Proposal Generation

When a business needs to hire another company (e.g., a contractor, agency, or services business) to complete a project, it will put out a request for proposal (RFP). In response, interested vendors will submit their sales proposals, which detail how they would go about completing the work, what resources they would need, what the timeline would look like, and how much it would cost.

What Is Proposal Generation?

Proposal generation is a special form of document generation of creating a document that outlines a plan of action, or a set of goals to be achieved. It is typically used in business settings, to land a contract or project, but can also be used in other settings such as education or non-profit work.

When responding to an RFP, businesses will submit a sales proposal that outlines how they would go about completing the work required, what resources they would need, what the timeline would look like, and how much it would cost. The proposal should be tailored to the specific RFP requirements in order to demonstrate that the vendor understands the scope of work and is capable of completing it.

The proposal generation process can be broken down into a few key steps:

  1. Research the RFP and understand the requirements.
  2. Create an outline or template for the proposal.
  3. Tailor the proposal to the specific RFP requirements.
  4. Write the proposal, using clear and concise language.
  5. Edit and proofread the proposal to ensure there are no errors.
  6. Submit the proposal by the deadline.

By following these steps, the business submitting the proposal can maximize its chances of having your proposal accepted and landing the project or contract.


  • Proposal Generator: Software that helps businesses create proposals in response to RFPs.
  • Proposal Automation: Software that streamlines the proposal generation process, from research to submission.
  • Sales Proposal Generation: The process of creating a sales proposal in response to an RFP.
  • Proposal Creation: The process of creating a proposal, whether it be in response to an RFP or otherwise.
  • Proposal Writing: Composing a proposal, usually in response to an RFP, including the research, writing, and editing stages.

Proposal Generation Software

In order to streamline the proposal process and ensure that all stakeholders have access to the most up-to-date information, many organizations are now using proposal generation software.

This type of software provides a centralized location for storing data, managing deadlines, and tracking progress. In addition, a proposal generation tool often includes built-in proposal templates and tools for streamlining the proposal writing process. 

By using an online proposal maker, businesses can save time, improve the quality of their proposals, and increase their contract win rate.

Benefits of Using a Sales Proposal Generator 

Using online proposal software can provide a number of benefits for businesses, including:

1. The ability to create custom proposals for each RFP

When using sales proposal software, businesses can create custom proposals for each RFP they receive. This allows them to tailor their proposals to the specific requirements of each RFP, increasing their chances of landing the contract or project.

With sales proposal tools, businesses can do this in minutes instead of hours when they automatically fill in data from the RFP into the proposal template.

2. The ability to collaborate with team members in real-time

With online proposal software, businesses can collaborate with team members in real time. This feature is especially useful for large organizations with multiple stakeholders involved in the proposal process.

It also helps break down the silos between departments (e.g., sales, product, marketing, and C-level), as team members from different departments can see each other’s comments and make edits in real time.

3. The ability to track deadlines and progress

Missing deadlines is one way to guarantee a rejected proposal. With sales proposal software, businesses can track deadlines and progress to ensure that all proposals are submitted on time.

4. The ability to store and share data

By using online proposal software, businesses can store and share data with team members. One central repository for all proposal-related information makes it easy for team members to access the data they need when they need it.

5. The ability to improve the quality of proposals

To create a compelling proposal, businesses need to create aesthetically pleasing proposals that are easy to read and understand. They must also highlight all necessary information while keeping the proposal concise.

Proposal software includes built-in templates and tools for creating professional-looking proposals. And, with the ability to collaborate with team members, businesses can ensure that their proposals are error-free and meet all RFP requirements.

6. Integration with CRM and e-signature software

The best proposal software is designed to integrate with CRM and e-signature software. This allows businesses to automatically populate data from the CRM into the proposal, saving time and ensuring accuracy. In addition, businesses can use e-signature software to send proposals for electronic signature, making it easy for clients to sign off on the agreement.

7. Better tracking and interactions with clients

By using proposal software, businesses can track how clients interact with their proposals. For example, they can see when the client viewed the proposal, what sections they spent the most time on, and which sections were most impactful. This information is valuable as it allows businesses to tailor their follow-up client interactions.

Several trends are impacting proposal generation, including:

1. Microsites Focusing On the RFP Process

RFP microsites like DealRoom are becoming increasingly popular as businesses seek to streamline their proposal process. These platforms connect buyers and sellers and make the sales process more efficient.

2. A/B Testing In Proposals

A/B testing, or split testing, is a method of comparing two versions of a proposal to see which one performs better. This allows businesses to test different versions of their proposals and make data-driven decisions on what works and what doesn’t.

3. Digital Sales Proposals

When the entire proposal process is handled online, vendors can create proposals in minutes and procurement teams can review and approve them faster. This saves time and money for both parties involved and speeds up the sales cycle.

4. E-Signatures

More secure than traditional signatures, electronic signatures allow businesses to get signature approval faster. In addition, they’re legally binding in most countries, making them a safe and secure way to close deals.

5. Analytics and Optimization

With the ability to monitor proposal performance in a central location, businesses can optimize their proposals for better results. By tracking metrics like open rates, click-through rates, and conversion rates, on active proposals, businesses can make informed decisions on what to include in their proposals.

People Also Ask

What is a proposal generator?

A proposal generator is a tool that helps create detailed, customized proposals based on the specific needs of a client or project. By answering a series of questions, the proposal generator can generate a complete proposal document in minutes. This document can then be reviewed and edited to fit the specific requirements of the project. 

What is proposal automation?

Proposal automation is the process of using software to streamline the creation of sales proposals. By automating the proposal-writing process, businesses can save time and resources while ensuring that their proposals are accurate and consistent.

Proposal automation software typically includes templates and tools for customizing proposals, as well as a library of pre-approved content that can be inserted into proposals with a few clicks.

In addition, proposal automation software often integrates with other business applications, such as customer relationship management (CRM) systems and e-signature platforms. This allows businesses to efficiently manage the entire proposal process from start to finish.