Proposal automation software cuts out repetitive admin tasks – like document assembly and data entry – to speed up your entire sales cycle. Here’s everything you need to know.

It’s the end of the quarter and your sales team is scrambling to meet targets. Your sales reps are working overtime, frantically pulling together proposals to answer more RFPs and win more clients. 

But old ways of doing things mean your proposal pipeline is full of manual processes: locating scattered data and assets, entering client details, and copying and pasting product information. 

Amid the anarchy, errors and bottlenecks are inevitable. And that’s bad news for your credibility. 

Thankfully, there’s a software solution for that. 

Proposal automation is a type of document automation that streamlines the entire proposal process by automating repetitive tasks – reducing errors and freeing up time for more strategic work. 

In fact, our survey of more than 2,000 global workers revealed that employees can save 30 days annually per employee with document automation. 

But, with hundreds of vendors to choose from, finding the solution that fits your company is no easy feat. This guide is your ultimate resource for understanding what to look for in a proposal automation tool.

Let’s dive in.

What is proposal automation?

Proposal automation is a type of software that streamlines and automates the entire sales proposal lifecycle – from creation, to review, approval, and delivery.

Proposal automation tools, like Templafy, use pre-defined templates and automated data retrieval to generate and populate proposals in minutes.

By leveraging proposal automation, businesses can reduce the time and effort spent on repetitive admin tasks, while minimizing errors and elevating the quality, consistency, and effectiveness of their proposals.

How does proposal automation work (in three steps)

1. Centrally controlled, pre-defined templates

Document templates are the foundation of proposal automation software. By centralizing control of templates, companies can standardize the structure and content of proposals – so sales teams can quickly generate high-quality proposals with a consistent brand voice and format. 

2. Integrated data sources for personalization

Proposal automation tools integrate with data sources like CRM systems and product databases, enabling seamless extraction of personalized information. 

This includes:

  • Client information: Automatically input client names, contact details, and relevant history from the CRM for tailored proposals.
  • Product details: Include up-to-date product descriptions, features, and pricing for accuracy and relevancy.

Historical data: Leverage past interactions to customize proposals to client needs.

3. Automated review and delivery

Automation tools streamline the review and approval process with features like real-time collaboration, version control, and automated workflows, ensuring accuracy and compliance. 

Once approved, proposals can be delivered quickly and efficiently through integrated email or e-signature solutions.

Key features

Here are some key features to look out for when shopping for a proposal automation tool.

Seamless integration with daily apps

Proposal automation tools that integrate with your everyday applications enhance productivity, by reducing the need to switch between different tools.

Templafy integrates directly with Microsoft Office 365, Google Workspace, Outlook, Salesforce, and more – so you can create and manage proposals from inside your familiar environments.

Customization tools

Customization tools ensure that each proposal can be tailored to meet specific client needs – while maintaining brand consistency and compliance. 

Templafy offers advanced template editing capabilities, dynamic content insertion, and conditional logic, empowering you to personalize proposals with ease and precision.

Integration with CRM systems

Integrating your proposal automation software with CRM systems allows for automatic import of client data, making your proposals more accurate and personalized. 

Templafy seamlessly integrates with popular CRM platforms such as Salesforce and HubSpot, enabling automatic population of client details and history – directly into your proposals.

Collaboration tools

Effective collaboration tools enable team members to work better together – improving efficiency and ensuring a faster, and more thorough, review of proposals. 
Templafy offers features like real-time co-authoring, commenting, and version control, facilitating seamless collaboration among team members and streamlining the review process for proposals.

Proposal automation comparison: Without proposal automation vs. with Templafy

Proposal automation comparison


Proposal automation software revolutionizes the proposal creation process – eliminating manual document work, and enabling a streamlined, efficient, and consistent workflow. 

By automating repetitive tasks, enhancing collaboration, and centralizing control of compliance, proposal automation tools like Templafy empower sales professionals to focus on what they do best: winning clients and driving revenue

Here's a summary of the key takeaways from this blog.

Ready to choose the proposal automation software that’s right for you?

We’ve gathered everything you need to know when shopping for a proposal automation tool – including a checklist of questions to ask vendors. 

Download it here. 

How to buy proposal automation software