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Business Process OutsourcingTop 10 Best Cloud Based Proposal Software of 2026
Compare the Top 10 Best Cloud Based Proposal Software options and rankings for 2026, including Qwilr, PandaDoc, and Proposify. Explore picks.
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%
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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 built-in viewer analytics for link-shared documents
Built for sales teams needing interactive proposals with quick editing and engagement tracking.
PandaDoc
Doc templates with conditional logic and dynamic fields for personalized proposals
Built for sales teams needing templated proposals, e-signature, and engagement tracking.
Proposify
Proposal activity tracking with per-recipient view and timestamp analytics
Built for sales teams creating brand-controlled proposals with signatures and visibility.
Related reading
Comparison Table
This comparison table evaluates cloud-based proposal software such as Qwilr, PandaDoc, Proposify, Better Proposals, and Loopio across core capabilities like document creation, proposal delivery, e-signature support, and analytics. Side-by-side results help decision-makers match features and workflow fit to sales and proposal management needs without hand-sorting product pages. Readers can use the table to compare usability, collaboration options, integrations, and approval controls across multiple vendors.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Qwilr Creates and customizes interactive, linkable proposal pages that track views and acceptances from a browser-based workspace. | interactive proposals | 8.7/10 | 9.0/10 | 8.6/10 | 8.4/10 |
| 2 | PandaDoc Generates proposals and quotes from templates, supports electronic signatures, and provides status tracking in a single document workflow. | proposal automation | 8.1/10 | 8.4/10 | 7.8/10 | 7.9/10 |
| 3 | Proposify Builds branded proposals with online approvals, slide-style editing, and analytics for viewing and conversion. | sales proposals | 8.1/10 | 8.5/10 | 8.0/10 | 7.8/10 |
| 4 | Better Proposals Produces proposal documents from templates and integrates with sales tools to manage proposal status and approvals. | template proposals | 7.7/10 | 8.0/10 | 7.6/10 | 7.4/10 |
| 5 | Loopio Centralizes proposal responses and content for proposal creation with collaboration and workflows designed for RFP and bid documents. | proposal content automation | 7.7/10 | 8.3/10 | 7.2/10 | 7.5/10 |
| 6 | RFPIO Manages bid libraries and assembles RFP responses with guided workflows for faster, more consistent proposal output. | RFP response automation | 7.5/10 | 8.1/10 | 7.4/10 | 6.7/10 |
| 7 | Vendorful Converts estimation inputs into client-facing proposals with proposal versioning and collaboration for business services teams. | proposal workflow | 8.0/10 | 8.3/10 | 7.7/10 | 7.8/10 |
| 8 | Nifty Quoter Creates structured quotes and proposals with dynamic pricing fields and document export for business process service engagements. | quote proposals | 7.8/10 | 8.1/10 | 7.4/10 | 7.7/10 |
| 9 | Bidsketch Collaborates on proposal creation with slide-driven authoring, content reuse, and analytics for bid performance. | bid collaboration | 8.0/10 | 8.3/10 | 7.6/10 | 7.9/10 |
| 10 | Zendesk Sell Supports creating proposals and quotes within sales workflows through Zendesk Sell features and integrated document tools. | CRM-based quotes | 7.4/10 | 7.4/10 | 8.1/10 | 6.8/10 |
Creates and customizes interactive, linkable proposal pages that track views and acceptances from a browser-based workspace.
Generates proposals and quotes from templates, supports electronic signatures, and provides status tracking in a single document workflow.
Builds branded proposals with online approvals, slide-style editing, and analytics for viewing and conversion.
Produces proposal documents from templates and integrates with sales tools to manage proposal status and approvals.
Centralizes proposal responses and content for proposal creation with collaboration and workflows designed for RFP and bid documents.
Manages bid libraries and assembles RFP responses with guided workflows for faster, more consistent proposal output.
Converts estimation inputs into client-facing proposals with proposal versioning and collaboration for business services teams.
Creates structured quotes and proposals with dynamic pricing fields and document export for business process service engagements.
Collaborates on proposal creation with slide-driven authoring, content reuse, and analytics for bid performance.
Supports creating proposals and quotes within sales workflows through Zendesk Sell features and integrated document tools.
Qwilr
interactive proposalsCreates and customizes interactive, linkable proposal pages that track views and acceptances from a browser-based workspace.
