6 reasons why interactive proposals win more sales than static pdf proposals.

Still sending your event proposals as PDFs? You’re not alone, but you might be missing out.

Across the meetings & events industry, many sales teams still rely on Word or PowerPoint to create proposals and then export them as PDFs. But here's the thing: those static documents are costing you time, efficiency, and conversions.

Let’s break down six reasons why switching to interactive proposals could be the smartest move you make this year.

1. Interactive means dynamic - PDFs are just… static.

PDFs are like snapshots. Fixed and hard to update. So when your customer wants a change, you have to go back, edit the source file, export again, and resend. Not exactly efficient.

Interactive proposals, on the other hand, function more like a webpage. They’re dynamic, update in real time, and can include rich content like video, image galleries, and customer selections.

Want to show off a venue walkthrough or highlight services in action? An interactive proposal lets you do that, all in one place.

2. Beautiful proposals vs. basic proposals.

Do you and your colleagues use the same template for sending out sales documents, or truthfully speaking do your proposals look different each time they’re sent to a customer?

Let’s be honest: Word and PowerPoint are great for some things, but building professional-looking proposals isn’t one of them. Formatting inconsistencies, image alignment issues, and version control can be a nightmare.

With a platform like Qondor, you can:

• Set up brand-approved templates for everyone to use.
• Maintain consistent design across all sales documents.
• Let your team focus on selling, not styling.

Even better, Qondor automatically optimises image sizing and formatting,so proposals always look polished and on-brand.

3. A better buying experience = more conversions.

"Customers reward rich virtual buying experiences… As business customers learn and buy more online, unflattering comparisons to advanced digital retail and media companies are unavoidable."
(Future of Sales, 2020, Gartner)

Let’s talk about customer experience. Have you ever tried opening a multi-page PDF on your phone? You zoom in, scroll sideways, lose your place… and eventually give up.

Interactive proposals are mobile-friendly, responsive, and intuitive. They feel more like shopping online: click, view, select. No downloads, no frustration.

Here’s what one Qondor customer had to say:

 

"We moved away from the traditional way of distributing offers in pdf format and name lists in Excel to Qondor’s interactive proposals. Now we have a digital customer journey which starts when the request for proposal comes in, through the offer phase, continuing with the planning and ends with the guests being at our hotel. Qondor has enabled the wow-factor both for us and our customers"

JESPER HYSEUS (CEO)
HACKHOLMSSUND

4. One version, always up to date.

Ever emailed back and forth with a client about proposal details, only to realise you're each looking at different versions?

With PDF proposals, every update requires a new file and email. That leads to confusion, misalignment, and wasted time.

Interactive proposals solve this by providing a single, live link. Any change made by your team is instantly reflected on the customer side. Everyone’s on the same page, literally.

No more digging through email threads to find the right file. Just one link, one version, always current.

This provides a single source of truth for both the seller and customer and any other stakeholders involved.

5. Know exactly when (and how) to follow up.

Following up with a lead at the right time is crucial. But with PDFs, you’re left guessing. Did they open it? Are they interested? Crickets.

Interactive proposals are trackable. With Qondor, you’ll know:

• When a customer views your proposal.
• If they’ve provided feedback.
• What options they’ve interacted with.

Armed with this data, you can follow up strategically. No guesswork, just timely, informed outreach. This saves you a lot of time and allows sales teams to focus on the right things at the right time.

6. Data insights that drive smarter sales.

If you're using static documents, you're flying blind. PDFs can’t tell you what products perform best, where you're losing deals, or which suppliers give you the best margins.

With an interactive platform like Qondor, you get real-time data on:

• What gets accepted (and what doesn’t).
• Margin performance across services.
• Supplier trends.
• Sales pipeline movement.
• This kind of insight is gold for sales teams looking to refine their offer strategy and maximise profitability.

Learn how to use reporting and data insights to grow your M&E business.

Final thouhgts.

Let’s recap the key benefits of switching from static PDFs to interactive proposals:

• Faster, more flexible updates.
• Consistent branding and professional design.
• A mobile-friendly, easy-to-use experience for buyers.
• One link = one source of truth.
• Real-time visibility into customer actions.
• Insights to help you sell smarter

In short? Interactive proposals don’t just look better, they work better.

Discover the benefits of event management software tailored to your sales process.