Proposify Pricing: Plans, Hidden Costs & Alternatives

Proposify Pricing at a Glance

If you're evaluating Proposify for your agency or sales team, the sticker price is only part of the story. The platform runs three tiers - Basic, Team, and Business - and the gap between what you see on the pricing page and what you actually end up paying can be significant depending on your team size and stack.

Here's the breakdown as it currently stands:

• Basic: $29/user/month (monthly) or $19/user/month (annual billing). Caps you at 5 document sends per month and supports up to 2 users. Three templates max. No CRM integrations. One collaborator seat included.
• Team: $49/user/month (monthly) or $41/user/month (annual, billed quarterly or annually). Unlimited sends, CRM integrations, client input forms, automated reminders, custom domain, and three collaborator seats. This is where most active sales teams land.
• Business: Custom pricing, starts at $65/user/month (annual, with a 10-user minimum). Adds approval workflows, user roles and permissions, SSO, API access, multiple workspaces, and five collaborator seats. Salesforce deep integration sits here - and it costs extra on top of the base rate.

Annual billing saves you a meaningful chunk: roughly 34% on Basic and 16% on Team. The Business plan doesn't follow the same pattern - it's negotiated per-contract and already priced at the enterprise tier floor.

One thing worth noting: Proposify offers a 14-day free trial without requiring a credit card. The trial gives you access to all Team plan features, so you can send real proposals and test the workflow before committing. That's a legitimate way to pressure-test the tool before any billing conversation starts.

The Hidden Costs Nobody Mentions

The Basic plan looks cheap until you hit the send limit. Five proposals a month sounds fine until you're actively pitching - then it's gone in a week. Once you're over the limit, additional sends cost you per document (Proposify's support docs reference an add-on at $1.99/month for additional sends beyond the cap), which adds up fast for any agency doing real volume. There's also conflicting information on Proposify's own pricing page about whether Basic allows 5 or 10 sends per month - get written confirmation before signing if this number matters to your team.

The bigger trap is Salesforce. If your team runs on Salesforce and you want the native managed package integration, you're forced onto the Business tier - which starts at $3,900/year minimum - plus an additional $9/user/month fee on top of that for the managed package itself. For a five-person team that started evaluating Proposify on the Basic plan, that's a dramatic jump that won't show up in any initial quote unless you ask specifically. That same 5-person team on the Team plan pays around $2,460/year - but if Salesforce becomes a requirement, you're looking at $4,440/year minimum, an 80% increase for one integration.

It's also worth knowing that HubSpot, Pipedrive, Microsoft Dynamics, and Zoho are all included free on the Team tier. There is no Zapier workaround or alternative integration path if you specifically need native Salesforce functionality - it's Business tier or nothing.

Also worth knowing: Proposify's editor has received consistent user criticism for its pricing tables (resizing issues when line items are added) and the lack of autosave. One bad session without hitting save and you lose work. Some users also flag that the editor can be finicky when making major changes to templates. These aren't dealbreakers, but they're real productivity costs to factor into your evaluation.

One more hidden consideration: the Team plan is billed quarterly or annually - there is no month-to-month option. If you outgrow Basic mid-month and need to urgently upgrade, you're committing to at least a quarter on Team, not a single month. That's a detail buried in the fine print that catches people off guard.

Full Feature Breakdown by Plan

Let's go deeper than the marketing page. Here's what actually matters at each tier for an agency or B2B sales team:

Basic - What You Actually Get

• Up to 2 user accounts and 1 collaborator seat
• 5 document sends per month (conflicting figures on Proposify's site - confirm in writing)
• Unlimited templates (all plans include this)
• Content library for reusable sections, bios, case studies
• Online e-signatures (legally binding, all plans)
• Stripe payment integration
• Basic notifications and document open tracking
• PDF export
• No CRM integrations
• No approval workflows
• No custom domain

Bottom line: the Basic plan is essentially a functional trial. You get the core of what makes Proposify useful - the editor, e-signatures, and content library - but the send cap and missing integrations make it impractical for any team doing active outbound or managing multiple simultaneous deals.

Team - What You Actually Get

• Per-user pricing, no team size cap
• Unlimited document sends
• 3 collaborator seats included
• Custom domain (so clients see your URL, not Proposify's)
• Custom fields for faster document creation
• CRM integrations: HubSpot, Pipedrive, Microsoft Dynamics, Zoho (all included)
• Automations via pre-built connectors or workflow builder
• Client input forms to capture prospect information inside documents
• Interactive pricing tables with buyer-selectable add-ons
• Full proposal analytics: open tracking, time-per-section data, recipient activity timeline
• Approval workflows (basic)
• PDF export and reports with CSV export

This is where Proposify earns its money. The combination of CRM sync, proposal analytics, and interactive pricing tables is genuinely useful for a team of three or more people closing deals at any real volume. A three-person agency on annual billing pays around $1,476/year - which is reasonable if proposals are central to your close process.

