GITNUXSOFTWARE ADVICE
Equipment Rental LeasingTop 10 Best Av Proposal Software of 2026
Ranking roundup of top av proposal software for AV teams, comparing Qwilr, Jetbuilt, D-Tools Cloud for proposal templates, pricing, and workflow.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Qwilr is the best overall fit for AV teams that need fast, branded proposal pages with dependable PDF approvals, while Jetbuilt works better when you’re an integrator or production shop that wants catalog-driven, tightly reviewed proposals; choose QuoteAV if you’re on a low-cost budget slot.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Qwilr
Interactive proposal pages with granular section control make AV scopes and equipment lineups easier to review.
Built for fits when AV teams need fast branded proposal pages plus reliable PDF output for approvals..
Jetbuilt
Editor pickRoom-focused proposal assembly that keeps the equipment bill aligned to the exported branded PDF.
Built for fits when AV integrators need repeatable, catalog-driven proposals with controlled internal review..
D-Tools Cloud
Editor pickRoom-by-room equipment list generation from the same project build feeds proposal-ready outputs with consistent revisions.
Built for fits when integrators reuse equipment families and need repeatable scope-to-proposal document generation..
Related reading
Comparison Table
Qwilr
enterpriseInteractive proposal software with pricing, content, analytics, and acceptance tools.
Interactive proposal pages with granular section control make AV scopes and equipment lineups easier to review.
Qwilr’s editor focuses on producing client-ready proposals as structured pages that can include sections for AV scope of work and itemized equipment information. Templates and reusable blocks reduce repeated formatting work when producing new AV proposals for similar venues or repeat clients. Published proposals can be shared as stable links and exported to PDF for archiving and offline review.
A tradeoff appears when highly technical AV artifacts need strict engineering fidelity, since Qwilr centers on document pages rather than diagram authoring or CAD-grade attachments. Qwilr fits teams that want fast client review cycles for proposal content and rely on external tools for signal flow diagrams, system design narrative drafts, and CAD uploads.
- +Template-based proposal page building with reusable sections
- +Interactive proposal layouts that support quick client feedback
- +PDF export supports offline review and document archiving
- +Workflow integrations help keep CRM-driven deal data aligned
- –Limited native diagramming for signal flow and system schematics
- –Strict AV formatting still needs manual tuning for edge cases
- –Content versioning depends on template discipline across teams
- –Deep accounting-grade line item controls require external processes
AV integrator sales teams
Create client-ready AV proposals quickly
Faster review and revisions
Revenue operations teams
Sync deal data into proposals
Less manual data entry
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Project managers
Standardize equipment and schedule sections
Consistent proposal formatting
Reuse document blocks to maintain consistent equipment lists and timelines per project.
Partnership resellers
Issue proposals with controlled branding
Lower rework on layout
Publish branded templates while preserving internal consistency across partner submissions.
Best for: Fits when AV teams need fast branded proposal pages plus reliable PDF output for approvals.
More related reading
Jetbuilt
vertical specialistAV estimating and proposal software for integrators and production companies.
Room-focused proposal assembly that keeps the equipment bill aligned to the exported branded PDF.
Jetbuilt is a fit for integrators and AV project teams that need repeatable proposals tied to a consistent equipment and labor structure. The workflow centers on assembling an AV scope of work with an equipment bill of materials and then producing a polished PDF proposal document from that same source data. Teams get practical control through proposal versioning so internal reviewers can compare and approve changes before client delivery.
A tradeoff appears when proposals deviate from standardized catalog items or require unusual engineering artifacts. In those cases, users spend more time reworking content to match Jetbuilt’s catalog-driven building blocks. Jetbuilt works best when a team already maintains reusable equipment definitions and a stable approach to labor and room content.
- +Reusable equipment catalog reduces retyping across proposals.
- +PDF output stays consistent with the structured proposal inputs.
- +Proposal versioning supports internal review and controlled client delivery.
- +Venue and room inputs map into a room-by-room equipment list.
- –Catalog-first workflows can slow proposals for highly custom designs.
- –Some specialty engineering deliverables require manual attachment work.