Interactive proposal pages with built-in viewer analytics for link-shared documents
Qwilr centers proposals around interactive, web-style documents that support embedded content, live page previews, and shareable links instead of static PDFs. The tool streamlines proposal creation with reusable templates, responsive layout, and collaboration features for reviewing and updating drafts. Qwilr also supports analytics-style insights on viewer engagement, helping teams follow which sections drive interest. Document workflows stay focused on fast iteration from first draft to client-ready send.
Pros
- Interactive, web-like proposals with responsive layouts
- Reusable templates speed creation and keep branding consistent
- Viewer engagement insights show which pages get attention
- Simple sharing via links enables quick client review cycles
- Collaboration tools support team edits before sending
Cons
- Advanced customization can feel limiting versus full design tools
- Deep proposal automation still requires external process support
- Analytics are useful but not as granular as dedicated BI tools
- Version tracking depends on workflow discipline rather than strict controls
Best For
Sales teams needing interactive proposals with quick editing and engagement tracking
More related reading
PandaDoc
proposal automationGenerates proposals and quotes from templates, supports electronic signatures, and provides status tracking in a single document workflow.
Doc templates with conditional logic and dynamic fields for personalized proposals
PandaDoc stands out for turning proposal creation into a document workflow with templates, conditional logic, and real-time collaboration. It supports rich proposal content like dynamic fields, product tables, and e-signature-ready approvals, so proposals move from draft to signed agreement inside one system. The platform also ties proposals to CRM data and tracks engagement with viewing and status analytics. Strong workflow automation reduces manual follow-up, but complex setups can feel heavy for simple proposals.
Pros
- Template-driven proposals with reusable blocks and dynamic fields
- Built-in e-signature workflow tied to proposal status
- Engagement analytics include views and recipient activity
- Conditional logic supports personalized proposals at scale
- Integrations connect proposals with CRM records and pipelines
Cons
- Advanced template logic can increase setup time and complexity
- Some formatting control is less precise than dedicated design tools
- Analytics are useful but limited for deep, custom reporting
- Document workflows can feel rigid for one-off proposal styles
Best For
Sales teams needing templated proposals, e-signature, and engagement tracking
Proposify
sales proposalsBuilds branded proposals with online approvals, slide-style editing, and analytics for viewing and conversion.
Proposal activity tracking with per-recipient view and timestamp analytics
Proposify stands out with quote-ready proposal creation that blends structured sections with highly controlled brand presentation. It supports guided proposal building, e-signature workflows, and approvals so proposals move from drafting to acceptance inside one system. Core capabilities focus on reusable templates, conditional content, and activity tracking so teams can see what prospects view and when. The workflow is especially suited to sales teams that need consistent proposals across deals while keeping collaboration inside the proposal lifecycle.
Pros
- Template-driven proposal building keeps branding consistent across teams
- Real-time proposal activity tracking shows what prospects view
- Built-in e-signature and approval workflow reduces handoffs
Cons
- Limited depth for complex CPQ-style pricing logic
- Advanced conditional content can require more setup effort
- Collaboration features feel less robust than document suite tools
Best For
Sales teams creating brand-controlled proposals with signatures and visibility
More related reading
Better Proposals
template proposalsProduces proposal documents from templates and integrates with sales tools to manage proposal status and approvals.
Reusable proposal templates with component-driven assembly for consistent formatting and rapid updates
Better Proposals centers proposal creation around reusable proposal components and structured templates that reduce repeated formatting work. It supports collaborative proposal workflows with versioned edits and shareable proposal links for client review. The system focuses on proposal content assembly, document styling, and tracking-led collaboration rather than heavy quoting logic or deep CPQ-style automation.
Pros
- Reusable proposal templates speed up consistent proposal creation
- Shareable links streamline review and feedback without PDF churn
- Team collaboration supports coordinated editing and proposal iterations
Cons
- Advanced quoting and pricing automation is limited compared with CPQ tools
- Complex proposal logic needs external processes rather than built-in rules
- Best results require upfront template setup and content organization
Best For
Sales teams needing fast, consistent proposal assembly with lightweight collaboration
Loopio
proposal content automationCentralizes proposal responses and content for proposal creation with collaboration and workflows designed for RFP and bid documents.