Business - What You Actually Get

• Everything in Team, plus:
• 5 collaborator seats
• User roles and permissions (lock down what each rep can and can't edit)
• Page-level content locking
• Advanced approval workflows with conditional routing
• Single Sign-On (SSO) via Salesforce, Okta, or Azure
• Salesforce managed package integration (requires additional $9/user/month)
• Aspire integration (also $9/user/month add-on)
• API access for custom integrations
• Multiple workspaces (useful for franchise or multi-location businesses)
• Premium onboarding and dedicated support
• 10-user minimum, annual billing only

The Business plan is an enterprise product. It only makes operational sense if you have a compliance requirement around proposal approval before sends, need SSO for security standards, or are deeply embedded in Salesforce. For most independent agencies under 15 people, it's overkill.

Which Plan Actually Makes Sense for Agencies

The Basic plan is essentially a trial tier for freelancers or solo consultants sending fewer than five proposals a month. The send cap makes it impractical for most agencies doing active outbound or responding to inbound leads at any meaningful frequency.

The Team plan is the real entry point for agencies. You get unlimited sends, CRM sync, and the approval workflow visibility that matters when you have more than one person sending proposals. A three-person agency on the Team plan (annual billing) pays around $1,476/year - which is reasonable if proposals are central to your close process.

The Business plan only makes sense if you need Salesforce deep integration, SSO, or you have a compliance requirement around proposal approval workflows before sends. For most independent agencies, that's overkill. Start on Team and upgrade only when the Salesforce integration or advanced permissions become an actual operational need - not a theoretical future one.

One practical note: if you're a solo operator or a two-person shop doing fewer than five proposals a month, the Basic plan can work as a legitimate starting point. But be honest with yourself about your send volume before committing. Most active agencies hit that cap in the first week of any real outbound push.

Proposify vs. the Main Alternatives

You've got real options here, and the right choice depends on what you prioritize. Here's an honest side-by-side.

PandaDoc

PandaDoc's Essentials plan comes in at $19/seat (annual), cheaper than Proposify's Team tier at $41/seat. It includes document analytics, payment processing, and a free e-signature-only plan that makes it worth exploring if you're just starting out. PandaDoc is also a broader platform - it covers proposals, contracts, quotes, and e-signatures under one roof. If you'd otherwise be paying for a separate e-signature tool, that changes the math.

The tradeoff: Proposify has deeper proposal-specific analytics and approval workflows at the sales oversight level, which matters for managers tracking rep behavior. PandaDoc is described well as the Swiss Army knife for sales document workflows - it does more, but Proposify does proposals better. If budget is the primary filter and you need Salesforce, PandaDoc is actually the more cost-effective path since Salesforce integration doesn't require a separate tier upgrade the way it does with Proposify.

Qwilr

Qwilr transforms proposals into web pages - interactive, embeddable, mobile-friendly, closer to a microsite than a PDF. Their Business plan runs $35/month (annual) and Enterprise starts at $59/month with a 5-seat minimum. If your proposals need to visually impress and you're selling to design-conscious buyers, Qwilr's format is a genuine differentiator - buyers can configure pricing tables themselves, watch embedded videos, and click through sections in a way that no PDF can replicate.

The tradeoffs are real though. Qwilr's PDF export can be problematic - the web-to-PDF conversion isn't always seamless. The platform also doesn't allow import from Google Docs or Microsoft Word. And if you need Salesforce, Qwilr only offers it at the Enterprise tier ($59/user minimum, 10-seat floor), making it even more expensive than Proposify's already painful Salesforce path. Analytics data is also only retained for 120 days on the Business plan - a hidden limitation that matters if you want to analyze close rates over time.

Better Proposals

Good for freelancers and small teams with a lower cost of entry - Starter is around $13/user/month with a 50-document send limit. But it's missing the depth of role-based permissions, advanced analytics, and enterprise-grade CRM integrations that growing agencies need. Fine as a starting point; tends to get outgrown when you hit five or more people and need real oversight controls. Their big competitive argument against Proposify is that they include Salesforce integration at lower tiers without forcing you to a 10-user minimum - worth checking if Salesforce access matters and your team is small.

PandaDoc Free Tier

Worth a mention separately - if you're an agency under three people and just need e-signatures and basic document tracking, PandaDoc's free tier does the job. No monthly fee, legitimate e-signatures, and enough template functionality to send professional proposals. The upgrade path is clear when you need it, and the free tier is more functional than Proposify's Basic in terms of getting started without a billing commitment.