AV integrator sales engineers
Standardized equipment proposals for venues
Quicker proposal turnaround
Project management teams
Internal review of proposal changes
Fewer approval mistakes
Show 2 more scenarios
Solution design teams
Room-by-room equipment lists
Consistent room documentation
Maintain room content so the proposal output reflects the same scope the design team agreed on.
Reseller operations
Branded proposal publishing workflow
Standardized client documents
Generate client-ready PDFs from shared proposal content with consistent formatting across opportunities.
Best for: Fits when AV integrators need repeatable, catalog-driven proposals with controlled internal review.
D-Tools Cloud
vertical specialistCloud software for AV system design, estimating, proposals, and project management.
Room-by-room equipment list generation from the same project build feeds proposal-ready outputs with consistent revisions.
D-Tools Cloud helps AV teams generate structured equipment lists and proposal-ready documents from the same underlying project build. The workflow supports consistent system specification creation, including installation scope outputs and technician-facing documentation artifacts. Document publishing focuses on producing branded proposal documents and exportable PDFs for client review and internal signoff. Changes can be tracked per project so teams can rerun output generation when scope updates arrive.
A tradeoff is that template and library discipline has a direct impact on proposal quality, so teams without standardized catalogs often spend extra time cleaning up naming, packaging, and compatibility rules. A strong usage situation is a reseller or integrator handling repeated venue types where the same equipment families and room templates are reused across proposals. Another fit case is multi-user proposal production where controlled edits reduce drift between an estimate and the published scope documents.
- +Reusable equipment catalog reduces scope rebuild time across venues
- +Room-by-room equipment list outputs align with project installation planning
- +Branded proposal publishing supports consistent client-facing formatting
- +Document revisions reduce mismatch risk between estimate and scope
- –Library setup discipline is required to prevent inconsistent proposal outputs
- –Advanced automation depends on established project configuration patterns
- –Complex system variants can increase catalog curation effort
- –CAD attachments and venue survey coverage vary by workflow maturity
AV integrator project managers
Publish room-scoped proposals fast
Fewer scope mismatches
Reseller quoting teams
Standardize bids across repeat venues
More consistent quoting
Show 2 more scenarios
Estimators and technical leads
Keep installs aligned with estimates
Reduced rework
Update project scope and rerun structured outputs for installation scope and technician call sheets.
Operations and field coordination
Route documents to technicians
Cleaner execution handoff
Maintain versioned project documentation so technicians receive the latest system specification artifacts.
Best for: Fits when integrators reuse equipment families and need repeatable scope-to-proposal document generation.
XTEN-AV
vertical specialistAV design software with proposal, estimation, and documentation features.
Room-level equipment list generation tied to a single proposal build process keeps scope and bill of materials aligned.
XTEN-AV focuses on generating audiovisual proposals with structured, reusable project content rather than starting from blank pages each time. It supports building a full scope narrative around room-level equipment lists, then packaging the result into branded proposal documents with PDF export.
The tool’s core workflow centers on configuring a system design, producing an equipment bill of materials, and maintaining consistency across deliverables as proposal versions change. Collaboration features are oriented around proposal drafting and client approval movement, rather than deep CRM-driven quote automation.
- +Reusable proposal content reduces rework across similar AV system designs
- +Room-focused equipment lists help keep installation scope consistent
- +Versioned proposal editing supports controlled updates for iterative sales cycles
- +Branded document output with PDF export fits client-ready deliverable needs
- –Change-order tracking stays proposal-centric instead of project-management deep
- –CAD attachments and venue survey form workflows require manual handling
- –CRM and accounting integration coverage is limited compared to automation-first tools
- –Analytics for proposal performance are not as granular as in top-ranked competitors
Best for: Fits when integrators need room-by-room proposal assembly with branded PDF output and controlled revisions.
Proposify
SMBProposal software with templates, approvals, content controls, and electronic signatures.
Built-in client acceptance and electronic signature flow for proposal review and finalization.
Proposify generates AV proposals from structured inputs and templates, with document assembly focused on client-ready outcomes. It supports reusable proposal components, branded document layouts, and export to PDF for distribution.