Proposal workflow with section-level required responses and compliance checks
Loopio centers proposal and sales enablement workflows around structured content reuse, including proposal libraries, templates, and automated compliance checks. The system supports guided authoring with section-level controls and tracks responses and ownership across teams. Built for proposal teams that need speed and consistency, it also emphasizes collaboration signals such as task assignments and change visibility.
Pros
- Proposal content library makes reuse fast across recurring deal types
- Compliance and workflow steps reduce missing answers in complex proposals
- Role-based collaboration improves accountability during proposal creation
Cons
- Initial setup of templates and required questions takes time
- Some teams need process training to use section controls correctly
- Complex workflows can feel rigid compared with fully free-form editors
Best For
Sales and proposal teams needing governed collaboration and reusable proposal content
RFPIO
RFP response automationManages bid libraries and assembles RFP responses with guided workflows for faster, more consistent proposal output.
Knowledge graph powered answer discovery that surfaces relevant approved content during drafting
RFPIO stands out for structured knowledge discovery that feeds proposal drafting with reusable content. It combines answer libraries and guided workflows with integrations into common sales and content tools. Teams can manage proposal requests, approvals, and versioned responses using permissions and reusable answer blocks. Proposal output becomes faster by standardizing research and messaging into consistent answers.
Pros
- Strong answer library that standardizes recurring proposal content and messaging
- Guided proposal workflows reduce ad hoc drafting and improve response consistency
- Deep team permissions support controlled reuse of sensitive internal material
- Integrates with proposal and productivity ecosystems used by sales teams
Cons
- Onboarding effort can be high for capturing answers and mapping workflows
- Complex permission structures can slow contributions for large organizations
- Proposal writing still requires disciplined maintenance of the answer library
Best For
Sales and proposal teams reusing institutional knowledge across frequent RFPs
More related reading
Vendorful
proposal workflowConverts estimation inputs into client-facing proposals with proposal versioning and collaboration for business services teams.
Proposal status tracking across the vendor-response and submission workflow
Vendorful stands out by focusing on vendor and proposal workflows instead of generic document editing. The platform supports creating proposals with reusable templates, managing vendor responses, and tracking proposal status through a shared process. It also emphasizes collaboration by keeping proposal content and revisions in a single cloud workspace for proposal teams and stakeholders. The result is a streamlined workflow for producing proposal outputs with better traceability than scattered file storage.
Pros
- Reusable proposal templates speed up repeat submissions
- Centralized proposal status tracking improves follow-up and accountability
- Cloud workspace keeps vendor communications tied to each proposal
Cons
- Limited proposal authoring depth compared with full proposal design suites
- Workflow setup can require process tuning to match complex approvals
- Advanced customization options may feel constrained for specialized layouts
Best For
Procurement and vendor teams managing proposal cycles with structured collaboration
Nifty Quoter
quote proposalsCreates structured quotes and proposals with dynamic pricing fields and document export for business process service engagements.
Template-driven proposal builder with version-aware management of quote documents
Nifty Quoter focuses on turning quote creation into a structured, repeatable workflow with reusable proposal content. It supports cloud-based proposal generation with document customization and client-ready outputs that sales teams can reuse across deals. The core experience centers on managing proposal versions and standardizing how pricing, terms, and messaging appear in every proposal.
Pros
- Reusable proposal templates reduce repetitive formatting work
- Versioned proposal workflow helps keep changes traceable
- Document customization supports consistent branding across proposals
Cons
- Advanced proposal logic may require manual adjustments
- Collaboration features lag behind document-first proposal platforms
- Integrations for quoting data need more depth for complex stacks
Best For
Sales teams standardizing proposal documents and managing revisions in one place
More related reading
Bidsketch
bid collaborationCollaborates on proposal creation with slide-driven authoring, content reuse, and analytics for bid performance.
Proposal engagement analytics that reveal view and interaction behavior by section
Bidsketch stands out for turning proposal creation into a guided, collaborative workflow with reusable content blocks. It supports templates, live sharing, e-signature workflows, and proposal analytics that show how recipients interact with documents. The platform focuses on helping sales teams manage versioning, streamline approvals, and track bid engagement without manual status chasing.
