# Digital sales room or proposal software: what does an agency need?

- URL: https://getroomi.com/guides/digital-sales-room-vs-proposal-software
- Updated: 2026-10-20

If what you send is a price to accept and sign, you need proposal software, such as Qwilr, PandaDoc or Proposify. If a deal has many people and steps, a digital sales room holds it together. If the client must try the work itself, send a working demo on a link each. You may need two.

This page is for an agency deciding which kind of tool it needs, and whether it needs two. It compares proposal software, sales rooms and a demo room on what each one does, from each vendor’s own pages. For a ranked list of either kind, see [the sales rooms for a small team](https://getroomi.com/guides/best-digital-sales-room-for-a-small-team) or [the proposal tracking tools](https://getroomi.com/guides/best-proposal-tracking-tools).

| Tool | Kind | First paid plan, as billed | Price, acceptance and e-signature | Deal plan | Shows the working product | Who viewed |
|---|---|---|---|---|---|---|
| Qwilr | Proposal software | Qwilr’s Starter plan is $49 a user a month, billed monthly, or $35 a user a month, billed annually, and includes one seat. | Yes, from Starter | Not checked | A page from elsewhere, if that page allows embedding | Alerts and identity analytics |
| PandaDoc | Proposal software | PandaDoc’s Starter plan is $19 a seat a month, billed annually. | E-signature on its free plan | Not checked | Not checked | Real-time tracking and notifications |
| Proposify | Proposal software | Proposify’s Build plan is $49 a user a month billed monthly, $147 a user a quarter or $420 a user a year, with a monthly limit on sends. It has a 14-day trial with no card. | Unlimited documents and signatures | Not checked | Not checked | Document insights |
| Trumpet | Sales room | Trumpet’s Pro plan is $45 a user a month, billed monthly, or $450 a user a year, billed yearly, for teams of up to five users. | Proposals and e-signature on Scale | Yes, Free included | Tours from demo tools, inside a Pod | Who is engaging, and what they view |
| Dock | Sales room | Dock has a free plan with 10 workspaces. Dock Standard is $350 a month for five users, with extra seats at $50 a month; the page does not say how Standard is billed. | Order forms, one on its free plan | Not checked | Your own code or HTML, in its iFrame widget | Each person’s views, actions and last look |
| GetAccept | Both | GetAccept’s Professional plan is $49 a user a month, billed yearly on a 12-month agreement, for at least five users, with mutual action plans. | E-signature from eSign, its first paid plan | From Professional | Not checked | Not checked |
| Roomi (ours) | Demo room | Pro: £4 a month billed monthly, or £40 a year, before VAT | No | No: next steps the viewer chooses | It hosts the build, static or with a server | Each person by name: their visits, their time on each app and page, the tour, who they passed it to |

Prices are each vendor’s own, billed as its page says, and the foot of this page lists every source. Where a cell says “Not checked”, nobody here has read it on that vendor’s page.

The “Who viewed” column, from each vendor’s own page (PandaDoc’s and Proposify’s are cited further down):

- **Qwilr.** Qwilr’s pricing page lists real-time alerts when a page is viewed, accepted or stalls, page analytics showing where prospects spend their time, and identity analytics showing who is viewing.
- **Trumpet.** Trumpet shows engagement data for every Pod: who is engaging, what they are viewing and how their interest changes.
- **Dock.** Dock’s People tab shows, for each person who opens a workspace, their views of it, the actions they took and the date they last looked.

## What is the difference between proposal software and a sales room?

Proposal software makes one document: the scope, the price and a place to accept and sign it. A sales room is a shared space for the whole deal, holding its people, its materials and a plan both sides follow. A demo room holds neither. It holds the working thing, so the client can try it.

- **Proposal software.** A Qwilr page can carry an interactive quote, a one-click acceptance, an e-signature and payment collected through the page, with e-sign and payments on its Starter plan.
- **A sales room.** Trumpet’s Free plan is free for good, with 10 Pods per account, unlimited users, mutual action plans and basic analytics. [What a digital sales room is](https://getroomi.com/guides/what-is-a-digital-sales-room) covers the kind in full.
- **A demo room.** Roomi runs your build on mock data, gives each person a link of their own, and shows you their time in it.

