Here’s a breakdown of some of the top free proposal software options available in 2025, keeping in mind that “free” usually implies a freemium model with limited features or user counts before an upgrade is required:
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- Key Features: Robust document editor, content library, e-signatures, analytics limited on free plan, templates.
- Price: Free plan available PandaDoc Free eSign for unlimited e-signatures and basic document uploads. Paid plans start from $19/user/month.
- Pros: Professional templates, excellent e-signature functionality, good for quick document signing.
- Cons: Free plan is very limited, primarily focused on e-signatures rather than full proposal creation. advanced features are locked behind paid tiers.
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- Key Features: Content library, drag-and-drop editor, proposal templates, analytics limited, e-signatures limited.
- Price: Free plan available for 1 user and 5 active documents. Paid plans start from $49/user/month.
- Pros: User-friendly interface, strong template library, good for visually appealing proposals.
- Cons: Free plan is highly restrictive regarding active documents, making it less suitable for high-volume users.
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- Key Features: Proposal templates, content library, custom branding, e-signatures, basic analytics.
- Price: No direct free plan, but offers a 14-day free trial. Plans start from $19/month.
- Pros: Modern designs, strong focus on conversion, good reporting on paid plans.
- Cons: No truly free tier means it’s not a long-term free solution. requires commitment after the trial.
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- Key Features: Extensive template library, drag-and-drop editor, graphic design tools, collaboration.
- Price: Free plan available with access to thousands of templates, photos, and graphics. Canva Pro starts at $14.99/month.
- Pros: Unparalleled design flexibility, great for visually rich proposals, easy to use for non-designers.
- Cons: Not purpose-built for proposals lacks e-signatures, content tracking. proposals created are static PDFs.
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- Key Features: Real-time collaboration, cloud-based storage, basic formatting, version history.
- Price: Free with a Google account.
- Pros: Ubiquitous, excellent for collaborative drafting, simple and accessible.
- Cons: Lacks specialized proposal features e-signatures, pricing tables, analytics, purely a word processor.
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- Key Features: Form builder, PDF editor, e-signatures, template library for forms and reports.
- Price: Free plan Starter with 5 forms, 100 submissions/month. Paid plans start from $34/month.
- Pros: Versatile for building interactive forms that can serve as proposals, includes e-signatures.
- Cons: Primarily a form builder, not a dedicated proposal tool. proposal creation can be less intuitive.
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- Key Features: Industry-leading e-signature, secure document sending, basic template functionality.
- Price: Free plan available for sending up to 3 documents for signature. Paid plans start from $15/month.
- Pros: Most trusted name in e-signatures, highly secure and legally binding.
- Cons: Very limited free tier for document sending. not a comprehensive proposal creation platform.
Understanding the Landscape of Free Proposal Software
The True Cost of “Free” in Software Solutions
When we talk about “free” software, it’s rarely entirely without cost. These models typically operate on a freemium basis. This means:
- Limited Features: The free version will often have a reduced feature set compared to its paid counterparts. For instance, you might get basic templates but miss out on advanced analytics, integrations, or custom branding options.
- Usage Caps: There could be limits on the number of proposals you can send, documents you can store, or users who can access the account. Proposify, for example, offers a free plan but caps active documents at five.
- Branding: Some free tools might include their own branding on your proposals, which can detract from your professional image.
- Support: Free users often receive limited or no customer support, relying instead on community forums or self-help resources.
- Upselling: The primary goal of a freemium model is to eventually convert free users into paying customers. You’ll frequently encounter prompts to upgrade for more features or higher limits.
Understanding these trade-offs is essential to set realistic expectations and choose a tool that truly fits your operational needs without unexpected hurdles. It’s about making a wise choice that supports ethical business practices and financial prudence.
Core Features to Look for in Free Proposal Software
Even with limitations, effective free proposal software should ideally offer several foundational features to be truly useful:
- Templates: A selection of professional, customizable templates can save immense time and ensure consistency. Look for variety that suits different industries or proposal types.
- Text Editor: An intuitive editor for adding, formatting, and organizing your content is non-negotiable. Drag-and-drop functionality is a bonus.
