# Proposify

> Proposify is a Halifax-built proposal management platform for sales teams that combines a drag-and-drop document editor, a shared content and snippet library, interactive quoting, legally binding e-signatures, per-section engagement analytics, and approval workflows, sold per seat with a monthly limit on how many documents each plan may send.

- Category: Proposals & E-signature (https://saastracker.org/categories/proposals-esign)
- Website: https://www.proposify.com
- Starting price: $19/user/mo (Basic, billed annually; $29 billed monthly)
- Free plan: No
- Free trial: 14 days on any self-serve plan, no credit card required
- Founded: 2013, HQ: Halifax, Nova Scotia, Canada, Ownership: Venture-backed
- Profile last reviewed: 2026-08-22
- Canonical profile: https://saastracker.org/products/proposify

## Overview

Proposify has been in the proposal business since 2013, longer than most of its competitors, and the product reflects the problem it grew up solving: not making one beautiful document, but stopping a team of reps from sending twenty inconsistent ones. The centre of gravity is the content library (reusable sections, snippets, images, case studies), the pricing catalog, custom fields and variables, and on higher tiers, locked pages, custom roles, and manager approval workflows before anything leaves the building.

Buyers get the familiar proposal-tool feature set around that: a drag-and-drop rich media editor with an embedded AI writing widget, interactive quoting where prospects can adjust quantities or select optional add-ons, client input forms, e-signature on every plan, per-recipient open notifications, and a timeline showing how long each recipient spent in each section. Proposify reports 8,000 plus customers and around $10M in annual recurring revenue, and puts the count of active companies on its homepage.

The commercial model is the thing to understand before signing. Proposify is cheap per seat, $19 per user per month on annual billing for Basic, but every plan carries a monthly send allowance: 10 sends on Basic, 30 on Team, 75 on Business, with overages at $0.50, $0.30, and $0.75 per send respectively. Drafting and collaborating are unlimited; sharing with a client is what gets counted. For a team sending a few high-value proposals a month that is a bargain. For a team quoting daily, the meter, not the seat price, is the real bill.

## How it works

1. An admin sets up brand styling, imports or builds templates, and fills the content library with approved sections, snippets, and images. The pricing catalog holds the products and services with their rates, so reps assemble quotes from a controlled list rather than typing numbers.

2. A rep opens a template, drags in the sections they need, and lets custom fields and variables fill in the client-specific details. The embedded AI writing widget drafts, refines, condenses, and fixes copy inline. Interactive quoting lets the buyer change quantities or select optional add-ons, and client input forms capture information back from the prospect inside the document.

3. On Team and Business plans the document can be routed through automation rules and, on Business, a manager approval workflow before it goes out. Custom roles and permissions can lock individual pages or page elements so a rep cannot edit the terms or discount past a floor.

4. Once shared, the send counts against the plan allowance. Proposify emails the sender on each open, records a per-recipient timeline showing time spent per section, and captures the legally binding e-signature. Integrations push status back to the CRM, and Business adds API access, SSO, and multiple workspaces for franchise or multi-location structures.

## Best for

Sales teams of roughly three to fifty people that send a moderate number of considered proposals each month and need consistency and control more than design flair: agencies, consultancies, field services, and B2B teams where several reps author documents from a shared, approved content base.

## Not the right fit for

- High-volume quoting operations. The send meter is the wrong shape for a team pushing dozens of quotes a week, and overage at $0.50 to $0.75 per send adds up faster than a seat price does.
- Solo freelancers who want a free option; there is no free plan, only a 14-day trial, and Basic locks out integrations, automations, and metrics.
- Teams that need approval workflows, SSO, or API access on a startup budget. All three require the Business tier, which is quote-only and starts at $3,900 per year.
- Anyone shopping purely on document design; Qwilr and Better Proposals both produce more striking buyer-facing pages out of the box.
- Buyers who only need signatures. Paying per seat for a proposal platform to route an existing contract is money wasted when SignWell or Documenso do it for a tenth of the cost.

## Features

### Document creation and editing

A rich editor with an emphasis on reuse rather than one-off design.

