If your team uses HubSpot, you've probably felt this already when sending proposals. You finish a discovery call, open a blank doc, and suddenly you're starting a proposal from scratch again. When you finally send out your document, the waiting game begins, and you're left in limbo, wondering whether it was opened, who looked at it, or if it even reached the decision-maker.
The good news is that proposal tools connect with HubSpot and remove much of that friction. This includes Qwilr, PandaDoc, Proposify, Better Proposals, and HubSpot's own Quotes tool. They can all pull deal data from HubSpot CRM into your proposals, but they don't all handle the "after you hit send" part in the same way. This guide breaks down what each option is best for, based on your tech stack, and your workflow.
Why Use Proposal Software with HubSpot?
If your deal data is already living in HubSpot, why overcomplicate things with extra logins and an external platform? When your proposal software connects to HubSpot, your team can stop re-entering company names, contact details, scope, and pricing into templates for the hundredth time. By generating a proposal straight from the deal record, you can easily populate the fields automatically.
But the bigger win is what happens after you send it. Without a direct integration, proposals can get buried or lost in inboxes, and you're left guessing. With the right tool, you get clear engagement signals and deeper insights, including:
- When your proposal was opened
- What the buyer spent time on (pricing vs. scope) in the proposal
- Whether another stakeholder jumped in
Qwilr's analysis of over one million proposals found that when at least two more people viewed a proposal within the first five days, the acceptance rate nearly doubled.
That activity can sync back to HubSpot, update deal stages, and give you a stronger follow-up reason. For RevOps teams and Sales Operations, that's the difference between a pipeline you can forecast from and a pipeline you're basically hoping is accurate.
Best Proposal Software That Integrates with HubSpot
Qwilr
Qwilr approaches proposals differently from most tools on this list. Instead of generating a PDF document, it creates a live, web-based proposal that the buyer opens in their browser, not their Downloads folder. So, if pricing changes or your scope shifts, you update it, and the same link stays current. This helps prevent any multi-revision chaos and avoids accidentally sending an outdated version.
Qwilr's current HubSpot integration covers the key workflows. Your team can create proposals from either side: from the Qwilr card on a HubSpot deal record, or from the Qwilr dashboard by picking a HubSpot-connected template. Either way, contact details, product info, and pricing pull in automatically.
Variables come through as readable labels too. Dropdown fields show the option's display label, and owner fields show the person's name rather than HubSpot's internal ID. You can also reach fields on associated records, for example the owner of a linked company, not just the company itself.
On higher plans, the integration feeds Qwilr's Smart Proposal Engine, which means a proposal can assemble itself from the deal record, pulling in the right content, pricing, and sections based on the data already in HubSpot, alongside inputs like call transcripts and meeting notes.
This integration has saved each sales rep an average of 1 hour per deal closed. Since implementing Qwilr we have closed over 2,000 deals, saving us over 2,000 hours of time that we can invest in additional sales activities.
Marc Gawith, Director of Business Development, Resi Media
Once the proposal is sent, engagement data flows back into HubSpot. You'll see total views on the Qwilr card and individual view timestamps in the Activities tab, and the card updates when your client accepts. Page viewed and page accepted both work as HubSpot workflow triggers, so an acceptance can kick off whatever you already run.
Qwilr is often the strongest fit for agencies sending polished client proposals, or for B2B SaaS teams where the proposal is part of the pitch. The buyer experience feels more like a web experience than an attachment.
Useful links: How the HubSpot integration works · Already on Qwilr? How to upgrade to the new integration
Best for: Sales teams, agencies, and B2B SaaS companies that need proposals to deliver a strong buyer experience and keep HubSpot accurate without manual effort, rather than just pushing out another document.
Key strengths: Interactive web proposals, HubSpot automation, live engagement tracking, embedded payments via QwilrPay, digital sales rooms, live-link updating so buyers always see the current version, Smart Proposal Engine on higher plans, variable fidelity with readable labels and associated record fields.
Limitations: Proposals are built to be viewed online, so there's no offline editing; pricing sits higher than simpler tools.
PandaDoc
PandaDoc is less "proposal software" and more a document automation platform that covers proposals, contracts, NDAs, onboarding paperwork, and everything in between. If your team needs one system to manage every document type across the business, it has the depth to do that.
It can, however, start to feel like a mismatch when the primary goal is to send persuasive sales proposals. The HubSpot integration covers the basics well: CRM data populates templates, and activity syncs back to the deal record. But the output is a document, not a web experience. That is a different experience from what a web-native proposal can deliver.
It tends to suit teams with heavy document governance needs such as approvals, content libraries, and legal sign-off on templates, rather than sales teams looking to improve how proposals land with buyers.
Best for: Teams that need one platform for contracts, NDAs, and paperwork across the business, not just sales proposals.
Key strengths: Broad document support, strong automation, 1,000+ templates, reliable CRM integrations.
Proposify
Proposify is built specifically for proposals, and the editor reflects that. It gives teams control over layout, fonts, and section structure in a way that generic document tools do not. This level of control can be useful for teams that need consistent, on-brand templates across a large group of representatives.
The HubSpot integration covers the essentials. The CRM fields, for instance, populate automatically, and proposal activity syncs back to the deal record. Section-level analytics show where buyer attention drops off, giving your sales team useful context for follow-up conversations.
The gap shows up on the buyer side. Proposify proposals are delivered as documents rather than live web pages, so the experience of receiving one is closer to a PDF than a web-based sales experience. For teams where the proposal needs to do more than look good, where it needs to behave like part of the sales process, that is a real constraint.
Best for: Teams that need strict template consistency and brand control across a large group.
Key strengths: Granular design and layout control, section-level analytics, team approval workflows.