- Basic E-Signatures: The ability for clients to legally sign proposals electronically is a massive convenience and speeds up the sales cycle. Many free plans offer limited e-signature capabilities, like PandaDoc’s free eSign plan.
- Content Library Basic: Even a rudimentary ability to save reusable content blocks e.g., company overview, service descriptions can significantly accelerate proposal creation.
- Collaboration: For teams, even if limited to one or two users on a free plan, the ability to share and edit documents can be crucial. Google Docs exemplifies this brilliantly.
- Export Options: The ability to export your proposal as a PDF is standard and necessary for sending to clients.
While advanced features like analytics, CRM integrations, or robust content management are typically reserved for paid tiers, these core functionalities provide a solid foundation for any business aiming to create professional proposals on a budget.
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Maximizing Your Free Proposal Software Experience
Utilizing free proposal software effectively goes beyond simply signing up.
It involves understanding the limitations, optimizing your workflow, and leveraging supplementary tools to fill any gaps.
The goal is to produce high-quality, impactful proposals that stand out, even when operating with budget constraints.
This requires a strategic approach, focusing on content, presentation, and smart tool integration.
Strategic Content Creation for Winning Proposals
Regardless of the software you use, the content of your proposal is paramount. Even the most advanced software can’t compensate for weak or unclear messaging. Best Free Active Learning Tools in 2025
- Know Your Audience: Tailor your language, examples, and proposed solutions directly to the client’s specific pain points and objectives. A generic proposal often falls flat.
- Problem-Solution Framework: Clearly articulate the client’s problem, then present your unique solution and how it directly addresses their needs. Provide concrete examples or case studies even if simplified for a free tool.
- Value Proposition: Don’t just list features. explain the benefits your client will gain. Focus on ROI, efficiency gains, or problem resolution. Highlight the tangible value you bring.
- Clear Call to Action: Make it unequivocally clear what the next steps are. Do they need to sign, schedule a call, or provide feedback? Guide them smoothly.
- Proofread Meticulously: Typos and grammatical errors erode credibility. Use free tools like Grammarly or rely on diligent manual review. A small mistake can cost a big deal.
Leveraging Design and Visuals on a Budget
Visual appeal plays a significant role in proposal effectiveness.
Even with limited tools, you can create professional-looking documents.
- Branding Consistency: Use your company logo, consistent color palettes, and fonts. Many free tools allow for basic branding. If your chosen tool doesn’t, create a branded header/footer in a separate document and embed it as an image.
- High-Quality Images: Use relevant, high-resolution images that enhance your message, not distract from it. Free stock photo sites like Unsplash or Pexels offer excellent resources.
- Readability: Break up long blocks of text with headings, subheadings, bullet points, and white space. Ensure font sizes are appropriate. A clean, easy-to-read layout is crucial.
- Infographics Simple: While complex infographics might be out of reach, you can use tools like Canva even its free version to create simple charts or visual representations of data that can be embedded into your proposal.
- PDF Presentation: Always save your final proposal as a PDF to ensure consistent formatting across different devices.
Integrating with Other Free Business Tools
No single free tool will do everything.
The trick is to create a functional ecosystem of free or freemium tools to cover all your bases.
- CRM Customer Relationship Management: Pair your proposal software with a free CRM like HubSpot CRM Free. This allows you to track client interactions, manage your sales pipeline, and ensure you follow up on proposals efficiently. While HubSpot’s free tier doesn’t directly integrate with all proposal tools, you can manually update client records after proposal actions.
- E-Signature Alternatives: If your chosen proposal tool’s free tier lacks robust e-signature capabilities, consider standalone free e-signature services like DocuSign’s Free Plan for up to 3 documents or PandaDoc’s Free eSign. Create your proposal in one tool, then upload to the e-signature service.
- Communication: Use free communication tools like Slack Free or Google Meet for internal team collaboration on proposal content and client discussions.
- Project Management: Once a proposal is accepted, transition to a free project management tool like Trello or Asana Basic to manage project deliverables.
By strategically combining these free resources, you can build a robust workflow that supports your proposal process from initial draft to project execution, all while maintaining financial discipline.
