Comparing vendor pricing is one of the most challenging parts of any software evaluation — quotes arrive in different formats, with different inclusions, making true side-by-side comparison nearly impossible. OutSail's proposal request feature solves this by letting you design the exact quote you want to see and requiring every vendor to respond in the same structure. This article walks you through requesting, receiving, and comparing proposals within OutSail.
Before You Begin
Proposal requests become available once you've requested demos through OutSail. If you haven't yet completed the demo request step with your finalists, you'll need to do that first — the system uses your demo requests to know which vendors to include.
Designing Your Proposal Request
The first step is to design your proposal request. You'll be guided through a short workflow where you will:
Confirm your headcount: Verify your current employee headcount as well as your projected headcount for next year, so every vendor prices against the same numbers.
Confirm your modules: Select the modules you want included on the proposal. You can mark modules as mandatory (every vendor must quote on them) or optional (modules you're still considering but aren't sure you'll buy).
Add additional services: Include any services you need quoted, such as an accounting integration, historical data conversion, or a dedicated project manager.
Add key integrations: Specify any custom or must-have integrations you need priced as well.
Once you've completed the workflow, you'll be presented with a proposal request summary. Approve it, and your proposal request is saved.
Sending Your Proposal Request
Next, it's time to send your request to your vendors' sales representatives. The system already knows which vendors you're requesting demos with, and it will prompt you to enter the email address of the sales rep for each vendor. Drop in the right email address for each vendor and click 'Send Pricing Request'.
How Vendors Respond
Each sales rep receives a notification email letting them know they've received a proposal request from your company, along with access to a dedicated portal where they can respond. In the portal, the rep can see your requirements — headcount, modules, services, and integrations — and will:
Upload their proposal directly into OutSail.
Confirm or deny exactly which services and modules are included in their quote.
Provide a single all-in cost: Instead of you adding up modular costs, every vendor provides one clear total for their quote.
You'll be notified as each proposal is delivered. If a vendor hasn't responded within three days of your request, you can send a reminder email directly through the system.
Reviewing and Comparing Proposals
Once proposals are submitted, you can view each response individually, or open the Summary tab to compare them side by side. The summary shows the latest pricing, included modules, and included services for each vendor — giving you a true apples-to-apples comparison. All proposals are also stored in your Documents tab for easy reference.
Requesting Updated Proposals
Pricing conversations evolve, and OutSail makes revisions easy. At any point, you can request updated proposals — the system will take you back through the proposal request flow, where you can remove features, request additional integrations, or send additional notes. You can send as many revision requests as you need, and the system will always show you the entire history of your proposal requests. The Summary tab always reflects the latest and most updated proposal from each vendor.
Conclusion
The proposal request feature gives you something the traditional buying process rarely delivers: clean, structured, comparable pricing. By designing one request, sending it to every finalist, and receiving standardized responses, you can see your latest pricing, inclusions, and totals side by side — and make your final decision with confidence.