Best AI Tool for Proposal Writing: 10 Tools Compared (2026) - AI Tool VS

Writing a winning proposal used to mean days of research, drafting, and formatting. In 2026, AI tools can cut that time by 80% while producing polished, persuasive documents that close deals.

But with dozens of AI tools claiming to handle proposal writing, which one actually delivers? We tested 10 of the most popular options across business proposals, grant applications, RFP responses, and pitch decks to find out.

## TL;DR: Our Top 3 Picks

## Why AI Is Transforming Proposal Writing

The proposal writing landscape has fundamentally shifted. According to industry data, teams using AI proposal tools report writing proposals **up to 5x faster** and seeing **20%+ increases in win rates**.

Here is why the shift is happening now:

– **Speed**: What took days now takes hours. AI generates structured first drafts from a single prompt, complete with formatting and professional language.
– **Consistency**: AI maintains your brand voice and messaging across every proposal, eliminating the “written by committee” feel.
– **Data-driven optimization**: Modern AI tools analyze winning proposals to suggest improvements, track engagement in real time, and flag inconsistencies before submission.
– **Scalability**: Respond to more RFPs and opportunities without expanding your team.

The result is not just faster proposals — it is better proposals that win more business.

## How We Evaluated These Tools

We assessed each tool across six criteria critical to proposal writing:

## 10 Best AI Tools for Proposal Writing (Detailed Reviews)

### 1. Jasper — Best for Marketing Proposals

**Overview**: Jasper is an AI content platform trusted by marketing teams worldwide. While not a dedicated proposal tool, its document editor, brand voice features, and 50+ writing templates make it a strong choice for creating persuasive marketing proposals, pitch documents, and client-facing content.

**Best for**: Marketing agencies, sales teams, and freelancers who write client proposals regularly.

**Key features**:
– Document editor with one-click tone, length, and style adjustments
– Brand Voice feature that analyzes your writing style and maintains it across all output
– Surfer SEO integration for content optimization
– Browser extension for writing proposals in Gmail, Google Docs, or any web app
– AI App Builder to create custom proposal workflows (Business plan)

All plans include a 7-day free trial.

**Pros**:
– Excellent brand voice consistency across proposals
– Surfer SEO integration helps optimize content
– Works anywhere via browser extension
– Strong template library for marketing content

**Cons**:
– Not a dedicated proposal platform (no eSignature, tracking, or CRM integration)
– Pricing is higher than general-purpose AI chatbots
– Creator plan limits brand voices to one

—

### 2. ChatGPT Plus — Most Versatile

**Overview**: ChatGPT Plus gives you access to GPT-5.2 Thinking mode, making it one of the most powerful general-purpose AI tools for drafting proposals of any type. From business proposals to grant applications to RFP responses, ChatGPT Plus handles diverse writing tasks with impressive depth and flexibility.

**Best for**: Professionals who need a versatile AI assistant for many writing tasks beyond just proposals.

**Key features**:
– GPT-5.2 Thinking model for deeper reasoning on complex proposals
– Custom GPTs for creating reusable proposal templates and workflows
– File upload and analysis for processing RFP documents
– DALL-E 4 integration for proposal visuals
– Advanced data analysis for financial projections and budgets

**Pricing**:
| Plan | Price | Notes |
|——|——-|——-|
| Free | $0/mo | Limited access, basic models |
| Go | $8/mo | Expanded access, ad-supported |
| Plus | $20/mo | GPT-5.2 Thinking, 3,000 messages/week |
| Pro | $200/mo | Unlimited top models, maximum compute |

**Pros**:
– Handles virtually any proposal type or format
– Strong reasoning ability for complex, technical proposals
– Custom GPTs let you build reusable proposal assistants
– Affordable at $20/month for professional-grade output

**Cons**:
– No built-in proposal templates or formatting tools
– Output requires manual formatting in a separate document editor
– Usage caps during peak hours (160 messages per 3 hours on flagship model)
– No collaboration, eSignature, or document tracking features

—

### 3. Claude Pro — Best for Complex and Technical Proposals

**Overview**: Claude Pro, built by Anthropic, excels at long-form, nuanced writing that requires deep reasoning. Its 200K+ token context window means it can process entire RFP documents, style guides, and reference materials simultaneously — producing proposals that are thorough, accurate, and require minimal editing.

