Proposal software that turns leads into contracts and revenue

Just imagine: You’re staring at your screen, coffee gone cold, piecing together another proposal for what feels like the hundredth time this month. Copy-pasting from old documents, manually updating client names, hoping you didn’t miss anything important. Sounds familiar?

You’re not alone. Sales representatives still spend 70% of their time on non-selling tasks. Meanwhile, the average sales win rate across industries hovers around 47%, meaning half of that effort goes to waste.

But here’s the thing—sales reps winning more deals aren’t necessarily better writers or smoother talkers. They’ve simply figured out how to work smarter, not harder. 80% of UK sales teams are now using AI solutions to streamline their work and reclaim valuable selling time.

In this guide, you’ll discover how modern AI proposal software transforms the entire proposal process from lead to signed contract and beyond.

What is proposal software?

Proposal software is a digital platform that helps UK businesses create, manage and track sales proposals throughout the entire customer journey. Think of it as your proposal creation process on autopilot, only smarter.

Instead of starting from scratch every time, these platforms provide:

• Template libraries with industry-specific proposal template options you can customise instantly
• Content management systems that store your winning proposal sections for creating custom proposals
• Collaboration tools that let multiple team members contribute without version chaos
• Document analytics and tracking to see how prospects engage with your proposals
• Integration capabilities that sync with your existing sales stack and accounting software

The magic happens when proposal software includes contract management features. Your accepted proposal seamlessly transforms into a legally binding contract so you can stop back-and-forth emailing or separate signing processes.

For sales teams juggling multiple deals, this tool makes all the difference, eliminating the effort that typically eats up hours weekly. You spend less time on administrative tasks and more time building relationships with prospects.

Why smart teams choose Oneflow proposal management software

Businesses are moving away from traditional proposal workflows. Those using modern proposal management software see significantly faster close rates and higher win percentages.

Oneflow approaches proposal management differently from traditional document tools. Instead of static PDFs that require separate signing processes, Oneflow creates dynamic, interactive proposals that can be edited, negotiated and signed in real-time—all whilst maintaining electronic signature compliance with UK and EU regulations.

It integrates seamlessly with popular CRM platforms like Salesforce, HubSpot and Microsoft Dynamics, ensuring your proposal data flows directly into your existing sales process.

The best customer success teams reduce friction at every stage; when prospects can review, comment, negotiate and sign proposals within a single platform, you can close deals faster.

Core features that accelerate your sales cycle

Let’s examine the main features that top proposal software should include.

Smart proposal creation & templates

Building business proposals from scratch slows down deals. Oneflow eliminates that friction with intelligent, pre-built templates and a drag-and-drop interface.

Industry-specific templates come preloaded with sections, structure, and language tailored for professional services, technology, manufacturing, and more. You can easily customise these or create your own reusable versions, ensuring every new document feels personalised and on-brand for each new client.

Branded proposals build trust and credibility from the first impression. Colours, fonts, and layouts automatically match your brand, no manual formatting required.

CRM integrations take efficiency further. Connect with tools like HubSpot or Salesforce to auto-fill proposal fields with customer data, avoiding embarrassing typos and keeping every professional proposal consistent and credible.

Real-time collaboration & AI approval workflows

Traditional proposal drafting in Microsoft Word or Google Docs often means juggling endless versions, comments, and email threads. It’s slow and confusing.

With Oneflow’s user-friendly collaborative editing, multiple stakeholders can work on the same proposal simultaneously: legal reviews terms, marketing updates case studies, and sales adjusts pricing, all working together to create error-free documents in real time.

Automated approval workflows ensure nothing goes out without the right sign-offs. Approvals can route automatically based on deal size, product type, or customer category, maintaining compliance while speeding up reviews.

Built-in commenting tools keep all feedback in one place, so context never gets lost. And with AI Review, proposals are automatically checked against legal guidelines, flagging missing clauses or compliance risks before sending.

Version control and audit trails provide complete transparency: every change is tracked, timestamped, and attributed for easy review before and after you send proposals.

Tracking & analytics features with AI insights

Once sent, your proposals don’t just disappear into inboxes. Oneflow tracks engagement in real time.