Proposify also supports client review workflows such as acceptance tracking and electronic signature so proposals can move through approval without manual email chains. It is geared toward repeatable proposal creation where teams need consistent formatting across multiple audiovisual scope variations.
- +Client review workflow tracks acceptance and reduces proposal follow-up churn
- +Template-driven document structure keeps proposal formatting consistent across jobs
- +Reusable components shorten turnaround for repeat AV scope variations
- +PDF export supports straightforward sharing with stakeholders
- –Limited native handling for room-by-room equipment list detail compared with AV-first tools
- –Change-order tracking is not built for AV schedule and scope deltas as a core workflow
- –CAD attachments and signal flow diagram assets require manual inclusion and cleanup
- –Automation and CRM integration coverage can require additional setup for operational mapping
Best for: Fits when AV integrators need branded, template-based proposals with client acceptance and signature workflows.
Better Proposals
SMBOnline proposal software for creating, sending, tracking, and signing sales documents.
Reusable proposal content tied to branded templates improves consistency for repeat AV opportunities.
Better Proposals targets audiovisual proposal workflows that need structured quote content, reusable assets, and branded document output. It focuses on turning scope inputs into proposal-ready deliverables, with template-driven layout and consistent section coverage for AV projects. The core workflow emphasizes fast editing for ongoing deals, PDF generation for client-facing review, and revision discipline through managed proposal versions.
- +Template-driven proposal structure keeps AV sections consistent across deals
- +Reusable content reduces repeated typing for recurring equipment and labor scopes
- +PDF output supports client review without extra formatting steps
- +Revision workflow supports controlled updates during client feedback cycles
- –Complex AV schedules can require manual cleanup before publishing
- –Automation depth for downstream documents depends on external integrations
- –Large libraries of reusable assets can feel slow without tight organization
- –Advanced customization is limited compared with fully bespoke quote engines
Best for: Fits when AV integrators need repeatable, branded proposal documents with controlled revisions.
Bidsketch
SMBProposal software with reusable templates, estimates, approvals, and electronic signatures.
Versioned proposals with approval-focused review flow help keep bid edits organized across collaboration rounds.
Bidsketch is an AV proposal builder focused on turning a structured AV scope into client-ready bid documents with less manual formatting. It supports reusable proposal templates, branded document generation, and repeatable assemblies for equipment and labor components.
The workflow centers on managing proposal versions, approvals, and PDF export for distribution. Strongest fit appears in teams that need consistent output across multiple projects and resellers without rebuilding documents each time.
- +Reusable proposal templates reduce rework across repeating AV scopes
- +Versioned proposal workflow helps keep internal edits traceable
- +Branded document generation supports consistent client-facing formatting
- +PDF export supports quick distribution and archiving for signoff
- –Complex room-by-room detailing can require more manual structuring effort
- –Deep automation and integration depend on external workflows rather than native control
- –Attachment and CAD review workflows may be less streamlined than document-first tools
Best for: Fits when AV integrators need consistent branded proposal output with repeatable templates.
Nusii
SMBProposal software for creating, sending, tracking, and signing sales proposals.
Reusable proposal content blocks that standardize AV scope, equipment schedules, and narrative sections across branded PDFs.
Nusii is an AV proposal builder focused on turning audiovisual project inputs into client-ready proposal documents with consistent formatting. It supports reusable content blocks so teams can standardize system design narrative, equipment details, and supporting schedules across proposals.
Nusii also supports proposal versioning patterns that help teams keep edits traceable before client approval steps. Document generation and export are built around producing branded proposal PDFs that include structured scope and specification content.
- +Reusable proposal content blocks reduce repeat work across AV scope sections
- +Structured document output supports consistent AV specification formatting
- +Versioned proposal edits help maintain control before client approval
- +Branded PDF exports package narrative, scope, and schedules in one document
- –Automation depth for downstream workflows is thinner than tools with stronger integrations
- –Complex multi-venue proposals may require manual cleanup for room-by-room lists
- –Deep CAD and signal-flow attachment workflows can be limited for advanced designers
- –Change-order tracking workflows are not as comprehensive as in dedicated document systems
Best for: Fits when AV teams need fast branded PDF proposals with reusable scope components and controlled edits.