Better Proposals
Better Proposals is a step up from a Word doc, without the setup overhead of heavier platforms. It connects to HubSpot for basic contact and deal data sync, supports e-signature, and offers a set of templates that look professional out of the box.
It's a great fit when speed and simplicity matter more than detailed workflow automation. You'll get solid tracking on how a proposal gets read, down to how long a client spent on each page and whether they forwarded it on, but if you're expecting RevOps-grade automation around that activity, it'll start to feel lightweight.
Best for: Small businesses and freelancers who want simple, fast proposal creation.
Key strengths: Fast to get started, affordable pricing, a wide range of templates, page-level engagement tracking, and e-signature support.
HubSpot Quotes
HubSpot Quotes covers quoting well, but teams often outgrow it when they need more proposal-style content and greater engagement tracking.
The limitation is that it's a quoting tool, not a full proposal platform. HubSpot has added interactive quote modules and the ability to collect payments, though what's available depends on your Revenue Hub subscription. You still miss the web-based proposals and section-level engagement analytics a dedicated tool gives you. It's built for quoting, not proposals. For many teams, HubSpot Quotes is the starting point, and then they find they need a dedicated integration for a richer buyer experience and better tracking.
Best for: Teams that need basic quoting and don't want another tool in the stack (yet).
Key strengths: Fully native, with no extra setup required.
Read our in-depth look at HubSpot Quotes.
Quick Comparison: Proposal Software for HubSpot
| Tool | How the buyer receives it | Best for |
|---|---|---|
Qwilr | A live web page, updated by the same link | Teams where the proposal is part of the pitch and HubSpot needs to stay accurate on its own |
PandaDoc | A document, inside a broader document platform | Businesses running contracts, NDAs and paperwork through one system |
Proposify | A document, with tight design control | Larger teams that need every rep on the same on-brand template |
Better Proposals | A document, fast to produce | Small businesses and freelancers who want speed over configuration |
HubSpot Quotes | A native HubSpot quote | Teams quoting simple pricing who don't want another tool yet |
How to Choose the Right Tool for Your HubSpot Workflow
The comparison table is a helpful starting point. The right choice usually comes down to workflow: what do you need HubSpot to do once a proposal is sent? Features vary by plan and setup, so it's worth checking what's available in your portal.
Here are the few checks that usually make the decision obvious:
- If your proposal needs to share more detail or visual examples, such as video, interactive sections, optional add-ons, pricing that updates, or an ROI calculator, then you'll want something web-native. A PDF workflow can look fine, but it can't really behave like a sales experience.
- Check whether document acceptance can trigger what you already run in HubSpot: onboarding emails, task assignment, invoicing steps, and internal handoffs. If it can't connect properly to HubSpot Workflows, you'll end up back in manual admin.
- If deals get forwarded internally (they usually do), the buyer experience matters. Your proposal isn't just a file. It's what gets shared internally when you're not in the room.
- If you're the person cleaning up the CRM, go straight to integration depth. The details that matter are boring but critical: do accepted amounts sync back? Do deal stages update automatically? Or are reps still "meaning to update HubSpot later" but never doing it?
- If your budget is tight, keep it simple. HubSpot Quotes is the "good enough" starting point and Better Proposals can be a slight step up for small teams. The heavier tools usually make sense when proposals are a real lever in your revenue process, which means you'll feel the ROI in time saved and in deals moved.
I love the live link. It's been really helpful to be able to make changes on the fly and not have to resend a bunch of documents. It's a much better customer experience than someone needing to look through multiple versions to find the most current one.
Jon Brickner, Global Manager, HR Collaborative
The Bottom Line
"Integrates with HubSpot" used to mean "it can pull a name into a template." These days, the bar is higher. The best tool integrations are the ones that keep the entire sales process connected: you build faster proposals, gain better visibility into buyer engagement, and keep your HubSpot CRM accurate without chasing for updates.
If your team cares about what happens after you hit send, meaning who opened it, what they looked at, whether it got shared, and when to follow up, then Qwilr's HubSpot integration is worth a serious look. It's built around that visibility, and the live-link experience tends to land better than another attachment in an email thread.
To see how it works, explore Qwilr's HubSpot integration or browse sales proposal templates.
About the author
Isabella Cerini-Palozzo|Copywriter & Content Specialist
Bella is a SEO copywriter and content specialist with a background in law, before transitioning into marketing and content. She helps brands grow visibility and drive action through clear messaging and search-led content (blogs, website copy, and social), with a focus on GEO/SEO, strategy, and conversion. A lifelong storyteller with an early passion for screenwriting, she brings narrative craft to everything she creates - and when she’s not writing, you’ll find her teaching yoga or enjoy a dip in the ocean.
Frequently asked questions
HubSpot has Quotes inside Sales Hub, and it works well for simple pricing. Once you need multi-section layouts, interactive content or engagement tracking, most teams add a dedicated proposal tool alongside it. We've written up where Quotes stops being enough in our HubSpot Quotes review. What's available also varies by plan and setup, so it's worth checking your own portal.
It depends what you need HubSpot to do once the proposal is out the door. If you want proposals built straight from the deal record, view data coming back to that record, and acceptance available as a workflow trigger, Qwilr's HubSpot integration does all three. Resi Media used it to save around an hour per deal closed across more than 2,000 deals. If your bigger problem is managing contracts and paperwork across the whole business rather than the proposal itself, PandaDoc is the better fit.
Yes. Qwilr's HubSpot integration connects to the Smart Proposal Engine, available on higher plans, so a proposal can assemble itself from the deal record. You can also combine that HubSpot data with meeting notes and call transcripts for more personalized output.