Engagement analytics show which sections prospects spend the most time on and which they skip, giving your sales team the data to time follow-ups perfectly.

With AI Insights, you can run large-scale contract analysis instantly, spotting risk patterns and compliance gaps across your portfolio.

Pipeline visibility connects proposal activity directly to your CRM and forecasts, helping reps distinguish genuine buyer interest from polite silence.

Detailed analytics highlight which proposal content drives higher close rates, so you can refine what works and replicate success.

Seamless contract signing with AI risk management

With one-click proposal-to-contract conversion and built-in contract signing features, approved proposals instantly become legally binding contracts, no reformatting or re-uploading. AI Review automatically checks that all necessary clauses are present and aligned with your legal guidelines.

Integrated e-signatures comply with UK and eIDAS standards, offering everything from simple click-to-sign options to advanced digital signatures.

A central contract repository and management keeps all signed documents organised and searchable, with AI-powered risk analysis providing ongoing compliance visibility.

Finally, automated renewal workflows track contract end dates and trigger timely renewal reminders, ensuring no opportunity slips through the cracks.

Industry-specific proposal solutions for UK businesses

Well-designed proposal software meets the needs of numerous teams. We’ve identified those who benefit the most from it.

Sales teams & business development

When your proposal software connects with platforms like Salesforce or HubSpot through native integrations, proposal activity feeds back into your lead scoring and pipeline management. See which prospects actively engage with proposals and prioritise follow-ups accordingly.

Automated workflows can trigger proposal creation when deals reach certain stages, send follow-up reminders based on engagement data and even escalate stalled proposals to sales leaders.

When successful sales documents get saved to your content library, other reps can learn from what works from pre-approved content and create proposals in minutes without starting from scratch.

Professional services & consulting

Instead of vague service descriptions, you can create detailed task lists, deliverables timelines and success metrics that set clear expectations.

Time and materials proposals benefit from built-in calculation tools that automatically calculate project costs based on estimated hours and rates. When scope changes during negotiations, pricing updates automatically without manual recalculation errors.

Integrated communication platforms like Slack mean conversations about proposal details happen in real-time. Prospects ask questions directly within the proposal platform and your team responds immediately without losing context.

SaaS & technology companies

The best proposal software lets you clearly communicate recurring revenue structures, usage tiers and customisation options.

Product configuration tools within proposals help prospects understand exactly what they’re getting and how different feature combinations affect pricing. This self-service approach reduces the back-and-forth typically required in SaaS sales cycles and empowers sales teams to close deals faster.

Stakeholder management features are key in enterprise technology sales where multiple departments need to review proposals. Access controls, permissions, version control and document tracking with audit trails make this smoother.

Integrations that power your workflow

The real power of modern proposal software comes from how well it connects with other apps in your tech stack. Instead of creating another disconnected system, the best platforms become the central hub that ties your many tools together.

Salesforce integration deep-dive

When Oneflow connects with Salesforce, proposal creation becomes a natural extension of your sales process. Opportunity data automatically populates proposals, eliminating manual data entry and reducing errors.

But the integration goes deeper than simple data sync. Proposal engagement metrics feed back into Salesforce, updating opportunity records with real-time engagement data. Your sales team can see which prospects actively review proposals without leaving their familiar CRM interface.

Automated workflow triggers can create proposals when opportunities reach specific stages, send notifications when proposals are viewed or signed and update deal stages based on proposal status.

HubSpot workflow automation

HubSpot becomes much more powerful when connected to proposal management. You can create sophisticated workflows that automatically trigger contract generation based on lead actions.

See also: HubSpot contract management software: Top 9 integrations

For example, when a qualified lead submits a marketing form on your website requesting a quote or consultation, Oneflow can automatically generate a personalized contract or proposal with their information pre-populated, then send it for signature. This eliminates manual data entry and speeds up your sales cycle by getting contracts in front of prospects while they’re still highly engaged.

Microsoft Dynamics 365 synchronization

Microsoft Dynamics users benefit from native integration that maintains data consistency across both platforms. Contact information, company details and opportunity data stay synchronized automatically, preventing the data discrepancies that often cause proposal errors.