Rentman
vertical specialistEquipment rental and event production software with quotes, planning, and invoicing.
Rental schedule generation from equipment availability connects proposal scope to delivery planning for field handoff.
Rentman creates audiovisual proposals by linking rental inventory to a structured scope that can be turned into client-ready documents. It supports equipment rental schedules and technician-facing outputs so projects stay aligned with what will ship, install, and be serviced.
Proposal workflows can be anchored to reusable catalog items for faster room-by-room equipment planning and consistent bills of materials. Export to branded PDF documents helps teams share the audiovisual system specification outside the editor.
- +Equipment rental schedule ties proposal planning to actual delivery windows
- +Reusable equipment catalog reduces rebuilding common room and system configurations
- +Technician call sheet outputs keep field execution aligned with the proposal
- +Branded PDF export supports client-ready proposal sharing
- –Proposal customization can lag behind teams that need CAD-heavy attachments
- –Complex commissioning checklist workflows require extra discipline to stay consistent
- –Room-by-room signal flow documentation is not as structured as full design tools
- –Change-order tracking depends on following the workflow update sequence
Best for: Fits when rental inventory must drive AV scopes, scheduling, and technician outputs for client proposals.
QuoteAV
SMBAll-in-one AV quoting software with a free tier for audiovisual integrators.
Reusable AV equipment and scope building that preserves consistent proposal structure across revisions.
QuoteAV targets audiovisual integrators and AV consultants that need proposal documents built from reusable project content. The workflow centers on assembling scopes, equipment line items, and document outputs with consistent formatting.
QuoteAV supports collaborative proposal editing and produces proposal deliverables in common business formats for review and sign-off. Category fit is mainly driven by how well QuoteAV reuses an equipment catalog and enforces proposal structure across iterations.
- +Reusable AV catalog reduces repeated equipment and labor typing across proposals
- +Structured proposal sections help keep audiovisual scope consistent from draft to revision
- +Collaboration-oriented editing supports internal review cycles without separate document tools
- +Document export output is built for client-friendly review and distribution
- –Automation depth depends on template setup rather than end-to-end workflow intelligence
- –Room-level specification detail can require manual entry when projects diverge
- –Change-order tracking and version control are not comprehensive for high-change programs
- –External system integration options are limited compared with broader CRM and accounting ecosystems
Best for: Fits when AV teams reuse equipment data often and need consistent proposal structure with collaborative drafts.
Conclusion
After evaluating 10 equipment rental leasing, Qwilr stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right av proposal software
AV proposal software is used to assemble branded proposal documents from repeatable AV scopes, equipment bills of materials, and room-level lists that can be reviewed, revised, and exported for client approval. This buyer’s guide covers Qwilr, Jetbuilt, D-Tools Cloud, XTEN-AV, Proposify, Better Proposals, Bidsketch, Nusii, Rentman, and QuoteAV based on how each tool keeps scope and document outputs aligned.
Teams usually feel the differences during revision cycles and bill-of-material consistency checks. Qwilr prioritizes interactive proposal page control for faster client feedback, while Jetbuilt centers room-focused proposal assembly so the equipment bill remains consistent in the exported branded PDF.
AV proposal software for building scope-to-document audiovisual bids
AV proposal software builds branded proposal documents that carry structured AV scope sections into PDF export with revision history and controlled formatting. Qwilr uses interactive proposal pages with granular section control and publishes to reliable PDF outputs for approvals.
Jetbuilt builds proposals from a reusable equipment catalog and keeps exported PDFs consistent with the structured proposal inputs. D-Tools Cloud and XTEN-AV push deeper room-by-room equipment list generation from a project build process to keep room equipment lists aligned to installation planning and proposal outputs.
AV proposal software capabilities that keep scope and documents aligned
AV proposal software earns value when the tool carries the same scope inputs into the branded proposal document so revisions do not rewrite the equipment bill of materials. Qwilr, Jetbuilt, and D-Tools Cloud target that alignment by tying proposal content to reusable build inputs.
Feature depth matters most when AV teams must review room-level scope quickly, publish consistent PDFs for approvals, and preserve traceability across edits. Tools that add interactive page control, room-focused equipment list generation, or client acceptance and signature workflows reduce manual reconciliation during proposal cycles.
