Have you ever wondered how prospects interact with your proposals?
What if you could see that data? Would you act on it?
That’s what proposal software analytics gives you, offering insights that help your sales team refine strategies, address inefficiencies, and close deals faster.
In this article, we’ll explore how proposal software analytics helps you track engagement and identify bottlenecks. We’ll also share how you can turn that data into actionable steps to drive better conversions and close rates.
Understanding proposal engagement
Engagement analytics provide you with a detailed view of how prospects interact with your proposals.
Metrics like time spent on each section, clicks on embedded links, and view frequency help you gauge interest and understand what captures a prospect’s attention.
For example, if a client spends significant time reviewing the pricing section but little time on the product benefits, it’s a signal that they’re price-conscious.
This insight helps you to proactively address pricing concerns or highlight cost-value benefits in your follow-ups.
Key engagement metrics to track include:
- Time spent per section: Understand which parts of the proposal resonate most.
- Page-by-page navigation: Identify where prospects drop off.
- Video or media engagement: Measure how multimedia elements influence decision-making.
Turning real time activity tracking into opportunities
There’s more to activity tracking than measuring engagement.
A key feature is real-time notifications, alerting you when prospects open, share, or comment on a proposal. This helps your sales team respond quickly and effectively to a prospect's actions.
For instance, receiving a notification that a prospect has reopened a proposal after two weeks can signal renewed interest. Timely follow-ups based on these kinds of triggers can significantly increase your likelihood of closing a deal.
How advanced tools improve activity tracking:
- Behavioral triggers: Identify key moments like when a prospect opens, shares, or comments on a proposal. These insights help you respond proactively to important engagement events.
- Stakeholder visibility: Gain clarity on who in the buyer’s organization is reviewing your proposal. Knowing which decision-makers or influencers are involved ensures your communication reaches the right people.
- Engagement patterns: Track the times of day or week when prospects are most active. Using proposal software analytics to identify optimal engagement windows allows your outreach to be more strategic and effective.
Identifying bottlenecks in the proposal process
Analytics also highlight inefficiencies that may be slowing down your sales cycle.
The most common bottlenecks include:
- Delayed approvals: Use analytics to track how long a proposal stays at each approval stage. If approvals are frequently delayed, this might indicate a need for streamlined workflows, clearer communication of expectations, or automated reminders to stakeholders.
- Low engagement sections: Identify parts of the proposal that consistently fail to capture attention. For instance, if analytics show that prospects skip over your terms and conditions section, consider making it more concise or adding key highlights to draw attention.
- Missed follow-ups: Pinpoint opportunities lost due to poor timing or lack of action. Proposal software analytics reveals when follow-ups were delayed or not sent at all. Automating follow-ups ensures you are engaging with prospects at the right time, keeping deals on track.
Identifying bottlenecks is just the start. The real power of proposal software analytics lies in using these insights to close more deals.
How to use data to improve conversion and close rates
Here’s how to turn proposal software analytics data into insights that you can act on.
1. Optimize proposal content
If proposal analytics reveal that a specific section consistently loses attention or causes delays, consider redesigning it.
You can try to include rich media such as infographics or videos, condense lengthy text into clear bullet points or reorganize the flow of content to align with the buyer’s priorities.
For example, add a personalized video at the beginning of your proposal to grab attention and build a stronger connection. Using video can help clarify complex points, address potential concerns, and keep prospects engaged throughout the proposal.
2. Personalize follow-ups
Use engagement metrics to create tailored follow-ups for your most engaged leads.
For instance, if a prospect spends significant time on the pricing section, address potential concerns by emphasizing value and ROI. If they’re more engaged with product features, provide case studies or testimonials that highlight successful implementations.
Tip: Focus on high-priority leads to ensure your efforts target those most likely to convert.
3. Experiment with A/B testing
Test different versions of your proposals to determine what resonates best with your audience. Experiment with variations in tone (formal vs. conversational), layout (minimalist vs. detailed), and call-to-action placement.