- **Rich media drag-and-drop editor**: Text, images, video, tables, and shapes are dragged into place; video embeds from YouTube, Vidyard, and Wistia are supported directly.
- **Content, section, and snippet library**: Reusable sections, text snippets, and images (case studies, team bios, boilerplate terms) are stored centrally and pulled into any document. Available on every plan including Basic.
- **Unlimited templates**: All accounts allow unlimited saved templates regardless of tier.
- **AI writing widget**: An embedded assistant prompts, writes, refines, condenses, and fixes spelling and grammar inside the editor rather than in a separate tool.
- **Custom fields and variables**: Internal fields that resolve to variables in the document body, so client name, project scope, and dates populate automatically. Requires the Team tier.
- **Brand customization and custom domain**: Global brand styling plus domain mapping so prospects visit proposals.yourdomain.com with no Proposify branding in the URL.

### Quoting and signature

Turning the document into something the buyer can act on.

- **Online e-signatures**: Legally binding electronic signature is included on every plan, Basic upward, with no separate signing charge.
- **Interactive quoting**: Buyers can alter quantities or select optional fees and add-ons, which Proposify positions as a passive upsell mechanism.
- **Pricing catalog**: A central catalog of products and services with rates that reps pull from instead of typing, removing the most common quoting error. Team tier and above.
- **Client input forms**: Form inputs embedded in the document capture information from the prospect at the point of acceptance.
- **PDF export**: Any document can be exported as a PDF that matches the digital version, which matters for buyers who need a file of record.

### Tracking and analytics

What happened after you hit send.

- **Open notifications**: Email alerts when a prospect opens the document, with visibility into which recipient it was.
- **Per-section document analytics**: A timeline of when each recipient opened the document and how much time they spent in each section, not just a single open event.
- **Metrics dashboard**: Aggregate performance metrics across documents and reps; the metrics module requires the Team tier.
- **Custom reporting and CSV export**: Full exportable table of every document with filtering, plus custom reports built by the Proposify team on higher tiers.

### Workflow, control, and permissions

The reason larger sales teams choose Proposify over prettier tools.

- **Approval workflows**: Documents route to a manager for approval before they can be sent. Business tier only.
- **Custom roles, permissions, and user groups**: Role-based restrictions on what users can do, with individual pages and page elements lockable so reps cannot alter terms or discounts. Business tier.
- **Collaborator seats**: Limited-access users who can edit or approve specific proposals but cannot create or send: 1 included on Basic, 3 on Team, 5 on Business.
- **Multi-workspace support**: Separate child instances for franchises or multi-location businesses, with the parent overseeing and sharing assets. Business tier.
- **Workflow automation builder**: Zapier-style rules that trigger updates between Proposify and external tools; automations require the Team tier.

### Integrations, API, and security

How Proposify sits in the rest of the stack.

- **CRM and business tool integrations**: Connections to popular CRMs, invoicing, and payment tools plus Zapier; integrations are gated to the Team tier and above, which is a real limitation on Basic.
- **Salesforce managed package**: A premium integration sold as an add-on at $9 per user per month rather than bundled.
- **Aspire integration**: Premium add-on at $9 per user per month for landscaping and field-service operators running Aspire.
- **REST API**: API access for custom integrations is a Business tier feature, not available on the self-serve plans.
- **Single sign-on**: SSO through Okta, Azure, or Salesforce, available on the Business tier.

## Use cases

- **Agency owner with four salespeople**: Every rep keeps their own folder of old proposals, pricing drifts between them, and the founder reviews each document by email before it goes out. Outcome: The content library and pricing catalog make the approved version the easy version, and Team-tier automations replace the manual review email chain for routine deals.
- **Field services operator quoting recurring contracts**: Estimators send quotes from a Word template, nobody knows whether the customer opened it, and follow-up depends on a spreadsheet. Outcome: Interactive quoting with a pricing catalog kills transcription errors, open notifications tell the estimator when to call, and e-signature closes without a scanner.
- **VP Sales enforcing discount discipline**: Reps quietly discount to close and the terms page gets edited in the field, so revenue recognition and legal both find surprises after the fact. Outcome: Business-tier locked pages, custom roles, and manager approval workflows mean pricing and terms are structurally unchangeable rather than a policy nobody reads.
- **Multi-location franchise business**: Fifty franchisees each need their own proposals with local pricing while the parent brand wants consistent messaging and visibility across all of them. Outcome: Multiple workspaces give each franchisee a separate instance that the parent oversees and shares approved assets into, with reporting rolled up centrally.