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Common Pitfalls and How to Avoid Them
Even with the best intentions, using free software can lead to certain challenges if not approached carefully.
Being aware of these potential pitfalls can help you navigate them effectively and ensure your proposal process remains professional and efficient. Best Presales Software in 2025
Over-reliance on Templates Without Customization
One of the biggest traps is to simply fill in the blanks of a template without deep customization.
While templates are a fantastic starting point for structure and design, they should never be a substitute for tailoring your content to each unique client.
- The Trap: Sending generic proposals that feel impersonal and don’t speak directly to the client’s needs. This often results in a low conversion rate because the client doesn’t feel understood.
- The Solution: Always customize. Dedicate time to research your client thoroughly. Understand their industry, their specific challenges, and their goals. Reflect this understanding in your proposal’s introduction, problem statement, and proposed solutions. Use the template as a framework, not a rigid script. Even with free tools, you have the flexibility to edit text, add relevant images, and sometimes even reorder sections. Personalization is key to building trust and demonstrating expertise.
Ignoring Security and Privacy Concerns
When using free cloud-based software, especially for sensitive client information, security and privacy should always be a priority.
While most reputable free services offer baseline security, it’s wise to be cautious.
- The Trap: Unwittingly sharing sensitive client data or intellectual property through unsecured channels, or using platforms with dubious privacy policies.
- The Solution:
- Read Privacy Policies: Before signing up, quickly review the platform’s privacy policy. Understand how your data is stored, processed, and if it’s shared with third parties.
- Use Strong Passwords: Implement unique, complex passwords for every account. Consider a free password manager like LastPass or Bitwarden.
- Two-Factor Authentication 2FA: If available, enable 2FA on your accounts for an extra layer of security.
- Avoid Over-sharing: Only include necessary information in your proposals. Avoid sending highly sensitive data through channels not explicitly designed for it. For contract signing, ensure the e-signature solution is legally compliant and secure, like DocuSign or PandaDoc.
- Regular Backups: While cloud services usually handle backups, for critical documents, consider maintaining local copies where feasible.
Underestimating the Value of Analytics and Tracking
Most free proposal software tiers offer very limited if any analytics. Best Partner Relationship Management (PRM) Software in 2025
This lack of insight can hinder your ability to improve your proposal process.
- The Trap: Sending proposals into the void without knowing if they’ve been opened, read, or if clients are engaging with specific sections. This means you can’t learn what works and what doesn’t.
- Manual Tracking Basic: Even without in-app analytics, you can manually track open rates and engagement using simple methods. For instance, if you send a PDF, follow up via email or call to confirm receipt and inquire about their thoughts.
- Email Tracking Tools: Consider using free email tracking extensions e.g., Mailtrack for Gmail that tell you when your emails containing the proposal link or attachment are opened.
- Focus on Follow-up: Without detailed analytics, a robust follow-up strategy becomes even more crucial. Schedule follow-up calls or emails after sending the proposal. This allows you to gauge interest, answer questions, and prompt action.
- Qualitative Feedback: Actively ask clients for feedback on your proposals, especially those you don’t win. This qualitative data can be invaluable for identifying areas for improvement that analytics might otherwise show.
By proactively addressing these common pitfalls, you can maximize the effectiveness of your free proposal software and turn it into a genuine asset for your business growth.
Beyond the Free Tier: Knowing When to Upgrade
While free proposal software can be a fantastic starting point for startups and small businesses, there comes a point where the limitations of a free plan can begin to hinder growth rather than support it.
Recognizing these inflection points is crucial for making a financially sound decision to upgrade to a paid solution, aligning with principles of sustainable business development. Best Free Partner Ecosystem Platforms Software in 2025
This isn’t about unnecessary spending, but rather a strategic investment that yields tangible returns.
Signs You’ve Outgrown Your Free Plan
Several clear indicators suggest it’s time to consider a paid upgrade:
- Hitting Usage Limits Consistently: If you’re constantly running into caps on the number of proposals, documents, or active users allowed on your free plan, it’s a direct signal. For example, if Proposify’s 5-document limit is a constant bottleneck, you’re losing efficiency.