**Best for**: Consultants, engineers, and professionals writing complex technical proposals, grant applications, and detailed RFP responses.

**Key features**:
– Extended reasoning capabilities for complex multi-part proposals
– 200K+ context window to process large RFP documents in full
– Projects feature to store style guides and reference materials for consistent output
– Google Workspace integration for seamless workflow with Docs and Gmail
– Claude Code for terminal-based automation of repetitive proposal tasks

**Pricing**:
| Plan | Price | Notes |
|——|——-|——-|
| Free | $0/mo | Basic access, tight message caps |
| Pro | $20/mo | 5x usage, extended reasoning, Projects |
| Max 5x | $100/mo | 5x more than Pro |
| Max 20x | $200/mo | 20x more than Pro |

**Pros**:
– Produces the most human-like, natural-sounding text among AI tools
– Exceptional at maintaining consistent tone across long documents
– Large context window handles entire RFP documents at once
– Projects feature enables reusable brand voice and style guide settings

**Cons**:
– No built-in proposal templates or document formatting
– No eSignature, tracking, or CRM integration
– Message limits can be reached during heavy use
– Requires manual formatting in external tools

—

### 4. PandaDoc — Best Proposal-Specific Platform

**Overview**: PandaDoc is a full-scale proposal and document management platform trusted by over 50,000 companies, including HP, Bosch, and Rakuten. Unlike general AI writing tools, PandaDoc handles the entire proposal lifecycle: creation, collaboration, approval, eSignature, and payment collection. It is rated #1 in proposals, eSignature, and contract management by G2.

**Best for**: Sales teams and businesses that need an end-to-end proposal management solution with CRM integration.

**Key features**:
– Drag-and-drop proposal editor with 1,000+ professional templates
– Built-in legally binding eSignatures (ESIGN and UETA compliant)
– Real-time analytics showing who viewed your proposal, for how long, and which sections
– CPQ (Configure, Price, Quote) for dynamic pricing within proposals
– CRM integrations with Salesforce, HubSpot, Pipedrive, and more
– Real-time collaboration with commenting, redlining, and approval workflows

**Pros**:
– Purpose-built for proposals with end-to-end lifecycle management
– Excellent analytics reveal prospect engagement patterns
– 1,000+ templates for proposals, contracts, and quotes
– Built-in eSignature eliminates the need for DocuSign or similar tools

**Cons**:
– AI writing capabilities are less advanced than ChatGPT or Claude
– Essential features like bulk sending and advanced reporting require higher tiers or add-ons
– Per-user pricing adds up quickly for larger teams
– Starter plan lacks automation and advanced integrations

—

### 5. Qwilr — Best for Interactive Proposals

**Overview**: Qwilr transforms traditional PDF proposals into interactive, web-based experiences. With its new AI Proposal Creator launched in October 2025, sales teams can generate personalized proposals in minutes. Its interactive pricing tables, embedded media, and real-time engagement analytics set it apart from document-based competitors.

**Best for**: Agencies, SaaS companies, and sales teams wanting visually stunning, interactive proposals that track buyer engagement.

**Key features**:
– AI Proposal Creator generates personalized proposals from your website URL and industry (free to use)
– Interactive pricing tables with accept-and-pay functionality (QwilrPay)
– Embedded videos, calendars, and live web content within proposals
– Real-time engagement analytics (views, interactions, time spent per section)
– Built-in eSignatures and payment collection
– CRM integrations with HubSpot, Salesforce, and Pipedrive

14-day free trial available. AI Proposal Creator is free for all users.

**Pros**:
– Interactive web-based proposals create a premium client experience
– Free AI Proposal Creator generates a professional starting point instantly
– Real-time analytics show exactly how prospects engage with your proposal
– Companies report 20%+ increase in win rates

**Cons**:
– No free plan (only a 14-day trial)
– Limited design customization options compared to fully custom solutions
– Not suited for complex contract management
– Reporting features could be more robust

—

### 6. Beautiful.ai — Best for Visual Proposals

**Overview**: Beautiful.ai uses smart design automation to ensure every proposal looks professionally designed, regardless of your design skills. Smart Slides automatically adapt layouts, spacing, and formatting as you add content, making it ideal for visual proposals and pitch presentations that need to impress.