## Pricing

Per-seat subscription across three published tiers plus Enterprise, with a monthly document-send allowance on every plan and per-send overage charges beyond it. Premium integrations are separately priced add-ons.

- **Basic**: $19 per user, per month, billed annually ($29 monthly). 10 document sends per month, $0.50 per send over; Drag-and-drop editor, unlimited templates, content library; E-signatures and document tracking; 1 collaborator seat included; No integrations, automations, or metrics. The cheapest entry price in this category, but the feature gating is severe: no CRM integration at all.
- **Team**: $41 per user, per month, billed annually ($49 billed quarterly). 30 document sends per month, $0.30 per send over; CRM integrations and workflow automations; Metrics dashboard; Custom fields, variables, and pricing catalog; 3 collaborator seats included. The realistic starting tier for any team that wants Proposify connected to a CRM. Note that the non-annual option is quarterly, not monthly.
- **Business**: Custom, starts at $3,900/year billed annually, demo required. 75 document sends per month, $0.75 per send over; User roles, permissions, and locked page elements; Approval workflows; SSO via Okta, Azure, or Salesforce; API access and multiple workspaces; 5 collaborator seats, success manager, premium onboarding.
- **Enterprise**: Custom billed annually. Custom send allowance; Custom onboarding and support; Everything in Business.

Add-ons:

- Salesforce managed package ($9 per user per month)
- Aspire integration ($9 per user per month)
- Send overages ($0.50 (Basic), $0.30 (Team), $0.75 (Business) per send): Charged per document shared with a client beyond the plan allowance; drafting and internal collaboration are unlimited.

Billing notes:

- Prices are US dollars as published in August 2026. Basic offers monthly or annual billing; Team is billed quarterly or annually, with no monthly option.
- Every plan meters sends. A send is counted when a document is shared with a client, not when it is created, so heavy drafting costs nothing but heavy sending does.
- The overage rate is oddly non-linear: Business pays $0.75 per extra send while Team pays $0.30, so the most expensive plan has the most expensive overage.
- Business is the first tier with API access, SSO, and approval workflows, and it is quote-only starting at $3,900 per year, which is a large step from Team.
- Proposify's plan comparison table lists document creation as unlimited on all plans; the send allowance table is the binding constraint and the two are easy to confuse.

Value assessment: On sticker price Proposify is the cheapest full proposal platform here, roughly half of Better Proposals Premium and a fraction of Qwilr per seat, and the content library and analytics on Basic are genuinely useful. But the entry tier is hollowed out: no integrations, no automations, no metrics, and ten sends a month. The honest comparison is Team at $41 per user per year-committed, where Proposify sits between Better Proposals and Qwilr and earns it with governance features neither matches at that price. Model your monthly send volume first; if it exceeds the allowance regularly, recompute with overages before comparing anything else.

## Strengths

- The strongest governance story in the mid-market: approval workflows, custom roles, locked pages and page elements, and multi-workspace support for franchise structures.
- A mature, well-organized content library with sections, snippets, and a pricing catalog, which is the feature that actually keeps a multi-rep team consistent.
- Per-section engagement analytics per recipient, plus exportable reporting, give sales managers real data rather than open counts.
- Cheapest published entry price in the category at $19 per user per month annually, with e-signature included on every plan.
- Thirteen years in market with roughly $10M ARR and 8,000 plus customers; this is a stable vendor, not a product that might disappear next year.
- Collaborator seats let reviewers and approvers participate without paying a full seat price, which keeps the bill honest for teams with many occasional contributors.

## Limitations

- The send meter is the defining constraint and it is easy to under-model: 10 sends a month on Basic and 30 on Team will not cover a busy quoting team, and overages are billed per document.
- Basic is a trap for most teams. No CRM integration, no automations, and no metrics means the plan you evaluate on price is not the plan you will end up running.
- Everything a growing company eventually wants (API access, SSO, approval workflows, permissions) is locked behind a quote-only Business tier starting at $3,900 per year with a mandatory demo.
- Team billing is quarterly or annual with no monthly option, so there is no genuinely low-commitment way to run the tier that most teams actually need.
- Output design is competent rather than distinctive; Qwilr and Better Proposals both produce more persuasive buyer-facing documents with less effort.
- Salesforce, the CRM most likely to matter at the top of the market, is a paid add-on at $9 per user per month on top of the seat price.