- Lack of Essential Features: You find yourself needing features consistently missing from the free tier, such as advanced analytics to track proposal engagement, CRM integrations for seamless workflow, custom branding options, or robust content libraries.
- Time-Consuming Workarounds: Are you spending excessive time creating manual workarounds for tasks that a paid plan would automate? This “hidden cost” of lost productivity can quickly outweigh the cost of a subscription. For instance, if you’re manually tracking every proposal status because your free tool lacks reporting, that’s time you could spend on sales or client work.
- Client Experience Suffers: If your proposals appear less professional due to forced branding, or if the e-signature process is clunky, it reflects poorly on your business and can impact conversion rates.
- Scalability Issues: As your team grows, the inability to collaborate effectively within the free software becomes a major hurdle. Paid plans often offer multi-user access and advanced collaboration features.
- Security Concerns: While free tools offer basic security, paid tiers usually come with enhanced security protocols, compliance certifications like SOC 2, HIPAA, and dedicated support for security issues, which becomes more critical as your business handles more sensitive data.
Evaluating Paid Proposal Software Options
Once you’ve decided to upgrade, the market for paid proposal software is vast. Here’s how to evaluate options responsibly:
- Feature Set vs. Cost: Don’t just look at the price. Map the features of different paid plans directly to your identified needs. Does it offer the analytics you crave? The integrations you require? Is there a content library that will genuinely save you time? Prioritize features that directly impact your bottom line or efficiency.
- User Interface and Ease of Use: A powerful tool is useless if it’s too complicated to use. Take advantage of free trials like Better Proposals’ 14-day trial to test the user experience.
- Integrations: Consider your existing tech stack. Does the proposal software integrate seamlessly with your CRM e.g., Salesforce, HubSpot, accounting software e.g., QuickBooks, or project management tools? Seamless integrations can significantly boost productivity.
- Customer Support: What kind of support is offered? Live chat, email, phone? Is it included in the plan, or is it an add-on? Reliable support can be invaluable when troubleshooting.
- Scalability of Paid Plans: Look at the vendor’s different paid tiers. Does their offering allow for growth? You don’t want to upgrade to a basic paid plan only to outgrow it again within a few months.
- Return on Investment ROI: Frame the decision as an investment. If a paid tool helps you win just one extra client, or saves you X hours per week, does that justify the monthly cost? Calculate the potential ROI in terms of time saved, increased close rates, or enhanced professionalism. For example, if a $50/month tool helps you close a $1000 deal that you might have otherwise lost due to a clunky free proposal, it’s a clear return.
By approaching the upgrade decision thoughtfully, analyzing your needs against the features and costs of paid solutions, you can make a strategic investment that propels your business forward while adhering to ethical financial management principles.
Future Trends in Proposal Software
As we look towards the future, several key trends are shaping how businesses will create, deliver, and manage their proposals, offering exciting possibilities for increased efficiency and effectiveness.
The Rise of AI and Automation
Artificial intelligence AI and automation are set to revolutionize proposal creation, moving beyond simple templates to truly intelligent assistance.
- Smart Content Generation: Imagine AI suggesting relevant content based on your client’s industry, past proposals, or even public information about their business. This could include sections for problem statements, proposed solutions, or client testimonials, significantly speeding up the initial drafting phase. Some advanced tools already offer basic content suggestions.
- Personalization at Scale: AI could analyze client data from CRM systems to automatically tailor language, case studies, and pricing models within a proposal, making each one feel uniquely crafted for the recipient, even when sending many proposals.
- Automated Follow-ups and Workflows: AI-powered automation could trigger intelligent follow-up emails based on client engagement e.g., if a proposal is opened multiple times but not signed, or automatically initiate project kickoff workflows once a proposal is accepted.
- Predictive Analytics: AI could analyze historical proposal data to predict the likelihood of a deal closing based on various factors, helping sales teams prioritize their efforts and refine their strategies. This would be a significant leap from basic “opened/viewed” analytics.
- Beyond Text: AI could assist with generating visual elements, optimizing layouts, or even creating dynamic multimedia components within proposals.
Enhanced Interactivity and Multimedia
Static PDF proposals are slowly giving way to dynamic, interactive experiences that capture attention and provide richer information.