## When does an agency need proposal software?

When the client is choosing a scope and a fee. Proposal software lays out the options, puts the price where they can accept it, and takes the signature, sometimes the payment too. For an agency that sends a fee proposal for every piece of work, it is the tool that closes each one.

- **Qwilr.** Qwilr offers a 14-day trial of its Starter plan with no credit card, and its pricing page lists no free plan. Qwilr’s Starter plan connects to HubSpot, Zoho and Pipedrive; Microsoft Dynamics starts on Growth and Salesforce on Scale.
- **PandaDoc.** PandaDoc’s Free plan is e-signature for you and your team, with five documents a month and real-time tracking and notifications.
- **Proposify.** Proposify’s Build plan includes document insights, unlimited documents and signatures, and an MCP server.

What none of them is for is the build itself. A proposal can describe the new booking flow. It cannot let the client book something.

## When does it need a sales room?

When the deal is long and has several people on the client’s side. A sales room keeps the documents, the messages and the next steps in one place, with a plan that says who does what by when. It earns its keep on a retainer or a large build, less on a quick project with one person deciding.

- **Trumpet.** Trumpet’s Free plan is free for good, with 10 Pods per account, unlimited users, mutual action plans and basic analytics. From its Pro plan, Trumpet syncs both ways with Salesforce and HubSpot.
- **Aligned.** Aligned’s free Starter plan gives each user up to 4 active rooms at a time, with mutual action plans and rooms shared behind an email check and a password.
- **Flowla.** Flowla’s Starter plan is free, with up to 20 rooms and mutual action plans.

A plan both sides can see is the part a proposal lacks. [The mutual action plan template](https://getroomi.com/guides/mutual-action-plan-template) is one to copy into whichever tool you choose.

## Where does the working demo go?

Beside the proposal or the sales room, not inside it. Qwilr, Trumpet and Dock can each show a page from elsewhere inside a frame. A Roomi room refuses to be shown in another site’s frame, so send each person on the client’s side their own link to it, next to the proposal.

- **Framing.** Qwilr’s Embed Widget can show content that allows embedding; when a site does not allow it, Qwilr says that is something it cannot control. Trumpet lists Navattic, Storylane, Walnut and Arcade among its integrations, for interactive demos shown inside a Pod. Dock’s iFrame widget can be filled through its API with your own code or an HTML file, in every workspace made from a template.
- **Linking.** A Trumpet Pod can hold a button or a link to an outside address, such as a demo or a booking page. A Flowla room’s pages can hold text, images, links, embeds, PDFs and task lists, and Flowla’s MCP server can add them.

A link in a shared Pod is one person’s link: everyone who clicks it is asked whether they are that person. In a demo with a server, they also share that link’s copy of it. So say in the Pod that the demo comes by email, and send each person their own link. Then each visit is filed under the right person, and you can close one link without the rest. [Can a digital sales room show a live product?](https://getroomi.com/guides/can-a-digital-sales-room-show-a-live-product) explains the difference between framing a build and hosting it.

## Which tools do two of these at once?

A few cover two kinds. GetAccept has e-signature and chat from its first paid plan, and a full sales room from Professional. Trumpet’s Scale plan adds proposals, quotes and e-signature to its rooms. Dock has order forms beside its rooms. Your working build still goes beside any of them, on its own link.

- **GetAccept.** GetAccept’s plans include e-signatures and chat from eSign, its first paid plan, and mutual action plans and its full digital sales room from Professional.
- **Trumpet.** Trumpet’s Scale plan is $100 a user a month, billed monthly, or $1,000 a user a year, billed yearly. It adds e-signature, proposals and quotes, video and screen recording, advanced analytics, and DocuSign, PandaDoc and Gong.
- **Dock.** Dock has order forms, one on its free plan and unlimited on paid plans; order forms tied to your CRM start on Premium.

One tool for two jobs is one less thing to set up. Check that its weaker half is good enough, because that is the half you live with.

## What does a small agency’s setup look like?

Often a proposal tool and a demo room. The proposal carries the scope, the fee and the signature. The demo room carries the build, with a link for each person, so you know who opened it before the call. Add a sales room only when deals run long and involve many people.