Google Docs + DocuSign or HelloSign

The budget play that nobody wants to admit works. If you're a team of one or two sending fewer than ten proposals a month with predictable scopes, a well-designed Google Doc template plus a standalone e-signature tool covers 80% of what Basic Proposify does at a fraction of the cost. You lose the analytics, the interactive pricing tables, and the CRM sync - but those features only pay for themselves if your volume justifies the overhead. Be honest about whether you're buying a tool or buying the feeling of having a tool.

What Proposify Is Actually Good At

Don't let the pricing complexity scare you off the product entirely. Proposify does a few things genuinely well:

• Proposal-specific analytics: You can see when a prospect opened your proposal, how long they spent on each section, and which pages they skipped. Proposify goes deeper than competitors here - section-by-section time data changes how you follow up. If a prospect spent eight minutes on your pricing page and skipped your team bio section entirely, that follow-up call writes itself.
• Content library: Reusable sections for team bios, case studies, service descriptions. For agencies sending dozens of proposals a month, this alone pays for the subscription in saved time. You're not rebuilding from scratch every time - you're assembling from a curated library of pre-approved blocks.
• Interactive pricing tables: Clients can select optional line items, adjust quantities, and configure their own package. This passive upsell mechanism works without any extra effort from your team. The buyer does the upselling themselves by toggling add-ons.
• Approval workflows: On Team and above, proposals can require manager sign-off before they hit a client's inbox. For agencies with brand standards or legal requirements, this is a real operational control - not just a nice-to-have feature.
• Brand consistency at scale: Page-level content locking on Business means you can prevent reps from editing pricing, legal language, or brand elements. The proposal that leaves your agency looks like your agency built it, not like a rep went rogue on the font choices.
• AI writing widget: Built-in AI for prompting, refining, fixing grammar, and condensing sections. Not a replacement for knowing what to say, but useful for getting a clean first draft out of a rough outline.

Real Cost Scenarios: What Teams Actually Pay

The per-user math is where proposals get interesting. Let's run a few real scenarios:

Solo consultant: Basic plan, annual billing. $228/year. Workable if you're genuinely sending fewer than 5 proposals a month and don't need CRM sync. Otherwise, you'll upgrade within 60 days.

3-person agency, no Salesforce: Team plan, annual billing. $41 x 3 x 12 = $1,476/year. This is the sweet spot. Unlimited sends, full CRM integration (HubSpot, Pipedrive, Dynamics, Zoho), proposal analytics, and basic approval workflows. If proposals are central to your sales process, this is a defensible expense.

5-person sales team, no Salesforce: Team plan, annual billing. $41 x 5 x 12 = $2,460/year. Still reasonable for a team where multiple reps are sending proposals and a manager needs visibility into what's going out.

5-person team, Salesforce required: Business tier minimum ($3,900/year) plus $9/user/month Salesforce add-on ($540/year for 5 users) = $4,440/year minimum. That's an 80% jump from the Team tier cost for the same headcount. If you're on Salesforce, price this scenario explicitly before starting a trial.

10-person enterprise team, Salesforce required: Business tier at 10-user minimum = $7,800/year base (at $65/user/month) plus $9 x 10 x 12 = $1,080/year for Salesforce = $8,880/year. At that spend level, you're in territory where PandaDoc's business plan likely deserves a head-to-head comparison before you commit.

The Contract Side of the Equation

One thing Proposify handles reasonably well is combining the proposal and e-signature into one document. That's smart workflow design - the prospect reads, selects their options, and signs in the same session. But if your process separates proposals from contracts, or if you need a standalone contract after the proposal is accepted, you'll want a template ready to go.

I keep a one-page contract template that works for most agency engagements - it's fast to fill out, legally clear, and doesn't scare clients with 12 pages of legalese. If you need something more formal, there's also a full agency contract template worth downloading before your next engagement. And if you're writing service agreements from scratch, the guide on how to write a contract covers the structure that actually holds up.

Should You Use Proposify for Proposal Creation, or Something Else?

My honest take: if you're sending more than ten proposals a month and you have more than two people involved in the sales process, Proposify's Team plan is worth the cost. The proposal analytics and CRM integration alone change how you manage your pipeline.

If you're a solo operator or a two-person shop sending occasional proposals, start with PandaDoc's free tier or Better Proposals and invest the saved money elsewhere - in lead generation, in follow-up tools, or in improving the actual offer inside the proposal.

