Overview

Proposal Expert is web-based proposal software that combines drafting and editing with AI feedback, client engagement tracking and electronic signatures. It suits freelancers through sales teams that need those capabilities in one subscription. Its free tier is useful for trying the workflow, but the monthly proposal and signature caps make a paid plan more practical for regular use.

Key features

AI assistant Fred suggests stronger wording, flags weak points and supports multilingual proposals; AI drafting and pricing tables are also included. That can help shape a proposal, though the monthly AI-credit allocation matters if a workspace relies on repeated AI assistance. Credits are pooled across the workspace and can roll over for one month, up to one times the monthly allocation.

Engagement tracking reports when a client opens a proposal, which sections they read and how long they spend on it. This gives proposal writers useful signals about client interest. Electronic signatures use email verification and create an audit trail. Reusable content, templates and brand kits help teams keep materials consistent, while CRM integrations connect proposal work with HubSpot and Pipedrive on Professional, or Salesforce on Business.

Proposal Expert says customer data is encrypted in transit with TLS 1.2+ and at rest with AES-256, hosted on servers in the EU, and neither sold nor used to train foundation models. Support is in Dutch and English, with weekday replies within one business day; there is no phone line during the beta.

Pricing

The Free plan costs 0.00 EUR per free and allows 3 proposals and 3 e-signatures per month, 25 AI credits, 5 templates, basic analytics and 250 MB storage. It is a sensible way to try the product, but the proposal and signature caps are restrictive for ongoing client work.

Starter costs 24.00 EUR per month and includes 15 proposals monthly, 100 AI credits, 15 templates plus an editor, unlimited e-signatures, a custom logo, email support (24h) and 1 GB storage. It fits an individual who needs more capacity and signatures but not team collaboration or CRM integrations.

Professional costs 59.00 EUR per month, billed per active user, and adds unlimited proposals, 250 AI credits per user, unlimited templates and signatures, two brand kits, HubSpot and Pipedrive integrations, team collaboration and 10 GB storage. It is the clearest fit for teams that need shared proposal work and CRM links, though per-user billing makes headcount part of the cost.

Business costs 109.00 EUR per month, billed per active user. It includes 500 AI credits per user, unlimited users, white-labeling, Salesforce integration, API access and data export, SSO/SAML and 50 GB storage. Choose it for those higher-level integration, identity and export needs; otherwise Professional covers the core team features at a lower per-user price. Enterprise has custom pricing, unlimited AI credits and unlimited storage.

The pricing note also offers a 14-day trial.

Platforms

Proposal Expert runs on the web, making it an option for browser-based proposal work rather than a listed native-device app.

Who it's for

Freelancers and self-employed professionals can start with Free or Starter, while Professional is aimed at teams that need collaboration and HubSpot or Pipedrive. Business makes sense for larger operations requiring Salesforce, SSO/SAML, API access or data export. If proposal volume is low, or only a basic drafting tool is needed, the higher tiers may be more than necessary.

Pros and cons

Pros: Tracking, email-verified signatures and an audit trail cover client engagement and sign-off alongside proposal creation.
Pros: Paid tiers scale from individual use to collaboration, CRM integrations and enterprise-oriented controls.
Pros: The stated EU hosting, encryption and limits on data use address concrete privacy and security concerns.
Cons: Free limits proposals to three and signatures to three per month, so regular use can quickly require an upgrade.
Cons: AI credits are capped, and Professional and Business charge per active user, which can constrain usage or raise team costs.
Cons: Beta support has no phone line, which may not suit users who need live assistance.

Alternatives

AI Proposal Generators and Proposal Software offer broader category comparisons. Consider FirstSlate if its free plan’s five active projects, three clients, intake forms, proposals, contracts, invoices and crew call sheets better match the work. Effie is another free web option. Proposar offers a free plan with three proposals and three templates per month, or a 19.00 USD monthly Starter plan with ten proposals. Handoff is a paid alternative with a free trial and broad platform coverage. ProposalGrid has a free tier with five active documents and two AI proposal drafts each month, and a 19.00 EUR monthly Pro plan. AdvisorPitch is a paid alternative with a free trial. Proposify is paid, with a free trial and a Basic plan at 29.00 USD per month that allows ten sends monthly. Better Proposals is paid and offers a Starter plan at 13.00 USD per month when paid annually, with one user seat and ten documents per month.

Verdict

Choose Proposal Expert if you want proposal writing, client-reading signals and verified electronic signatures together, and your team can match its tier to the CRM and collaboration needs. Its strongest case is the connected workflow; look elsewhere if you need generous free usage, predictable total team pricing, or phone support.

	Proposal Expert	XaitProposal
Free plan	Yes	No
Free trial	Yes	No
Paid from	€24/mo	—
Open source	No	No
Platforms	Web	Web
Free plan	Yes	—
Built-in e-signatures	Yes	—
Custom branding	—	Yes

Proposal Expert vs XaitProposal

Proposal Expert

XaitProposal