For AV, IT/MSP, and security integration firms, proposal tools are no longer just about sending a price—they’re central to managing customer relationships, tracking opportunities, and moving projects forward. Portal.io and Specifi.io both deliver modern, cloud-based proposal solutions, but their approaches differ. Portal.io focuses on fast, data-driven quoting powered by a massive, structured product catalog, while Specifi.io offers an all-in-one business platform that layers proposals with CRM, project tracking, marketing, and invoicing. Deciding which software is best for your company starts with understanding how each platform aligns with your team’s workflow and business goals.
About Portal.io
Portal.io is a modern, intuitive sales platform made for AV, security, and IT MSP integrators. It brings quoting, product data, client approvals, and payments into one clean system so you spend less time and more time closing deals.
Key Benefits
Fully Managed Product Catalog: 1.5M+ products with structured metadata and wholesale pricing from participating vendors.
AI Proposal Builder: Generate complete, scoped proposals in seconds using natural language prompts.
Invoicing & Payment Processing: Built-in customer tracking and integrated payment solutions with QuickBooks, Square, and Stripe.
Integrations: Connects with CRMs, project management tools, and accounting platforms to reduce duplicate data entry.
Ideal For
Small to mid-sized integration companies and sales teams within larger organizations that want a fast, data-driven way to produce accurate proposals, streamline procurement, and automate client approvals and payments.
About Specifi
Specifi.io is a cloud-based business platform designed specifically for AV systems integrators, bringing proposals, CRM, project management, invoicing, and marketing together in one unified system. Its goal is to centralize the tools an integration business needs into a single interface, reducing the need for multiple disconnected applications.
Key Features:
Comprehensive Proposal Engine: Build detailed proposals with live pricing, professional layouts, e-signature support, and automated documentation such as cable schedules and parts lists.
Integrated CRM: Manage leads, track opportunities, and monitor the sales pipeline from first contact to closed deal.
Marketing & Web Tools: Create and manage an AV-focused business website, schedule social media posts, and capture leads directly into the CRM.
Collaboration: Provide clients with a secure portal to view proposals, project updates, and documentation in one place.
Ideal For
Integration companies that prefer a single, all-in-one platform for managing sales, operations, and marketing, and that want to handle the majority of their business processes without leaving one system.
Feature Comparison Chart
Feature | Portal.io | Specifi.io |
Platform Type | Cloud-based quoting and product data platform for AV, Security, and IT/MSP Integrators | Cloud-based All-in-one business platform for AV integrators |
Product Catalog | 1.5M+ SKUs with structured metadata and vendor pricing | Customizable catalog with live pricing from some manufacturers and distributors |
AI Capabilities | AI-driven proposal builder | None |
CRM | Built-in Lite CRM; integrates with Zoho, Salesforce | Fully integrated CRM with lead tracking and pipeline management |
System Design Tools | Not available | Automated cable schedules, parts lists, and documentation |
Change Orders | Included | Included |
Document Handling | Attach drawings, PDFs, and specs to proposals | Store project documents, images, and schedules within proposals |
Scheduling & Task Mgmt | Not included | Built-in project tracking with timelines and work orders |
Inventory & Procurement | Included | Included |
Reporting & Analytics | Not Included | Sales pipeline, project tracking, and marketing performance reports |
Marketing Tools | Not Included | Website builder, social scheduling, and lead capture |
Mobile Access | Native iOS app, mobile responsive | Mobile access via browser |
Pricing | Starts at $39/month | Starts at $119/mo, onboarding for $999 |
Conclusions
Portal.io and Specifi.io both deliver strong proposal capabilities for technology integrators but approach the workflow from different angles. Portal.io is purpose-built for speed and accuracy in quoting, leveraging a massive, structured product catalog and automation to get proposals in front of clients quickly. Specifi.io takes a broader approach, combining proposals with CRM, project tracking, invoicing, and marketing tools in a single platform.
For firms that want the fastest, most data-driven quoting engine with deep product integrations, Portal.io is the clear choice. For those looking to consolidate multiple business functions into one system, Specifi.io offers a more comprehensive all-in-one solution.
The best fit comes down to your company’s priorities—whether that’s optimizing the proposal process for speed and accuracy, or managing sales, operations, and marketing within a unified platform.