If you need Salesforce, model the full cost before you touch Proposify's pricing page. The sticker shock from the Business tier plus the $9/user/month Salesforce add-on catches teams off guard when they've already started a trial and built templates. PandaDoc includes Salesforce at lower price points and is the honest first comparison to make.

If you want to build proposals faster using AI-assisted templates rather than building from scratch, check out the Proposal AI Templates resource - it's a quicker path to a polished first draft than fighting with any editor.

Proposify Integrations Worth Knowing About

Beyond Salesforce, here's what matters in Proposify's integration stack and which tier it lives on:

• HubSpot, Pipedrive, Microsoft Dynamics, Zoho CRM: All included on Team tier at no extra charge. These cover the majority of agency CRM stacks.
• Salesforce: Business tier only, plus $9/user/month add-on. No workaround via Zapier for the full native functionality.
• Stripe: Payment integration available on all plans, including Basic. Clients can pay in full or partially when a proposal is signed.
• Zapier and workflow automations: Available on Team tier. Useful for connecting Proposify to tools not in their native integration list.
• API access: Business tier only. Relevant if you need custom integrations or want to build Proposify into a larger sales tech stack programmatically.
• SSO (Okta, Azure, Salesforce Identity): Business tier only. Required for organizations with strict identity management policies.

For most agencies running on HubSpot or Pipedrive, the Team tier integration stack is more than sufficient. The Business tier integrations are genuinely enterprise-specific - if you don't know what SSO or API access means for your stack, you almost certainly don't need Business tier yet.

Getting the Prospects to Actually Send Proposals To

One thing I've noticed after helping thousands of agencies close deals: the proposal tool is rarely the bottleneck. The bottleneck is having a qualified pipeline to send proposals into in the first place. If you're spending more time debating Proposify vs. PandaDoc than you are building a prospect list, the tool choice doesn't matter yet.

For agencies doing B2B prospecting, a B2B lead database is how you build that pipeline - filter by job title, industry, company size, and location, then work those contacts before you ever open a proposal tool. If you need to find verified email addresses for the prospects on that list, an email finding tool fills that gap. Tools like Lemlist handle the sequencing once you have the list, and Close CRM keeps the deal stages organized so you know exactly when to send the proposal.

The proposal is the last mile. Getting there is the work.

Frequently Asked Questions About Proposify Pricing

Does Proposify have a free plan?

No. Proposify does not offer a free plan. Your only option to try Proposify at no cost is the 14-day trial, which includes Team plan features and doesn't require a credit card. After the trial, you must choose a paid plan to continue using the software.

Can I pay month-to-month on all plans?

Basic can be paid monthly. Team and Business cannot - Team requires at minimum a quarterly commitment ($49/user/month billed quarterly, or $41/user/month billed annually). Business is annual only. This catches teams off guard when they urgently need to upgrade from Basic mid-month.

What happens if I hit my send limit on Basic?

You can purchase additional document sends (Proposify's support documentation references $1.99/month per additional send bundle), or upgrade to Team for unlimited sends. You cannot continue sending under Basic once you've hit the monthly cap without one of those two options.

Is the Salesforce integration included in the Business plan price?

No. The Salesforce managed package is only available to Business tier customers, and it costs an additional $9/user/month on top of the Business tier base cost. The Business tier starting price does not include Salesforce - it's a separate line item. Same for the Aspire integration.

Can I downgrade from Team to Basic?

Yes, you can change plans from your account settings. Downgrading will limit your document sends back to the Basic cap, so make sure your active proposals are properly archived or completed before downgrading to avoid disruption.

Does Proposify charge per user or per seat?

All plans are priced per user per month. Collaborator seats (limited-access users who can edit or approve but not create or send) are included based on plan - 1 on Basic, 3 on Team, 5 on Business. Collaborators are useful for clients who need to review documents or internal stakeholders who approve but don't originate proposals.

Bottom Line on Proposify Pricing

Proposify's pricing is fair for what it does at the Team tier. The Basic plan's send limits make it a non-starter for active agencies. The Business tier only justifies itself at scale or with specific Salesforce requirements. If you're evaluating it honestly, run the per-user math for your actual team size against PandaDoc's Essentials plan before committing - the gap may or may not matter depending on the features you actually use.

Always ask for annual pricing upfront. The 16-34% discount is real and compounds meaningfully over a 12-month contract. And if you're on the fence between Team and Business, start on Team - you can upgrade when the approval workflows and Salesforce integration become actual operational needs, not theoretical ones.

The one thing I'd add from experience: the tool you use to send the proposal matters far less than the quality of the pipeline feeding it. A polished Proposify proposal sent to the wrong prospect closes nothing. Build the list first, qualify the conversation, then worry about which proposal software makes you look best on the last page.