**Best for**: Teams that need design-quality proposals and presentations without a designer.

**Key features**:
– AI Presentation Maker creates full proposals from text prompts
– Smart Slides auto-resize and reformat as you edit content
– AI Image Generation for custom visuals matching your brand
– AI Writing Assistant for generating and refining proposal text
– Brand management with locked logos, colors, and fonts
– Salesforce integration and viewer analytics
– Export to PowerPoint, PDF, and Google Slides

Single presentation purchase available for $45. 14-day free trial included.

**Pros**:
– Smart Slides eliminate manual formatting entirely
– Consistently professional output even without design skills
– Affordable Pro plan at $12/month for individuals
– Strong PowerPoint export for clients who need traditional formats

**Cons**:
– Limited advanced customization compared to manual design tools
– No eSignature or payment collection features
– Offline editing not available
– Better suited for visual proposals than text-heavy RFP responses

—

### 7. Tome — Best for Pitch Decks

**Overview**: Tome creates narrative-driven, scrollable story documents powered by GPT-4 text generation and DALL-E 3 images. After its late-2025 pivot to sales enablement, Tome is specifically designed for creating pitch decks, sales proposals, and leave-behind documents that tell a compelling story.

**Best for**: Founders, sales teams, and business development professionals creating pitch decks and sales proposals.

**Key features**:
– AI-powered storytelling that generates narrative-structured decks from prompts
– Narrative scaffolding proposes outlines before generating content
– Embedded Figma frames, videos, and live websites within proposals
– Real-time collaboration and link-based sharing (always shows latest version)
– Looker and data embeds for live metrics within pitch decks

**Pros**:
– Exceptional narrative-driven proposals that tell a compelling story
– Live embeds keep proposals always up to date
– Scrollable format works beautifully on mobile devices
– Strong for sales enablement use cases after the 2025 pivot

**Cons**:
– No PowerPoint (.pptx) export — only PDF
– AI features removed from the free plan
– Auto-chosen images can feel generic without style guide upload
– Web-only platform with no offline access

—

### 8. Gamma — Best Free Option

**Overview**: Gamma is a visual storytelling platform serving over 50 million users globally. Its AI generates full proposals, presentations, and documents from a single prompt, with one-click styling and interactive embeds. The generous free tier (400 AI credits) makes it the best option for individuals and small businesses starting out.

**Best for**: Freelancers, students, and small businesses that need professional proposals without a budget.

**Key features**:
– AI generates complete proposals from a text prompt or pasted notes
– One-click restyling of entire documents
– Interactive embeds for videos, GIFs, charts, and live web pages
– Smart Diagrams with 12+ diagram types
– Gamma Agent for conversational design refinement (“make it more colorful”)
– API for mass personalization (100+ proposals from one template)
– Export to PowerPoint, PDF, Google Slides, and PNG

**Pros**:
– Most generous free tier among all tools reviewed
– Produces visually polished proposals in seconds
– Full export options including PowerPoint and Google Slides
– Gamma Agent enables natural language design refinement

**Cons**:
– Free and Plus plans lack custom branding and analytics
– Credit-based system means heavy users will hit limits
– Not designed for complex text-heavy proposals or RFPs
– No eSignature or payment collection

—

### 9. Grammarly — Best for Polishing Proposals

**Overview**: Grammarly is not a proposal generator — it is a proposal perfector. Trusted by 40 million users and 50,000 organizations, Grammarly catches errors, improves clarity, adjusts tone, and ensures your proposals read professionally. Its GrammarlyGO feature can generate and rewrite proposal sections, while Authorship tracking proves your work is original.

**Best for**: Anyone who writes proposals in other tools and wants a layer of quality assurance before sending.

**Key features**:
– Real-time grammar, spelling, clarity, and tone feedback
– GrammarlyGO generates text from prompts and rewrites existing content (2,000 prompts/month on Pro)
– Tone detection and adjustment (confident, friendly, formal, empathetic)
– Brand voice profiles to maintain consistent writing style
– Plagiarism detection against 16 billion web pages and ProQuest databases
– Grammarly Authorship identifies AI-generated vs. human-written content
– Works across all writing platforms via browser extension

**Pros**:
– Works everywhere you write (browser extension, desktop, mobile)
– Catches errors that AI generators introduce
– Tone adjustment ensures proposals match the right register
– Affordable at $12/month for comprehensive writing improvement

**Cons**:
– Not a standalone proposal creation tool
– Cannot generate full proposals from scratch (complements other tools)
– Free plan has limited AI capabilities
– Plagiarism detection not available on the Free plan

—

### 10. Copy.ai — Best for Quick Drafts

**Overview**: Copy.ai started as a copywriting tool and has evolved into a full Go-to-Market AI platform. With 90+ templates and powerful workflow automation, it excels at generating quick first drafts for proposals, especially marketing-focused content. Its Brand Voice feature ensures output matches your company style.

