The accountant’s guide to proposal automation in 2026

The daily life of an accountant often revolves around bookkeeping, client requests, and proposal creation. With so much repetitive work required to keep up, it’s easy to spend valuable time on work that adds little strategic value. If this sounds familiar, it may be time to consider accounting proposal software.

Here at Method CRM, we’ve been supporting QuickBooks-based businesses since 2010. Accountants rely on its real-time, two-way QuickBooks sync, customizable workflows, and built-in proposal and engagement tracking.

In this article, learn how proposal software for accountants can save time and even enhance the client experience. 🤝

Table of Contents

• Why accounting firms need proposal software 🤔
• What to look for in accountant-friendly proposal software 👀
• How to build a better proposal process, step-by-step 💡
  • Step 1: Set pricing rules to reduce scope creep
  • Step 2: Use templates for consistent deliverables
  • Step 3: Automate the signature & invoicing process
  • Step 4: Trigger onboarding and payment workflows
• Real-world example: From proposal to payment in one system 👩🏻‍💻
• Questions to ask before choosing a proposal tool 💬
• Why Method is a smart choice for accountants 🤓☝️
• Proposal software for accountants: FAQs

Why accounting firms need proposal software 🤔

For accountants, running a practice or managing workflows means balancing a complex range of responsibilities every day.

This often involves juggling bookkeeping, client records, deadlines, and daily tasks—all without dropping the ball.

Proposals determine whether you win the work. These kick off your client relationship, formalize agreements, and launch billing and operations. While handling one client is manageable, the piles of proposals you’ll have to deal with as you grow can become overwhelming.

Manual proposals = lost time, human error, and delayed billing

Having to copy information, create engagement letters by hand, and chase signatures is time consuming. Proposal software fixes this not just by offering a PDF generator, but by looking deep into your workflow.

With reliable proposal software, you get a solution that automatically creates invoices, sets up recurring billing, notifies teams, and updates client data. In turn, accountants can focus on providing value-added services that help clients make smarter financial decisions.

What to look for in accountant-friendly proposal software 👀

Every firm is unique, even if the services they offer look similar on paper. Accountants need the right tools to streamline proposal creation, sending, and management while keeping everything connected and organized.

Here are key features that accountants need with their proposal software:

• Custom pricing logic: Most firms offer multiple accounting services with varying rates. Being able to set custom pricing keeps your quotes accurate and lets you add upfront fees or add-ons without manual calculations.
• Engagement letters with built-in e-signatures: Let your clients review and sign documents online to speed up approvals, maintain consistent formatting, and cut down on back-and-forth emails.
• QuickBooks and Xero integration: Proposals sync directly with your bookkeeping, invoices, and cash flow in real time, so your numbers will update automatically when a client approves. There are no worries about double entry, and no missed transactions during payment collection.
• Workflow automation triggers: When a proposal is accepted, the software automatically kicks off the next onboarding steps, keeping things moving in a way old-school proposals can’t.

Proposal software for accountants comes in many forms, each designed to meet different needs. For example, GoProposal and Ignition are popular for their structured proposal templates and pricing calculators, while PandaDoc focuses on drag-and-drop document features.

Method Proposals goes further. When a proposal is accepted, it can trigger invoices, recurring billing, task automation, and real time updates to QuickBooks. Because it is part of a customizable CRM, your proposals connect directly to client records and workflows, so your firm can automate what happens next instead of stopping at signature.

How to build a better proposal process, step-by-step 💡

Professional proposals shouldn’t only look polished but also drive results and support overall profitability. Here’s how you should structure your proposal process so it works smoothly for your team and keeps client interactions on track from start to finish.

Step 1: Set pricing rules to reduce scope creep

Scope creep happens when your work expands beyond what you originally agreed without receiving extra pay. No one wants to do work they never priced or planned for, so it’s important to set pricing rules that clearly define what’s included and what’s outside the agreed scope.

You can consider pricing models like:

• Tiered pricing with clear deliverables per level (e.g., basic, plus, premium).
• Retainer or fixed fee with documented inclusions and exclusions.
• Value-based pricing based on outcomes, and not just hours.
• Change order pricing for any work outside the original scope.

Pricing rules protect your margins and set proper expectations with clients.

Step 2: Use templates for consistent deliverables

Manual proposals make document management harder than it needs to be. Doing everything by hand takes more time and can lead to inconsistencies between drafts. Templates, on the other hand, let you deliver professional proposals every time.

Adjust templates to match your services (and style). You can include prewritten service descriptions, pricing tables, and engagement terms so proposals stay consistent. Having these fields ready to go saves time, reduces errors, and helps your team put proposals together faster. Templates also make it easier to upsell add‑ons by easily letting you include optional items.

