tools: Manage user permissions, control editing access, and streamline team workflows for efficient proposal management. This feature is only on the Enterprise edition which comes at a higher cost.
- Live Chat Integration: Embed live chat services within proposals to address client inquiries in real-time, enhancing engagement and conversion rates.
- Document Expiry Dates: Set expiration dates to create urgency and keep your sales pipeline current.
Final Thoughts on Proposal Automation
Proposals are key to winning clients, but the process doesn’t have to be slow or frustrating. This tool simplifies proposal automation by helping you create professional, polished documents in less time. Features like real-time notifications, easy-to-use pricing tables, and payment integrations make managing your documents smoother and more efficient.
While it could improve with advanced reporting and collaboration tools, it’s a great option for freelancers, small businesses, and sales teams looking to streamline their workflow automation and focus on closing deals faster.
If you’re ready to ditch manual processes and embrace smarter proposal automation, give this tool a try.
