Software and tools · Best of
Best Billboard Proposal Software for Operators (2026)
By Gabie Research · Updated Oct 16, 2026 · 8 min read
Short answer
The best billboard proposal software builds from faces that are open now, and adds photos, a map, 4-week rates and an expiration date. Billboard tools with proposals built in include Apparatix, BillboardPlanet, SignDash, Elevate OOH and Gabie. General tools like Proposify add branding and e-signature but do not check avails. Slides work for a few boards.
- A billboard proposal needs a photo, a map, a rate per 4 weeks, flight dates and a check that the face is open.
- Billboard tools build the proposal from live inventory. General proposal tools and slides do not.
- Proposify lists Build at $35 a user a month, billed yearly. Elevate OOH starts at $350 a month. Gabie is free to 100 faces.
- Apparatix, BillboardPlanet and SignDash do not post base prices.
- Gabie builds and tracks a proposal but does not make a PDF or a link yet, and has no e-signature.
The best billboard proposal software builds the quote from faces that are open right now. Then it adds the photo, the map, the rate per 4 weeks and an expiration date. Billboard tools do this from live inventory. General proposal tools and slides give you a nice look, but you must check every face by hand.
What does a billboard proposal need?
A billboard proposal shows a buyer what they get, when, and for how much. Alluvit Media's guide to billboard proposals lists a map, photos, location details, impressions, the rate per 4 weeks, production costs, lighting and which faces are open. Our proposal template has a copyable outline.
| Part | What it shows | Software should |
|---|---|---|
| Photo sheet | A recent photo of each face in its setting | Store photos on the face |
| Map | A pin for each face, with labels | Draw the map from the face location |
| Location details | Address or mile marker, facing, size, lit or not | Fill these in from the face record |
| Traffic or impressions | Vehicles a day, or people who may see the ad | Keep the source and the year |
| Rate | The price per face for each 4-week period | Pull the current rate card |
| Flight | Start date, end date and number of periods | Do the date math |
| Production | Print and install on their own lines | Add the costs |
| Avails | Which faces are open for those dates | Check holds and bookings |
| Expiration | The date the quote stops being good | Print it on page one |
Is traffic the same as impressions?
No. A DOT count is vehicles a day. Geopath says its circulation counts people, not cars. Its board voted to move impressions to a likelihood-to-see measure. Label each number with its type and source. A careful buyer will check.
Why is the avails check the key part?
A proposal on a face that is held or booked can cost you the deal. The software should read the same avails your team uses. A general tool does not know your faces, so it cannot do this.
What are your options?
There are three groups. Billboard tools build from inventory. General proposal tools make a polished file. Slides are free and fully by hand.
| Option | Type | What its pages list for proposals | Price shown |
|---|---|---|---|
| Apparatix | Billboard back office | Proposals from the CRM, through signature | None. Demo request |
| BillboardPlanet Quantum | Billboard back office | Availability reports and proposals with the client's picks | None. Demo request |
| SignDash | Billboard sales tool | Build on the go with real-time availability | Set at signup; $250 a year per extra 100 faces |
| Elevate OOH | New billboard tool | Proposals and contracts with e-signatures | From $350 a month |
| Gabie | Billboard inventory and CRM | Build from inventory; card rate; avails check | Free to 100 faces; then $0.25 a face a month |
| Proposify | General proposal tool | Templates, e-signature, content library, product catalog | Build $35 a user a month, billed yearly |
| PandaDoc | General proposal tool | Not checked | Not checked. See its pricing page |
| Slides | PowerPoint, Google Slides, Canva | Whatever you draw | Tools you may already have |
Which billboard tools build proposals?
Apparatix
Apparatix's CRM page says it generates proposals and supports the sale from the first talk through signature. The CRM follows the 4-week OOH calendar. The homepage also lists automated RFPs. In 2025, Apparatix moved to a new e-signature service, with reminders, in-app signing and engagement tracking, per its 2025 review. The review says the new service has per-document pricing and no per-user fees.
- Best for: independents who want proposals, contracts and billing in one system.
- Watch for: no posted price. The CRM page says the CRM is for existing Apparatix users.
BillboardPlanet Quantum
Quantum builds availability reports and detailed proposals with the client's picks. It also makes contracts with your terms for the client to sign. Its inventory holds specs, maps, photos and demographics for each face, so the proposal has them at hand.
- Best for: owners who want quote to install work order in one system.
- Watch for: no posted price.
SignDash
SignDash lets you build proposals on the go, with real-time availability on screen. It emails contracts for digital signature. Its page does not mention photos or maps in the proposal, so ask to see a sample. A WordPress plugin puts your boards and a map on your site. Its terms set the price at signup and add $250 a year for each extra 100 faces.
- Best for: small owners who sell by phone and want fast quotes.
- Watch for: the base price is not posted.
Elevate OOH
Elevate OOH is new. Billboard Insider says it has inventory, proposals, contracts with e-signatures and easy renewals. The Elevate OOH site lists plans starting at $350 a month, with no long-term contract.
- Best for: small independents who want a new, simple start.
- Watch for: it soft-launched with five billboard companies. Ask for a sample proposal.
Gabie
Gabie's Proposals start from a deal. You pick faces and a flight window. Each line starts at the card rate. Gabie checks every line when the proposal saves, and it refuses overlapping flights. For digital faces, it checks that the loop has room. A rate more than 50% off card needs the rep's sign-off, and Gabie saves it.
- Best for: owners who want quotes that cannot promise a face twice.