Step 3: Automate the signature & invoicing process

Traditionally, gathering signatures and sending invoices are separate steps. You first send a proposal, wait for a printed or emailed signature, then manually create an invoice once they’re approved. The process is repetitive and delays your receivable cycle. Automating this process cuts the manual work and speeds up billing.

Here’s how an automated signature and invoicing process goes:

1. Client reviews the proposal and signs electronically.
2. The signed approval triggers invoice creation.
3. The invoice is sent to the client or sent to QuickBooks.
4. Credit card or payment details are collected up front if needed.
5. Your system tracks the proposal status and updates records without any added steps.

Automation keeps your sales pipeline and receivables moving with much less back and forth.

Step 4: Trigger onboarding and payment workflows

Proposal software can “trigger” your workflows, meaning it automatically starts the steps that follow sending a proposal.

For example, after a proposal is accepted, the software automatically creates a client record, sends onboarding instructions, and schedules the first invoice or payment plan. This moves work forward without someone manually handling each step, and frees up your team to focus on higher-value tasks like engaging with clients or managing other projects.

Real-world example: From proposal to payment in one system 👩🏻‍💻

Proposal software like Method keeps your processes connected at all times. Rather than having to send PDFs, move client data between apps, and handle billing in another separate tool, proposals done through Method link directly to task management, client records, and accounting.

Create proposal → send for e-signature → auto-generate invoice → onboard new client

Here’s how a proposal moves through an all-in-one system like Method:

• Create proposal: You start by building a branded proposal with services, pricing, and terms using customizable formats designed around your firm’s process.
• Send for e‑signature: Once complete, the proposal goes out to the client via a secure link or client portal. The client reviews and signs online, so you won’t have to print it or send an email.
• Auto‑generate invoice: After the client signs, the system can automatically turn the approved proposal into an invoice. Because data syncs with QuickBooks in real time, there’s no risk of duplicate entry and no need to wait for someone to create the invoice manually.
• Onboard new client: With approval and billing now set, onboarding tasks also start within the same software, so you can track statuses, assign work, and manage follow‑ups without having to switch tools.

Storing proposals in a single platform like Method keeps things in order and gives a clear picture of client activity.

Questions to ask before choosing a proposal tool 💬

With so many proposal tools out there, it’s understandable to feel overwhelmed. Asking yourself the questions below will help you compare tools based on what matters for an accounting firm.

Does it integrate with QuickBooks?

Your proposal data should work seamlessly with your accounting data. A tool that syncs to QuickBooks means you won’t need to enter the same client info, pricing, or invoices twice. When data syncs directly, you avoid manual mistakes and save time reconciling proposals, billing, and financial records.

Can it trigger downstream workflows like invoicing or follow-ups?

Your proposal tool shouldn’t stop working after it creates the file. When a client accepts, it should trigger the next steps in your process. The tool should be able to create invoices, set reminders, and send follow-ups automatically. The goal is to lessen, or even completely remove, the need to micromanage each handoff.

Is it customizable to fit your process?

No two accountants and firms are the same. The right proposal software lets you shape templates, approval steps, and terms exactly in the way your team works. For instance, some accountants might prefer tiered pricing rules or need special review steps before a proposal can be sent. Flexibility means the tool adapts to you, not the other way around.

Will it eliminate manual rework?

Look for a tool that reduces repetitive tasks like copying client info, re‑entering prices, or tracking down signatures. Automation and integration with your accounting system cut down on busy work, so your team can focus on providing excellent client service.

Why Method is a smart choice for accountants 🤓☝️

Method Proposals is made for accountants who need more than a document or e‑signature tool. It lets you create professional proposals that connect straight to your client records and accounting system. Once a client signs, everything flows automatically into billing, onboarding, and follow-up.

Here’s how Method helps accounting firms:

• Build branded proposals and engagement letters
• Send proposals for secure online signature
• Track proposal status and see approvals as they happen

• Turn approved proposals into invoices or set up recurring billing instantly
• Begin client onboarding automatically, assigning tasks and tracking progress within the system
• Keep all your data synced with QuickBooks, so numbers are always accurate

With Method, multiple processes are combined into one:

CRM + proposals + payments

Method CRM manages leads and clients, proposals move deals forward, and integrated billing syncs transactions and payments with QuickBooks once a proposal is approved.

Your accounting firm sets the rules, and Method follows them. You can freely tweak templates, workflows, and fields to fit your pricing, approvals, and service lines. And if you want help getting set up, Method’s team offers onboarding support to align the software with your process and get you up and running faster.

If your proposals still sit apart from billing and onboarding, it’s time to consider a tool that connects every step. Try Method for free and bring your proposal process into one system.

Proposal software for accountants: FAQs