**Best for**: Marketing teams that need quick proposal drafts and content at scale.

**Key features**:
– 90+ templates for proposals, emails, ads, and marketing content
– Brand Voice customization for consistent tone across all output
– Workflow automation to chain multiple AI actions together
– Multilingual support for international proposals
– Context and reference document upload for accurate, relevant output
– Integrations with Trello, Asana, and project management tools

**Pros**:
– Fast first-draft generation with strong template variety
– Workflow automation saves time on repetitive proposal tasks
– Brand Voice feature maintains consistency across team output
– Free plan available for testing

**Cons**:
– Pricing has increased significantly after repositioning as GTM platform
– No proposal-specific features like eSignature or analytics
– AI output can sometimes sound robotic and needs editing
– Starter plan is pricier than competitors like ChatGPT Plus

—

## Quick Comparison Table

| Tool | Best For | Starting Price | Templates | eSignature | Analytics | Collaboration |
|——|———-|—————|———–|————|———–|—————|
| **Jasper** | Marketing proposals | $39/mo | Yes | No | No | Yes (Pro+) |
| **ChatGPT Plus** | Versatile writing | $20/mo | No | No | No | No |
| **Claude Pro** | Technical proposals | $20/mo | No | No | No | No |
| **PandaDoc** | End-to-end proposals | $19/user/mo | 1,000+ | Yes | Yes | Yes |
| **Qwilr** | Interactive proposals | $35/user/mo | Yes | Yes | Yes | Yes |
| **Beautiful.ai** | Visual proposals | $12/mo | Yes | No | Yes | Yes (Team) |
| **Tome** | Pitch decks | Free/$16/mo | Yes | No | No | Yes |
| **Gamma** | Free proposal creation | Free/$8/mo | Yes | No | Pro only | Yes |
| **Grammarly** | Polishing proposals | Free/$12/mo | No | No | No | Yes (Pro) |
| **Copy.ai** | Quick drafts | Free/$49/mo | 90+ | No | No | Yes |

## Best Tool by Proposal Type

Different proposals demand different tools. Here is our recommendation for each major use case:

### Business Proposals
**Winner: PandaDoc**

For standard business proposals — service agreements, project scopes, retainers — PandaDoc offers the complete package. Its template library covers virtually every business scenario, and the built-in eSignature and payment collection mean your client can approve and pay without leaving the document. The real-time analytics showing exactly which sections your prospect spent time on give you invaluable follow-up intelligence.

**Runner-up**: Qwilr, for teams that want interactive, web-based proposals that stand out visually.

### Grant Proposals
**Winner: Claude Pro**

Grant proposals require meticulous attention to detail, strict adherence to formatting requirements, and the ability to process lengthy RFP documents. Claude Pro’s 200K+ context window can ingest entire grant guidelines, your organization’s background materials, and previous successful applications simultaneously. Its extended reasoning produces thorough, well-structured responses that address every evaluation criterion.

**Runner-up**: ChatGPT Plus, for its versatility in handling diverse grant formats and requirements.

### RFP Responses
**Winner: Claude Pro + PandaDoc (combined)**

For RFP responses, we recommend a two-tool approach. Use Claude Pro to process the RFP document and generate detailed responses to each requirement, then transfer the content to PandaDoc for professional formatting, collaboration, and submission tracking. This combination delivers both superior content quality and professional document management.

### Pitch Decks and Investor Proposals
**Winner: Tome**

Tome’s narrative-driven approach is purpose-built for pitch decks. Its AI structures your story arc (Problem, Solution, Market, Team) automatically, and live embeds keep financial projections and product demos always up to date. The scrollable format works beautifully during both in-person presentations and asynchronous review.

