Winning new business is the lifeblood of every agency. Whether you run a digital marketing firm, design studio, development shop, or consulting agency, your ability to create persuasive proposals and manage professional contracts directly impacts your growth. The most successful agencies do not rely on manual documents, scattered email threads, or static PDFs. Instead, they use specialized tools that streamline proposals, automate contracts, improve collaboration, and ultimately increase close rates.
TLDR: Agencies that win more business use modern proposal and contract tools to create polished pitches, automate follow-ups, track client engagement, and collect legally binding signatures faster. The best platforms combine templates, analytics, collaboration features, and integrations with CRM and payment systems. By streamlining the sales process, these tools reduce friction and increase conversion rates. The result is faster deal cycles and more predictable revenue growth.
Below are the top 7 proposal and contract tools agencies rely on to stand out, move faster, and close more deals.
1. PandaDoc – All-in-One Proposal Automation
PandaDoc is one of the most widely used tools for agencies looking to create interactive, trackable proposals. Rather than sending static PDFs, agencies can build dynamic documents with embedded pricing tables, videos, testimonials, and eSignatures.
- Drag-and-drop proposal builder
- Content library for reusable sections
- Automated pricing tables
- Real-time engagement tracking
- Integrated eSignatures and payments
The real advantage lies in analytics. Agencies can see exactly when a client opens a proposal, how long they spend on each section, and which pricing options they review. This insight allows for strategic follow-ups and smarter negotiations.
By reducing friction between proposal delivery and signature, PandaDoc helps agencies shorten sales cycles significantly.
2. Proposify – Designed for Sales Teams
Proposify focuses heavily on structure and consistency, making it ideal for growing agencies with dedicated sales teams. It ensures branding stays consistent and messaging remains aligned across all proposals.
What makes Proposify stand out:
- Pre-approved content blocks for compliance
- Role-based approvals before sending proposals
- CRM integrations with HubSpot and Salesforce
- Metrics that track close rates and performance
Large agencies often struggle with maintaining brand integrity when multiple account executives create proposals. Proposify eliminates this issue by standardizing templates and requiring internal approvals before a document goes out.
The result? More polished proposals and higher trust with prospects.
3. DocuSign – The Industry Standard for eSignatures
When it comes to secure and legally binding electronic signatures, DocuSign is often considered the gold standard. While it is not exclusively a proposal tool, it plays a critical role in finalizing contracts quickly and securely.
Agencies benefit from:
- Legally compliant digital signatures
- Detailed audit trails
- Automated reminders to clients
- Enterprise-level security
One of the biggest deal killers is delay. When clients need to print, scan, and resend documents, contracts stall. DocuSign removes that obstacle entirely. With a few clicks, agreements are signed and automatically archived.
For agencies handling high-value contracts, this added level of trust and compliance can make all the difference.
4. Qwilr – Visually Stunning Web-Based Proposals
Qwilr transforms traditional proposals into interactive web pages. Instead of sending attachments, agencies share a live link with sleek formatting and immersive layouts.
This approach works especially well for:
- Creative agencies
- Branding and design firms
- Web development agencies
- High-end consulting services
Qwilr proposals can embed case studies, videos, image galleries, and pricing options in a beautiful, scrollable experience.
Because these proposals feel modern and premium, they often reflect positively on the agency’s perceived value. If your brand emphasizes creativity and innovation, a static PDF may undersell you. Qwilr helps align your pitch with your positioning.
5. Better Proposals – Built for Speed and Simplicity
Not every agency needs enterprise complexity. Better Proposals focuses on simplicity, speed, and conversion optimization.
Key features include:
- Conversion-optimized templates
- Integrated eSignatures
- Built-in payment integration
- Automated follow-ups
The platform places heavy emphasis on design psychology. Templates are structured to guide prospects naturally toward acceptance. Agencies can add testimonials, trust badges, and case studies without overcomplicating the layout.
For smaller agencies and freelancers, this tool offers a strong balance between professionalism and affordability.
6. HelloSign (Dropbox Sign) – Streamlined Signature Workflow
Now known as Dropbox Sign, HelloSign is favored for its simplicity and integration capabilities. Agencies that already use Dropbox for document management find it especially useful.
Standout benefits:
- Seamless integration with cloud storage
- API for custom workflows
- Templates for recurring contracts
- Secure audit logs
For agencies handling recurring service agreements or retainers, creating reusable templates saves hours each month. When combined with CRM systems, the signing process becomes nearly automatic.
The easier it is for clients to sign, the faster deals close.
7. Bonsai – Perfect for Agencies and Freelancers
Bonsai combines proposals, contracts, invoicing, and project management into one streamlined platform. It is especially popular among small teams and freelancers scaling into agency models.
Its all-in-one functionality includes:
- Proposal and contract templates
- Time tracking
- Automated invoicing
- Client CRM features
Instead of managing multiple tools, agencies can centralize their workflow. From proposal creation to payment collection, everything lives in one cohesive system.
This level of integration minimizes human error and ensures nothing slips through the cracks.
Why These Tools Help Agencies Win More Business
Winning more business is not just about persuasive writing. It involves speed, consistency, professionalism, and follow-up precision. Here’s why these tools make such a difference:
1. Faster Turnaround
Templates and automation allow agencies to send polished proposals within hours instead of days. Speed impresses prospects and creates momentum.
2. Improved Client Experience
Interactive, visually engaging proposals feel modern and easy to navigate. Simplified eSignature processes remove logistical headaches.
3. Data-Driven Follow-Ups
Knowing when a client opens your proposal or reviews pricing allows for perfectly timed follow-ups. Instead of guessing, you respond strategically.
4. Reduced Administrative Work
Automation cuts down repetitive tasks like drafting contracts from scratch, managing version control, or chasing signatures.
5. Higher Close Rates
When proposals are clear, structured, and easy to approve, prospects are more likely to say yes.
How to Choose the Right Tool for Your Agency
No single platform fits every agency. When choosing your ideal solution, consider:
- Team size: Do you need approval workflows?
- Branding needs: Static PDFs or dynamic web pages?
- Sales volume: How many proposals per month?
- Integrations: Does it sync with your CRM and payment tools?
- Budget: Are you scaling or operating lean?
Smaller agencies often prioritize ease of use and affordability, while larger organizations may require advanced reporting and compliance features.
Final Thoughts
In today’s competitive landscape, agencies cannot afford to treat proposals and contracts as afterthoughts. These documents are more than administrative paperwork — they are powerful sales assets.
Modern proposal and contract tools help agencies present value clearly, reduce friction, accelerate decisions, and ultimately win more business. Whether you choose a comprehensive automation platform or a focused eSignature solution, the key is optimizing your workflow for efficiency and professionalism.
The agencies that grow consistently are the ones that remove obstacles between interest and agreement. And with the right proposal and contract tools in place, turning prospects into long-term clients becomes a far smoother journey.