- Interactive Elements: Future proposals will likely include more clickable elements, such as embedded video presentations, interactive pricing calculators, live chat functionalities connecting clients directly to sales reps, or expandable sections for deeper dives into specific topics.
- Multimedia Integration: Seamless integration of video, audio, and animated graphics will become standard. Instead of just describing a product, you could embed a high-quality product demo video directly within the proposal.
- Personalized Video Messages: Imagine recording a personalized video introduction or conclusion for each client, directly embedded into the proposal, adding a human touch that builds rapport. Tools like Vidyard already allow for this, and it’s becoming more common.
- Dynamic Pricing Tables: Clients could interact with pricing tables, selecting options or adjusting quantities to see real-time cost changes, providing transparency and flexibility.
- Virtual Reality VR and Augmented Reality AR: For certain industries e.g., architecture, product design, future proposals might incorporate AR/VR elements, allowing clients to virtually experience a proposed solution or product before committing.
Deeper Integration with Business Ecosystems
The trend towards interconnected business tools will only accelerate, making proposal software a more integral part of the overall sales and business development workflow. Best Channel Incentives Management (CIM) Software in 2025
- Seamless CRM and ERP Integration: Bidirectional data flow with CRM Customer Relationship Management and ERP Enterprise Resource Planning systems will become standard. This means client data automatically populates proposals, and proposal status sent, viewed, signed automatically updates in the CRM.
- Integration with Financial Systems: Direct links to accounting and invoicing software will streamline the post-acceptance phase, allowing for automatic invoice generation or contract initiation.
- Project Management Handoff: Once a proposal is signed, seamless handoffs to project management tools will ensure that project tasks, timelines, and resources are automatically initiated, minimizing administrative overhead.
- Unified Communication Platforms: Integration with communication tools like Slack, Microsoft Teams will allow for real-time internal collaboration on proposals and instant notifications on client actions.
- Data Analytics Dashboards: Comprehensive dashboards combining proposal performance data with sales, marketing, and operational data will provide holistic insights into the entire business pipeline.
These trends suggest a future where proposal software is less about simply creating documents and more about facilitating dynamic, data-driven, and highly personalized sales experiences that are deeply embedded within the broader business ecosystem.
For businesses adhering to sound financial practices, adopting these advancements responsibly will mean focusing on tools that offer clear value and efficiency gains, avoiding unnecessary complexity or excessive spending on features that don’t directly contribute to ethical growth.
FAQ
What is free proposal software?
Free proposal software refers to digital tools that allow businesses to create, send, and often track professional business proposals without an upfront cost.
These are typically freemium models, offering a basic version with limited features or usage, while more advanced functionalities are reserved for paid subscriptions. Best Free Contract Management Software in 2025
Can I legally sign documents with free proposal software?
Yes, many free proposal software options, or dedicated free e-signature tools like PandaDoc Free eSign or DocuSign’s free plan, allow for legally binding electronic signatures.
However, the number of documents you can send for signature on a free plan is often very limited.
What are the main limitations of free proposal software?
Main limitations often include restricted numbers of proposals/documents, limited or no advanced features like analytics, CRM integrations, lack of custom branding, limited customer support, and often the inclusion of the software provider’s own branding on your proposals.
Is Canva good for creating business proposals?
Canva is excellent for creating visually appealing and design-rich proposals due to its extensive template library and intuitive drag-and-drop editor.
However, it is primarily a graphic design tool and lacks specific proposal functionalities like e-signatures, content tracking, or client engagement analytics, making it less ideal for a full proposal workflow. Best Workday Consulting Services in 2025
How secure is free proposal software?
Most reputable free proposal software platforms offer baseline security measures like data encryption and secure servers.
However, paid tiers usually come with enhanced security protocols, compliance certifications, and dedicated support.
Always check a platform’s privacy policy and terms of service, and use strong, unique passwords.
Can I track proposal views with free software?
Generally, no.
Most free tiers of proposal software do not offer advanced analytics or tracking features that show you if or when a client has opened or viewed your proposal. Best Free Snowflake Consulting Services in 2025
This functionality is typically reserved for paid plans.