**Runner-up**: Gamma, especially if you need PowerPoint export for investors who prefer traditional formats.

## Bonus: Best AI Tools for Speech Writing

If you are looking for AI help with writing speeches — whether for conferences, sales presentations, or public events — several tools stand out:

### Top Picks for Speech Writing

**1. ChatGPT Plus ($20/mo)** — The most versatile option. Feed it your topic, audience, tone preferences, and time constraints, and it generates structured speeches with natural transitions. Its GPT-5.2 Thinking mode excels at crafting persuasive arguments and compelling narratives. You can iterate rapidly, asking it to “make the opening more engaging” or “add a personal anecdote here.”

**2. Claude Pro ($20/mo)** — Best for speeches that require nuance and authenticity. Claude produces the most human-sounding text among AI tools, making it ideal for speeches where you want to sound like yourself rather than an AI. Its Projects feature lets you store your speaking style, past speeches, and audience notes for consistent output across multiple presentations.

**3. Jasper ($39/mo)** — Strong for marketing-oriented speeches and sales presentations. The Brand Voice feature ensures your speech matches your company’s communication style, while the document editor lets you adjust tone and length with one click.

**4. HyperWrite AI Speech Writer ($19.99/mo)** — A dedicated speech writing tool that creates compelling speeches from an outline, topic, and optional source quotes. It is specifically designed for speeches rather than general writing, making it efficient for anyone who writes speeches regularly.

**5. Verble (Free)** — An AI companion designed specifically for speech preparation. Choose a speech type (keynote, wedding toast, sermon, pitch), and Verble guides you step by step from first idea to final delivery. No technical skills or prompting knowledge required.

### Speech Writing Tips

– **Start with structure**: Give the AI your key points, audience, and desired length before asking it to write
– **Iterate on tone**: Ask for “more conversational” or “more authoritative” versions until it matches your speaking style
– **Read aloud**: AI text that reads well on screen can sound unnatural when spoken — always read your draft aloud and adjust
– **Add personal touches**: AI provides the framework, but your personal stories and authentic voice make the speech memorable

## Tips for Using AI Effectively in Proposals

After testing all 10 tools extensively, here are the practices that consistently produce the best results:

### 1. Front-Load Your Context
The more context you provide, the better the output. Before generating any proposal content, feed the AI:
– Your company background and unique value propositions
– The prospect’s pain points and specific requirements
– Previous successful proposals in similar situations
– Any brand voice guidelines or style preferences

### 2. Use AI for Structure, Then Refine
Let AI create the outline and first draft. Then rewrite key sections — especially the executive summary and pricing justification — in your own voice. The sections that feel most human tend to be the ones that win deals.

### 3. Layer Your Tools
The best approach often combines multiple tools:
– **Claude or ChatGPT** for content generation and reasoning
– **PandaDoc or Qwilr** for formatting, templates, and delivery
– **Grammarly** as a final quality layer before sending

### 4. Build Reusable Assets
Set up brand voice profiles, template libraries, and knowledge bases in your chosen tools. The upfront investment pays off exponentially as you reuse these assets across proposals.

### 5. Always Verify Facts and Figures
AI can generate convincing but inaccurate statistics, case studies, or technical specifications. Double-check every claim, number, and reference before submitting any proposal.

### 6. Track What Works
Use tools with analytics (PandaDoc, Qwilr, Beautiful.ai) to understand which proposal sections engage prospects most. Let data guide your proposal strategy over time.

## Final Verdict

There is no single “best” AI tool for proposal writing — the right choice depends on your specific needs:

– **Need an all-in-one proposal platform?** Go with **PandaDoc** for templates, eSignatures, analytics, and CRM integration.
– **Need the best AI writing quality?** Choose **Claude Pro** for complex, technical proposals or **ChatGPT Plus** for versatile, general-purpose writing.
– **Need visual impact?** Pick **Beautiful.ai** for design-driven proposals or **Qwilr** for interactive web-based experiences.
– **On a tight budget?** Start with **Gamma** (free tier) for visual proposals or **ChatGPT Free/Go** for text-based drafts.
– **Need to polish existing proposals?** Add **Grammarly** to your workflow regardless of which other tools you use.

The most effective approach combines a strong AI writer (Claude Pro or ChatGPT Plus) with a dedicated proposal platform (PandaDoc or Qwilr) and a quality layer (Grammarly). This three-tool stack covers content generation, professional formatting, and error-free delivery — giving you the best chance of winning every proposal you send.