Then, use analytics to track the performance and identify elements of successful templates. Over time, improve proposal templates to consistently deliver higher engagement and conversion rates.
Not sure what kind of template you need? See our free proposal templates here.
4. Streamline collaboration
Activity tracking often reveals which stakeholders are involved in reviewing your proposals.
Make sure the right decision-makers are engaged early by using tools that enable real-time collaboration, such as commenting or chat features.
This proactive approach reduces delays, improves cooperation, and ensures all feedback is addressed effectively.
5. Track conversion timing
How long does it take for proposals to progress through each stage of the sales cycle?
That’s what proposal software analytics tells you.
If certain stages consistently experience delays, investigate the cause. Slow approvals might indicate a need for streamlined workflows or clearer pricing structures. With the right insights, you can implement solutions and keep your deals moving forward seamlessly.
6. Monitor prospect behavior trends
Proposal software analytics helps you identify engagement patterns in different verticals.
Some industries will prioritize one thing, while others focus on another. Understanding these trends allows you to tailor your proposals to better meet the needs of your target audience, increasing their relevance and impact.
For example, in the IT and tech industry, prospects prioritize product specifications like performance benchmarks and scalability. Tailored proposals should include technical details and case studies.
In staffing and recruitment clients focus on ROI, such as cost-per-hire and time-to-fill. Therefore, proposals should highlight value and cost-benefit comparisons.
7. Build a data-driven feedback loop
Regularly review your proposal software analytics to identify trends and patterns that reveal what’s working and find opportunities for improvement.
Use these insights to refine your overall proposal management strategy, whether by updating your content library with more impactful resources, tailoring messaging to address buyer pain points, or adjusting follow-up timing for better engagement.
A data-driven approach helps your sales team to make smarter decisions and consistently deliver proposals that resonate with your buyers.
Proposal software tools at a glance
Choosing the right proposal software depends on your team’s specific needs, such as tracking buyer engagement, understanding proposal analytics, streamlining workflows, or focusing on visually branded proposals.
Let’s take a look at three popular tools and their analytics capabilities to help you determine which one aligns best with your business goals.
GetAccept
Yes, we are recommending our own product (we’re proud of it!).
GetAccept provides analytics tools that help track how prospects interact with proposals, such as when they are opened, how long prospects spend on each section, and whether they are shared with others.
Additional features, like eSignatures and video messaging, are integrated with analytics to streamline proposal workflows.
GetAccept is best suited for teams seeking a holistic approach to proposal management.
PandaDoc
PandaDoc includes basic analytics features, such as notifications when a proposal is opened or shared, giving users visibility into prospect actions.
However, its analytics capabilities are less detailed compared to other platforms, focusing primarily on proposal creation with its drag-and-drop editor and extensive template library.
For teams with simpler workflows and less emphasis on deep engagement insights, PandaDoc provides a straightforward and efficient solution.
Proposify
Proposify offers fundamental analytics to track when a document is viewed but does not extend to detailed engagement metrics like time spent per section or predictive insights.
The platform is known for its customizable editor for creating visually appealing, branded proposals, which suits industries where aesthetics are a priority.
However, teams seeking deeper analytics to guide follow-ups or refine buyer interactions may find Proposify’s data capabilities limited.
🏆 Check out our in-depth review of the best proposal software tools in 2025.
Conclusion
Proposal software analytics provides insights into engagement patterns, activity tracking, and bottlenecks, helping you to uncover hidden opportunities and address potential challenges before they slow down your pipeline.
By understanding how prospects interact with your proposals, you can improve your strategies to deliver content that truly resonates, personalize your outreach to address buyer priorities, and optimize your workflows to close deals faster.
With data-driven insights, your sales team can focus on what matters most:
Closing more deals.
Ready to start tracking proposal engagement?