- Watch for: Gabie does not yet make a proposal PDF or a share link. You send the proposal as you do now, then record it as sent. It has no e-signature.
Can PandaDoc, Proposify or slides do the job?
They can make the file. They cannot know your avails.
Proposify lists three plans. Build is $35 a user a month, billed yearly, or $49 billed monthly. Grow is $325 a month, billed yearly, with 5 seats. Scale is $1,066 a month, billed yearly, with 10 seats. Every plan includes e-signature. Build lists a content library and a product catalog. You would fill that catalog with your faces and rates, and keep them current. PandaDoc is a similar tool. We did not get its price page to load on October 12, 2026, so check it before you compare.
Slides are an easy place to start. They are free or close to it. You control every page. The cost is time. Each proposal is built by hand. Rates go stale, and nothing warns you that a face was just held.
| Billboard tool | General proposal tool | Slides | |
|---|---|---|---|
| Knows your faces and dates | Yes | No | No |
| Fills rates from your card | Yes | Only if you load a catalog | No |
| E-signature | Varies by tool | Yes | No |
| Custom look | Varies by tool | Yes | Yes |
| Setup time | Load your faces | Build templates and a catalog | None |
How do you pick?
Start with how you sell today.
- Few boards, long tenants. Slides or a general tool is fine. Use our template.
- A busy phone, many faces. Pick a billboard tool that checks avails.
- You need e-signature today. SignDash, Apparatix and Elevate OOH list it. Gabie does not.
- You want to find buyers, not just quote them. Pick a tool with a CRM and prospecting.
Then ask each vendor to build a sample with your faces. Check these items.
- Does it show only faces that are open for the flight?
- Does it fill the card rate and the production cost?
- Does the proposal have a photo and a map for each face?
- Does it print an expiration date?
- Does a signed contract book the faces?
What about e-signature?
E-signature lets a buyer sign on a screen. Four of the tools above list it. SignDash emails contracts for digital signature. Apparatix has in-app signing. Elevate OOH lists contracts with e-signatures. Proposify includes e-signature on every plan. Gabie does not have it. A common fix is to sign in a general tool and book the faces in your billboard tool.
Whatever you use, keep one rule. The signed file and the booking must match. If the contract says B-114 N and the calendar says D-031, a crew will post the wrong board.
How do you handle discounts and changes?
Buyers ask for a lower rate. The risk is that nobody records why the seller agreed. Your software should show the card rate next to the quoted rate. Gabie flags a rate more than 50% off card and asks the rep for sign-off. It saves that sign-off on the proposal. See billboard rate cards for how to set the card.
When a buyer wants changes, make a new version with a new number. Keep the old one on file. Check each face again before you send. Gabie moves a proposal from draft to sent, accepted, rejected or expired. A rejected or expired proposal reopens as a draft, so you can start from the last version.
Does a proposal hold the face?
Usually not. A proposal checks that faces are free. A hold keeps them. If you need a face kept while the buyer decides, place a hold and tell the buyer when it ends. In Gabie, holds lapse 48 hours after they are placed. Gabie warns the rep before they do. Then a signed contract turns the hold into a booking.
Questions people ask
What is billboard proposal software?
It is software that builds a quote for a buyer from your faces, dates and rates. The best ones check that each face is open and add photos and a map.
What should a billboard proposal include?
Each face with a photo, a map and its size, plus the flight dates, the rate per 4 weeks, production costs and an expiration date. See our proposal template for an outline.
Can I use PandaDoc or Proposify for billboard proposals?
Yes, for the look and the signature. They do not know which faces are open, so you copy faces and rates in by hand and keep them current.
Does a proposal hold the billboard?
Not by itself. In Gabie, a proposal checks that faces are free but does not hold them. You place a hold from inventory to keep a face.
How much does billboard proposal software cost?
Gabie is free up to 100 faces, then $0.25 a face a month. Elevate OOH starts at $350 a month. Proposify's Build plan is $35 a user a month, billed yearly. Apparatix and BillboardPlanet quote after a demo.
Sources
- 01What's on a Billboard Proposal? (posted February 24, 2025; updated May 7, 2026) · Alluvit Media · accessed Oct 12, 2026
- 02Geopath Circulation · Geopath · accessed Oct 12, 2026
- 03The CRM Built for OOH · Apparatix · accessed Oct 12, 2026
- 04Apparatix Media Solutions homepage · Apparatix · accessed Oct 12, 2026
- 052025 in Review · Apparatix · accessed Oct 12, 2026
- 06Quantum for media owners · BillboardPlanet · accessed Oct 12, 2026
- 07SignDash: Billboard Sales Software · SignDash · accessed Oct 12, 2026
- 08SignDash Terms of Service (last modified 2026-06-18) · SignDash · accessed Oct 12, 2026
- 09Elevate OOH Launches CRM Billboard Management Software to Lift Up Independents (October 6, 2026) · Billboard Insider · accessed Oct 12, 2026
- 10Elevate OOH homepage · Elevate OOH · accessed Oct 12, 2026
- 11Proposify pricing · Proposify · accessed Oct 12, 2026
- 12Gabie Proposals · Gabie · accessed Oct 12, 2026
- 13Gabie pricing · Gabie · accessed Oct 12, 2026
Billboard operations and sales research
The Gabie team studies how billboard companies price, sell and run their boards. Every number we publish links to its source.
Published Oct 12, 2026 · Updated Oct 16, 2026 · How we check facts