Interactive proposal page control for faster review
Qwilr offers interactive proposal pages with granular section control so AV scopes and equipment lineups are easier for clients to comment on during review.
Room-focused assembly that preserves a structured PDF output
Jetbuilt keeps the equipment bill aligned to the exported branded PDF using reusable equipment catalog inputs and a room-focused proposal assembly workflow.
Room-by-room equipment list generation from a single project build
D-Tools Cloud generates room-by-room equipment lists from the same project build and uses those lists to drive proposal-ready outputs with consistent revisions.
Versioned proposals with an approval-oriented review flow
Bidsketch organizes bid edits with a versioned proposal workflow and an approval-focused review flow that keeps collaboration rounds traceable.
Built-in client acceptance and electronic signature
Proposify adds a client acceptance and electronic signature flow so proposal review can end in finalization without separate tooling.
Reusable proposal content blocks for consistent AV specification formatting
Nusii standardizes AV scope, equipment schedules, and narrative sections using reusable content blocks that produce structured document output for consistent AV specification formatting.
Rental schedule generation that ties inventory availability to proposals
Rentman generates an equipment rental schedule from availability so rental inventory can drive proposal planning and field handoff technician outputs.
Choose by workflow shape: interactive review, catalog-driven rooms, or delivery and inventory planning
Evaluation should start with how proposal work is built and revised, not only which document templates look consistent. Some tools keep proposals synchronized by centering interactive page structure, while others keep alignment by centering catalog-driven inputs or project builds.
A second choice lever is where downstream outputs originate, since the best experience depends on whether room equipment lists come from a project build, whether rentals drive scheduling, or whether acceptance and signature workflows end the cycle inside the proposal tool.
Map the revision loop to the proposal publishing model
If client feedback needs to land on specific scope sections, Qwilr interactive proposal page control with granular section management reduces the need to interpret comments across PDFs. If edits should be organized as versioned rounds, Bidsketch versioned proposals with an approval-focused review flow keep internal bid changes traceable.
Pick the source of room-level truth for your AV equipment bill
If room-by-room equipment lists must be generated from the same project build, D-Tools Cloud room-by-room list generation ties proposal outputs to installation planning. If room-focused assembly must stay consistent with a reusable equipment catalog, Jetbuilt catalog-driven proposals keep the exported branded PDF aligned to structured inputs.
Decide whether client acceptance ends inside the proposal tool
If acceptance and signature must be part of the proposal review workflow, Proposify built-in client acceptance and electronic signature flow lets proposals move to finalization with fewer handoffs. If approvals can remain outside the tool, Qwilr and Better Proposals focus more on document control and reusable proposal content than on end-to-end acceptance.
Validate engineering deliverables that need attachments or manual handling
If the workflow relies on CAD attachment and venue survey form inputs, XTEN-AV requires manual handling for CAD and venue survey form workflows instead of fully native automation. If specialty engineering deliverables need extra work beyond the core scope-to-document flow, Jetbuilt notes manual attachment work for those deliverables.
Check how room detail, custom schedules, and publishing interact
If complex AV schedules often require cleanup before publishing, Better Proposals flags that complex schedules can require manual cleanup before publishing. If multi-venue room-by-room detail creates friction, Nusii notes that complex multi-venue proposals may need manual cleanup for room-by-room lists.
Align scheduling outputs with rental inventory requirements
If proposals must reflect equipment availability and drive rental schedule planning, Rentman rental schedule generation ties proposal scope to delivery planning and technician call-sheet style handoff needs. If rental scheduling is not central and the focus is on reusable AV equipment and consistent proposal structure, QuoteAV centers reusable catalog building and structured sections rather than inventory-driven scheduling.
Who should buy which AV proposal software workflow
AV integrators and AV teams should match buying decisions to the dominant document lifecycle in their organization. Qwilr, Jetbuilt, and D-Tools Cloud fit teams that build from structured equipment inputs, while Proposify and Bidsketch fit teams that standardize client acceptance and bid review rounds.