Google Drive and productivity tool connections

Google Workspace integration means your existing document creation workflows can naturally incorporate proposal management. Teams already using Google Docs for collaboration can transition to proposal software without abandoning familiar tools.

Success stories & customer results

Real-world results demonstrate the impact that modern proposal software has on sales performance.

“It’s really easy to set up a contract from HubSpot for the sales team and then we have all the templates in there as well. So they just click, set up a contract and then choose the template that they want to have for this client.”

says Emma Sjölander, COO of Beatly, a Oneflow partner.

Daniel Kudla, Senior Pricing and Risk Analyst at Conrad Energy, describes the experience:

“The sales team can now create an offer in a few minutes rather than few hours. With the automation with Oneflow, as soon as the customer signs the contract, that data is then transferred into our forecasting, financial systems and billing engine. The Oneflow integration allows us tons of automation, that leads to quick contract creation and safe signing process for our customers.”

Oneflow proposal software pricing & plans

Transparent pricing helps you understand what investment is required to transform your proposal process. Oneflow offers flexible plans that scale with your business needs, from small businesses just getting started to enterprise organisations with complex requirements.

The paid plans start from:

• Essentials: £14/month/user. It includes digital contracts, templates and AI writing—for small teams looking to digitise their proposal process.
• Business: £40/month/user. It includes lifecycle management, workspace branding, approvals and signing order flows—ideal for growing businesses with more sophisticated needs.
• Enterprise: Custom pricing. The enterprise plan comes with groups, SSO and more. Large organisations with specific compliance requirements, complex approval processes or multi-jurisdictional operations can explore this plan.

Plus, we have a free forever option that gives you access to PDF contracts, dashboards, audit trails and the ability to export contracts—perfect for exploring the platform. No credit card required to get started, making it easy to test the user friendliness and features before committing.

ROI calculations show that most businesses recover their software investment within the first quarter through time savings alone. When you factor in improved win rates and faster sales cycles, the financial impact becomes even more significant. For businesses managing Making Tax Digital compliance and GDPR requirements, the time saved on administrative tasks and reduced compliance risk add substantial value.

Want to see how Oneflow can help you introduce a streamlined process and generate personalised documents? Get a demo.

Why choose Oneflow over traditional UK proposal software

The proposal software market includes several established players serving UK businesses, but the differences in approach create dramatically different user experiences and results.

Oneflow stands out by treating proposals as the beginning of the contract lifecycle, in one platform, not a separate process across multiple tools. Whilst other platforms focus on proposal creation and basic e-signatures, Oneflow provides true contract management software capabilities that extend far beyond the initial signing.

The HTML-based proposal format means documents remain interactive and editable throughout the entire negotiation process. Prospects can suggest changes directly within the proposal with just a few clicks, eliminating the email back-and-forth that typically extends sales cycles and negatively impacts the customer experience.

AI-powered contract review helps identify potential issues before proposals reach prospects, reducing the likelihood of stalled negotiations due to problematic terms or unclear language.

Getting started with Oneflow proposal software

Traditional proposal workflows mean hours formatting, days waiting for internal approvals, weeks of back-and-forth negotiations that could happen in real-time. Meanwhile, prospects lose momentum and competitors slip in with a faster response process.

Oneflow transforms this entire dynamic by treating proposals as the beginning of your contract relationship and saving time. When prospects can review, negotiate and sign within the same platform, deals move at the speed of decision-making rather than administrative processing.

The platform ensures UK businesses maintain compliance throughout the process, with built-in features for GDPR data handling, electronic signature validity and comprehensive audit trails for tracking proposals.

Ready to discover how much faster your deals could close when proposals work the way modern buyers expect? Book a demo.

Disclaimer:
All information on this page is derived from publicly available sources such as G2, Capterra, and other software listing sites. Oneflow does not verify the accuracy, completeness, or currentness of this information. Accordingly, Oneflow assumes no responsibility or liability for any inaccuracies, errors, or omissions in the content, nor for any actions taken in reliance on such information. Users are advised to independently verify any information before making decisions based on it.