## Comparisons

- **Proposify vs Qwilr**: Qwilr wins on the artifact and Proposify wins on the process. Qwilr's interactive web pages, configurable quotes, and embedded payment make a better impression on the buyer; Proposify's content library, locked pages, and approval workflows make a better-behaved sales team. Price separates them further: Proposify Basic is $19 per user per month with a send meter, Qwilr Starter is $35 per user with unlimited sending, so the right answer depends on whether your constraint is document volume or document quality.
- **Proposify vs Better Proposals**: Both are pragmatic, mid-priced proposal tools, but Better Proposals is simpler and faster to live with while Proposify is deeper on control. Better Proposals gives unlimited users on its $21 Premium tier with 50 documents a month; Proposify charges per seat and meters sends more tightly, then offers approval workflows, granular permissions, and multi-workspace support that Better Proposals does not have at any price. Small teams should try Better Proposals first; teams that need to police what reps send should look at Proposify Business.
- **Proposify vs SignWell**: SignWell is not really a competitor, it is a cheaper answer to a narrower question. If your documents are already written and the job is getting them signed and audited, SignWell covers a three-sender team for $30 a month total, where Proposify charges $19 to $41 per seat for an authoring platform you would barely open. Buy Proposify when writing the document is the work; buy SignWell when signing it is, and note that Proposify already includes e-signature if you are buying it anyway.

## Implementation

- Setup time: A first proposal within a day using a stock template. Building the content library, pricing catalog, and brand styling properly is a one to two week project, and Business-tier permissions and approval workflows add another week of design and testing.
- Learning curve: Low for reps assembling from templates. Moderate for the admin: custom fields and variables, the pricing catalog, and the automation builder all reward planning, and the permission model on Business needs thought about who can change what.
- Onboarding: Self-serve trial with a knowledge base and getting-started guide on Basic and Team. Business adds premium onboarding, a success manager, and paid professional services for content migration.
- Migration: Existing Word and PDF proposals are rebuilt as templates rather than imported with fidelity, so plan for content re-entry. The pricing catalog and content library are the real migration work; doing them well is what makes the tool pay off, and Proposify sells professional services for teams that would rather not.

## Platform, API & security

- Platforms: Web app, Responsive buyer-facing documents, PDF export, REST API (Business tier)
- API: REST API for custom integrations, available on the Business tier and above only. Team and below rely on native CRM integrations and the Zapier-style workflow automation builder.
- Compliance: Legally binding electronic signatures on all plans, Security documentation published on the vendor's security page
- Data residency: Not published on public pages.
- SSO: Single sign-on via Okta, Azure, or Salesforce, available on the Business tier.
- Security notes: Role-based permissions, page and element locking, and multi-workspace separation are the main access controls, all gated to Business. Buyers with formal security review needs should request documentation directly from the vendor.

## Support

- Channels: Email and in-app support, Knowledge base and getting-started guide, Dedicated success manager (Business and Enterprise), Paid professional services
- Documentation: Knowledge base, getting-started guide, product update log, demo center, and API documentation for Business customers.
- Community: No formal user community; the company invests instead in published research such as its annual State of Proposals report, webinars, and template library.

## Company

- Founded: 2013
- Founders: Kyle Racki (CEO), Kevin Springer (President)
- Headquarters: Halifax, Nova Scotia, Canada
- Ownership: Venture-backed
- Employees: Around 60 (2026)
- Funding: Roughly $13M raised across four rounds, including a $250,000 seed in 2014, a $3M round in 2018, and investment from the Canadian Business Growth Fund across two tranches in 2020, alongside Invest Nova Scotia.

Funding history:

- Seed (2014): $250K
- Growth round (2018): $3M
- Growth (CBGF) (2020): Not disclosed. Canadian Business Growth Fund investment across two tranches.