- **A proposal tool, and a link each to the demo.** Send the proposal as you do now. Send each person on the client’s side their own link to the room in the same email.
- **A sales room for the deal, and the demo beside it.** Keep the plan and the paperwork in the room. Say there that each person has their own link to the demo, and send them one each.
- **The proposal inside the demo room.** Add the proposal’s PDF as a page in the room, beside the build. You see each person’s time on it, page by page. Keep the signature in your proposal tool: a room has no quotes or e-signature.

[Roomi against Qwilr](https://getroomi.com/compare/qwilr) and [against Trumpet](https://getroomi.com/compare/trumpet) set each side by side, and [agencies](https://getroomi.com/use-cases/agencies) shows the whole loop for a studio.

Send the proposal the way you do now. Deploy the build on Free, check it as a viewer would, then on Pro give each person on the client’s side a link of their own.

## Questions people ask

### Is Qwilr a digital sales room?

It is proposal software. A Qwilr page can carry an interactive quote, a one-click acceptance, an e-signature and payment collected through the page, with e-sign and payments on its Starter plan. For a long deal with several people, a sales room holds more of it.

### Can I put a Roomi demo inside a proposal?

Not inside it: a room refuses to be shown in another site’s frame. Send each person their own link to it, beside the proposal, instead.

### Do I need a client portal as well?

A portal is for after the work is won: files, updates and onboarding. Dock sells one in the same product as its rooms. Dock offers deal rooms, order forms, customer onboarding, client portals, content management, playbooks and training courses in one product.

## Sources

- Qwilr: [qwilr.com/pricing/](https://qwilr.com/pricing/), checked 20 October 2026

- PandaDoc: [www.pandadoc.com/pricing/](https://www.pandadoc.com/pricing/), checked 20 October 2026

- Proposify: [www.proposify.com/pricing](https://www.proposify.com/pricing), checked 20 October 2026

- Trumpet: [www.sendtrumpet.com/pricing](https://www.sendtrumpet.com/pricing), checked 19 October 2026

- Dock: [www.dock.us/pricing](https://www.dock.us/pricing), checked 20 October 2026

- GetAccept: [www.getaccept.com/pricing](https://www.getaccept.com/pricing), checked 19 October 2026

- Trumpet: [www.sendtrumpet.com/](https://www.sendtrumpet.com/), checked 19 October 2026

- Dock: [www.dock.us/library/people-analytics](https://www.dock.us/library/people-analytics), checked 19 October 2026

- Aligned: [alignedup.com/pricing/](https://alignedup.com/pricing/), checked 19 October 2026

- Flowla: [www.flowla.com/pricing](https://www.flowla.com/pricing), checked 19 October 2026

- Qwilr: [help.qwilr.com/article/826-using-the-embed-widget](https://help.qwilr.com/article/826-using-the-embed-widget), checked 19 October 2026

- Trumpet: [www.sendtrumpet.com/product/integrations](https://www.sendtrumpet.com/product/integrations), checked 19 October 2026

- Dock: [developers.dock.us/iframe-updates](https://developers.dock.us/iframe-updates), checked 19 October 2026

- Trumpet: [intercom.help/trumpet/en/articles/13833938-building-your-own-custom-widgets](https://intercom.help/trumpet/en/articles/13833938-building-your-own-custom-widgets), checked 19 October 2026

- Flowla: [docs.flowla.com/mcp/overview](https://docs.flowla.com/mcp/overview), checked 20 October 2026

## About the author

**[Kaz Kato](https://getroomi.com/about)**, Co-founder & CTO, Roomi. Kaz co-founded Roomi with Tesh, whom he has built with since 2017: two startups that failed, one venture studio that didn’t, and an exit. More at [katosan.co.uk](https://katosan.co.uk).

## Related guides

- [Which digital sales room suits a small team?](https://getroomi.com/guides/best-digital-sales-room-for-a-small-team)

- [What are the best tools to track who viewed your proposal?](https://getroomi.com/guides/best-proposal-tracking-tools)

- [Can a digital sales room show a live product?](https://getroomi.com/guides/can-a-digital-sales-room-show-a-live-product)

- [What is a digital sales room?](https://getroomi.com/guides/what-is-a-digital-sales-room)