You might need to rely on email tracking extensions for basic open notifications.
How do I send a proposal created with free software?
Most free proposal software allows you to export your finished proposal as a PDF file, which you can then attach to an email and send to your client.
Some tools might offer a shareable link that clients can view directly online, though this is less common on completely free tiers.
What’s the best free proposal software for startups?
For startups, the “best” free proposal software depends on their most pressing need. For e-signatures, PandaDoc Free eSign or DocuSign’s Free Plan are excellent. For design flexibility and visual appeal, Canva is strong. For basic document creation and collaboration, Google Docs is ubiquitous and free. Best Infor Consulting Services in 2025
Can I customize templates in free proposal software?
Yes, most free proposal software that offers templates will allow for some level of customization, such as changing text, adding images, and basic branding e.g., adding your logo. However, advanced customization options like custom fonts, color palettes, or layout adjustments are often limited.
What is the difference between a proposal and a quote?
A quote typically provides a price for specific goods or services.
A proposal, on the other hand, is a more comprehensive document that outlines the client’s problem, your proposed solution, the benefits of your solution, a detailed scope of work, timelines, and pricing. It aims to persuade and educate, not just inform.
Can I integrate free proposal software with a CRM?
Direct integrations with CRMs Customer Relationship Management systems are rarely available on free proposal software plans. These are premium features.
You would typically need to manually transfer data between your free CRM like HubSpot CRM Free and your free proposal tool.
Are there any ethical considerations when using free proposal software?
From an ethical business perspective, ensure the software adheres to privacy regulations e.g., GDPR, CCPA if you’re handling client data.
Also, avoid using any software that might indirectly promote unethical financial practices like interest-based loans through its related services or advertising.
Focus on tools that support transparent and honest business dealings.
How many proposals can I send with free software?
This varies significantly by platform. Best Free Large Language Model Operationalization (LLMOps) Software in 2025
Some, like Proposify’s free plan, limit you to a very small number of “active” proposals e.g., 5. Others, like PandaDoc’s free eSign, focus on unlimited e-signatures but not full proposal creation.
Google Docs has no limit as it’s a general word processor.
What if my free proposal software has hidden costs or limitations?
Always read the fine print and understand the “freemium” model.
Hidden costs typically arise from needing to upgrade to unlock essential features, increase usage limits, or remove branding.
Be aware that the time spent on workarounds due to limitations is also a “cost.” Best Free Natural Language Processing (NLP) Software in 2025
Is it professional to use free proposal software?
Yes, it can be very professional, especially if you leverage the features effectively and focus on the quality of your content and design.
Many free tools offer professional-looking templates.
The key is in how you utilize the tool, not just that it’s free.
How important are analytics in proposal software?
Analytics are crucial for optimizing your sales process.
They show you if clients opened your proposal, which sections they viewed most, and how long they spent on each part.
This data helps you understand client engagement, refine your proposals, and improve your closing rates.
While absent in free tiers, this becomes a key driver for upgrading.
What alternatives exist if free proposal software isn’t enough?
If free software isn’t meeting your needs, consider low-cost paid solutions with clearer feature sets, or investigate tools that offer comprehensive free trials.
Focus on solutions that provide better branding, analytics, and integration capabilities relevant to your workflow.
Can I collaborate with my team on proposals using free software?
Some free tools, most notably Google Docs, offer excellent real-time collaboration features.
Others might offer very limited multi-user access on their free plans.
If team collaboration is a priority, verify this specific feature on the free tier before committing.
What’s the impact of proposal software on winning clients?
Effective proposal software can significantly improve your chances of winning clients by enabling you to create professional, visually appealing, and well-structured proposals.
Features like e-signatures also streamline the acceptance process, making it easier for clients to say “yes.”
How can I make my free proposals stand out?
To make your free proposals stand out:
- Tailor Content: Customize every proposal to the specific client’s needs.
- Focus on Visuals: Use high-quality images and ensure a clean, readable layout.
- Strong Value Proposition: Clearly articulate the unique benefits you offer.
- Proofread: Eliminate all typos and grammatical errors.
- Prompt Follow-up: Back up your professional proposal with timely and consistent follow-up.
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