By Megon VenterWed. 29 May. 20242min Read

How to Create a Software Proposal Template

Here’s our team's step-by-step guide on how to create a software proposal template using PDF Reader Pro's template library.
How to Create a Software Proposal Template

Creating a compelling software proposal is a critical step in winning new clients and securing projects. A well-crafted proposal not only outlines your capabilities and the scope of work but also demonstrates your professionalism and understanding of the client's needs.


PDF Reader Pro’s template library offers a versatile and efficient way to create impressive software proposals.

Megon Venter
Blog Author | B2B SaaS Content Writer
Megon is a B2B SaaS Content Writer with 7 years of experience in content strategy and execution. Her expertise lies in the creation of document management tutorials and product comparisons.

Why Use PDF Reader Pro for Proposals?

PDF Reader Pro is more than just a tool for viewing PDFs. It provides a comprehensive suite of features that can streamline your document creation process, including:


Extensive Template Library

A wide range of pre-designed project proposal templates that can be customized to fit your needs as a software company. 


User-Friendly Interface

Intuitive tools that make it easy to edit and personalize your documents to your project requirements. 


Collaboration Features

Options for adding comments, annotations, and sharing documents with team members throughout the proposal process.


Cross-Platform Compatibility

Available on various devices, ensuring you can work on your proposals anytime, anywhere.

Check out how to effectively use annotation software on your PDF files.

How to Create a Software Development Proposal

When you are looking for a way to impress prospective clients, a template is a great way to create a detailed proposal that is also customizable.



1. Access the Template Library

To get started, open PDF Reader Pro and navigate to the template library.

You can choose from multiple types of previous projects from the table of contents listed. This includes:


  • Business
  • Education
  • Legal Documents
  • Tax Forms


"PDF Reader Pro stands out as a powerhouse—robust, adaptable, and economically priced. It has become the cornerstone of my document management, meeting a broad spectrum of needs with ease."
Theodore Cipolla
B2B SaaS Content Marketer
Source: LinkedIn

2. Choose a Relevant Template

Browse through the library to find a template that suits your needs.

For a software proposal, look for templates designed for business proposals, project proposals, or any professional documents that can be adapted to a software context.


  • Layout and Design

Choose a template with a clean, professional look that aligns with your brand and project goals.


  • Sections Included

Ensure the template includes key sections such as introduction, project scope of the software solution, timeline, and pricing (or payment terms).

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3. Customize the Template

Once you’ve selected a template, it’s time to customize it to fit your specific proposal. Here’s what to do to enhance the user experience:


  • Add Your Company Information

Replace placeholder text with your company’s name, logo, and contact information.


  • Personalize the Introduction

Write a compelling introduction that addresses the client’s needs and outlines the purpose of the proposal.


  • Detail the Project Scope

Clearly define the scope of the project, including deliverables, milestones, and any assumptions.


  • Create a Timeline of Project Details

Develop a realistic timeline for the project, highlighting key phases and deadlines.


  • Outline the Pricing of the Software Product

Provide a detailed breakdown of costs, including any optional services or add-ons.


4. Enhance with Visuals and Additional Content

To make your proposal stand out, consider adding visuals and additional content:


"PDF Reader Pro is an amazing tool for individuals and businesses. Its annotation and editing help me with my daily tasks and allow for collaboration amongst my team and I."
Naaziyah Ismail
B2B SaaS Content Writer


  • Use Graphics and Charts

Incorporate graphs, charts, and images to illustrate key points and make for a more compelling proposal to potential customers.


  • Add Client Testimonials

Include testimonials from previous clients about the sales process to build credibility and trust surrounding the project approach.


  • Attach Case Studies

Provide case studies (with client testimonials) of similar software projects you’ve successfully completed with customer success.

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5. Review and Edit

Before finalizing your proposal, take the time to review and edit the document thoroughly:


  • Proofread for Errors

Check for any spelling or grammatical errors in your business proposal template.


  • Ensure Consistency in the Project Approach

Make sure the formatting, fonts, and colors are consistent throughout the document.


  • Seek Feedback

If possible, get feedback from colleagues or project managers to improve the proposal further.


6. Save and Export

Once you’re satisfied with your proposal, save and export the software project proposal.


  • Save in PDF Format

Ensure the final version is saved as a PDF to maintain formatting of the project overview and make it easy to share.


  • Utilize PDF Reader Pro’s Features

Use PDF Reader Pro’s features to add digital signatures, password protection, or other security measures if needed.

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7. Share the Detailed Project Proposal with Clients

Finally, share your business document proposal and the project timeline with potential clients:


  • Email the PDF

Send the proposal as an email attachment, ensuring the subject line and email body are professional and concise.


  • Use Cloud Sharing

Alternatively, share the project management proposal via a cloud service link, allowing clients to access it easily.

"Using PDF Reader Pro has made my daily workday so much easier. I can do everything I need, like combining files or adding notes, all in one place. It speeded my document management and every task I work on."
Johan Müller
B2B SaaS Content Writer
Source: LinkedIn

Creating a software proposal template using PDF Reader Pro's template library is a straightforward and efficient process. Download the latest version of the app to achieve your project objectives on Mac or Windows:


Get Started with PDF Reader Pro Today!


By leveraging extensive template options and powerful customization features, you can produce professional, polished proposals that effectively communicate your value to potential clients.

Get Started with PDF Reader Pro Today!