Rental-heavy operations should consider Rentman because rental inventory planning connects directly to proposal scope and scheduling outputs. Proposal consistency teams that reuse scope components across repeat opportunities often prefer Nusii or Better Proposals for reusable content blocks and branded PDFs.
AV integrators doing room-by-room quoting with repeatable equipment families
Jetbuilt and D-Tools Cloud keep equipment bills aligned to branded PDF outputs by building proposals from reusable equipment catalogs or room-by-room equipment list generation tied to a project build.
AV teams that need interactive client feedback on specific proposal sections
Qwilr fits teams that rely on interactive proposal pages with granular section control so client feedback is easier to place on exact scope elements.
Integrators that run formal acceptance and signature workflows inside proposals
Proposify matches teams that need a built-in client acceptance workflow and electronic signature flow to finalize proposals without moving documents between tools.
Organizations planning deployments using rental inventory availability
Rentman fits teams where rental schedule generation from equipment availability must tie proposal planning to delivery windows and field handoff outputs.
Teams standardizing narrative and specification formatting across recurring AV deals
Nusii supports reusable proposal content blocks that standardize AV scope, equipment schedules, and narrative sections for consistent AV specification formatting.
Common failure modes when teams buy AV proposal software
Teams often buy based on how the PDF looks, then discover misalignment in revision workflows and room-by-room detail maintenance. Many issues stem from choosing a template-first tool when the operation needs project-build-driven room equipment list generation or attachment-heavy engineering workflows.
Other failures come from underestimating catalog setup discipline or cleanup requirements before publishing. The result is inconsistent scope outputs that force manual corrections and slow down approvals.
Choosing catalog-first proposal workflows without budgeting for setup discipline
D-Tools Cloud and Jetbuilt both depend on reusable equipment catalog inputs, so library setup discipline prevents inconsistent proposal outputs when the catalog is incomplete.
Assuming native diagramming exists for signal flow and system schematics
Qwilr has limited native diagramming for signal flow and system schematics, so those deliverables require manual handling if they are part of the expected proposal package.
Expecting deep AV schedule automation to publish cleanly for complex schedules
Better Proposals warns that complex AV schedules can require manual cleanup before publishing, so teams should test schedule-heavy proposals early.
Using room-by-room tools for multi-venue proposals without planning for manual cleanup
Nusii notes that complex multi-venue proposals may need manual cleanup for room-by-room lists, so multi-venue scope should be included in evaluation test cases.
Relying on a proposal-centric change-order model for schedule and scope deltas
XTEN-AV keeps change-order tracking proposal-centric instead of project-management deep, so teams that manage extensive schedule and scope deltas need a separate workflow or add-on process.
How We Selected and Ranked These Tools
We evaluated AV proposal software using features fit for branded AV documents, revision-cycle control, and scope alignment to exported PDF outputs. Features received the largest weighting because Qwilr interactive proposal pages and granular section control make client feedback easier to apply to exact scope sections.
Ease and value followed because teams need room-focused proposal assembly and consistent outputs without excessive manual tuning. Qwilr ranked highest because it combines interactive proposal page control with reusable section building and reliable PDF publishing for approvals.
Frequently Asked Questions About av proposal software
How do Qwilr and Proposify differ in proposal layout control and export format for AV scopes?
Which tools keep the room-by-room equipment bill aligned to the exported branded PDF during revisions?
How does D-Tools Cloud handle configuration reuse when building bids across many venues?
When AV teams need client approval workflow and signature tracking, what differences appear between Proposify and Bidsketch?
What tradeoff happens if an AV proposal workflow depends on reusable equipment catalogs, as seen in Jetbuilt and QuoteAV?
How do integrations and automation hooks show up in Qwilr compared with the more document-first approaches in Better Proposals and XTEN-AV?
Where does Rentman fall short compared with proposal builders that focus on template-driven narrative blocks, like Nusii?
How do teams manage version control and auditability of changes in Bidsketch and Nusii?
What admin controls and governance mechanisms matter most when AV teams collaborate across multiple contributors, and where does Qwilr fit?
Tools reviewed
Primary sources checked during evaluation.
Referenced in the comparison table and product reviews above.
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