Timeline:

- 2013: Founded in Halifax by Kyle Racki and Kevin Springer, who had been prototyping a fix for their own agency's proposal problem since 2007.
- 2014: The founders sell their web design agency to work on Proposify full time and raise a $250,000 seed round.
- 2015: Product-market fit; the content library and template model become the core of the product.
- 2018: Version 2 ships alongside a $3M funding round.
- 2020: Canadian Business Growth Fund invests across two tranches, taking total funding to roughly $13M.
- 2022: Development begins on version 3, which enters closed beta in 2024.
- 2026: Pricing consolidates to Basic, Team, and Business with per-plan send allowances and overage billing; the vendor reports roughly $10M ARR and 8,000 plus customers.

## Integrations

HubSpot, Salesforce (paid managed package add-on), Pipedrive, Zoho CRM, Aspire (paid add-on), QuickBooks and invoicing tools, Stripe and payment tools, Zapier, Workflow automation builder, REST API (Business tier)

## FAQ

### What is Proposify?

Proposify is proposal management software for sales teams. It combines a drag-and-drop editor, a shared library of approved sections and snippets, a pricing catalog, interactive quoting, e-signatures, engagement analytics, and approval workflows so several reps can produce consistent, on-brand documents from the same content base.

### How much does Proposify cost?

Basic is $19 per user per month billed annually or $29 monthly. Team is $41 per user per month billed annually or $49 billed quarterly. Business is custom-priced starting at $3,900 per year and requires a demo. Every plan includes a 14-day free trial with no credit card required.

### Does Proposify have a free plan?

No. There is a 14-day free trial on the self-serve plans but no permanently free tier. Freelancers who need free document signing should look at SignWell's free plan or Documenso instead, both of which cover a few documents a month at no cost.

### What is a Proposify send limit?

Each plan includes a monthly allowance of document sends: 10 on Basic, 30 on Team, and 75 on Business. Creating, editing, and collaborating on documents is unlimited; the counter only ticks when you share a document with a client. Beyond the allowance you pay $0.50, $0.30, or $0.75 per send depending on the tier.

### Does Proposify include e-signatures?

Yes, on every plan including Basic. Legally binding online signatures are part of the base product rather than an add-on, so the seat price covers both authoring the proposal and getting it signed.

### Does Proposify integrate with Salesforce?

Yes, but through a premium managed package sold as an add-on at $9 per user per month on top of the plan price. General CRM integrations require at least the Team tier; the Basic plan has no integrations at all.

### What does the Proposify Business plan add?

Business adds user roles and permissions with page and element locking, manager approval workflows, SSO through Okta, Azure, or Salesforce, API access, multiple workspaces for franchise structures, five collaborator seats, a success manager, and premium onboarding. It is quote-only, starting at $3,900 per year.

### Does Proposify have AI features?

Yes. An AI writing widget is embedded in the editor and can prompt, write, refine, condense, and fix spelling and grammar in place. It is a writing assistant rather than an end-to-end proposal generator like Qwilr's Smart Proposal Engine.

### Is Proposify better than Qwilr?

They optimize for different things. Qwilr produces more striking interactive documents with configurable quotes and embedded payment; Proposify produces more controlled ones, with approval workflows, locked content, and permission tiers, at a much lower per-seat price. Choose Qwilr if the proposal is part of the pitch, Proposify if consistency across multiple reps is the problem.

### Who owns Proposify and how big is the company?

Proposify is an independent, venture-backed company founded in 2013 in Halifax, Nova Scotia by Kyle Racki and Kevin Springer. It employs around 60 people, has raised roughly $13M including backing from the Canadian Business Growth Fund, and reports roughly $10M in annual recurring revenue across 8,000 plus customers.

## Editorial verdict

Proposify is the sensible choice for a sales team that has outgrown ad hoc documents and needs the same story told the same way by everyone. The content library, pricing catalog, and per-section analytics are mature, e-signature is included at every tier, and the vendor has thirteen years of stability behind it. Two things should shape the decision: the send meter, which quietly makes the cheap plan expensive for high-volume quoting, and the Basic tier's missing integrations, which means the honest price of Proposify is Team at $41 per user per month, not the $19 on the website. Buy it for governance and consistency; buy Qwilr if you want the buyer to be impressed and Better Proposals if you want the same job done cheaper with less ceremony.

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Source: SaaSTracker (https://saastracker.org), an independent editorial project. This profile is compiled from public information, carries no peer reviews or paid placement, and was last reviewed 2026-08-22. Awards are judged on published criteria: https://saastracker.org/methodology