Pros
- Real-time proposal viewing analytics show which sections recipients engage with
- Reusable proposal templates and content blocks speed up bid creation
- Collaborative approval workflows help reduce version confusion
- Built-in electronic signature support supports end-to-end proposal cycles
- Document versioning helps keep audit-ready bid history
Cons
- Setup of templates and sections can take time for complex proposal formats
- Customization depth can feel limited compared with fully custom document engines
- Advanced reporting relies on proposal activity data that may not match CRM outcomes
Best For
Sales and bid teams needing analytics-driven proposals and collaboration workflows
Zendesk Sell
CRM-based quotesSupports creating proposals and quotes within sales workflows through Zendesk Sell features and integrated document tools.
Proposal documents generated directly from CRM quote and product line data
Zendesk Sell differentiates through tight integration with customer support data so proposals align with existing tickets, accounts, and conversations. It supports quote and proposal creation inside a sales workflow with templates, product catalog inputs, and document generation from CRM records. The proposal process connects to pipeline stages and activity tracking, so deal context stays consistent from first meeting to final approval. Collaboration features are practical but lean compared to proposal-first platforms that prioritize heavy approvals, versioning, and extensive document analytics.
Pros
- Proposal content stays consistent with CRM account and deal fields
- Templates streamline document creation from product and pricing data
- Sales activity and pipeline context reduce manual status updates
Cons
- Document approval and version history tools feel lighter than proposal specialists
- Advanced proposal analytics and content insights are limited
- Setup for custom workflows can require administrator effort
Best For
Sales teams using CRM-driven deals that need simple proposal creation
How to Choose the Right Cloud Based Proposal Software
This buyer’s guide explains how to choose cloud based proposal software for teams building interactive proposals, template driven quotes, and governed bid content. It covers Qwilr, PandaDoc, Proposify, Better Proposals, Loopio, RFPIO, Vendorful, Nifty Quoter, Bidsketch, and Zendesk Sell with feature specific decision points. It also highlights common implementation mistakes and points to concrete fit for different proposal workflows.
What Is Cloud Based Proposal Software?
Cloud based proposal software is an online platform for creating, collaborating on, and sending proposal documents without relying on scattered file storage. It typically solves slow proposal turnaround, inconsistent branding, and missing answers by centralizing templates, workflow steps, and reusable content. Many tools also add recipient analytics so teams can see which sections drive engagement. Tools like Qwilr and Bidsketch focus on interactive proposal documents with engagement analytics, while PandaDoc and Proposify emphasize end to end proposal workflows that include signatures and status tracking.
Key Features to Look For
These features determine whether proposal creation stays fast and consistent while approvals, compliance, and engagement visibility stay predictable.
Interactive, link shared proposal delivery with viewer engagement analytics
Interactive proposal pages with built in viewer analytics help sales teams understand which sections prospects view. Qwilr excels at interactive proposal pages with viewer analytics for link shared documents, and Bidsketch provides proposal engagement analytics that reveal view and interaction behavior by section.
Template driven proposal building with reusable blocks and dynamic fields
Reusable templates with dynamic fields reduce repeated formatting work and speed up repeat submissions. PandaDoc uses doc templates with dynamic fields and reusable blocks, and Nifty Quoter provides a template driven proposal builder with version aware management for quote documents.
Conditional content for personalized proposals at scale
Conditional logic supports personalized proposals without creating separate documents for every variation. PandaDoc includes conditional logic for personalized proposals at scale, and Proposify supports conditional content to tailor what prospects see while keeping brand presentation controlled.
E signature and approval workflows inside the same proposal lifecycle
Built in electronic signature and approval workflows reduce handoffs between document creation and contract execution. PandaDoc supports electronic signature workflows tied to proposal status, and Proposify includes guided proposal building with e signature and approvals.
Governed collaboration with section level controls and compliance checks
Section level required responses and compliance checks help teams avoid missing answers in complex bids. Loopio provides guided authoring with section level controls and automated compliance checks, and RFPIO uses guided workflows with permissions to control reuse of approved content.
RFP and knowledge library reuse for faster, consistent responses
Answer libraries and knowledge discovery speed up repeated RFPs by standardizing research and messaging. RFPIO stands out with knowledge graph powered answer discovery that surfaces relevant approved content during drafting, and Loopio centralizes proposal responses and content through a proposal content library.
How to Choose the Right Cloud Based Proposal Software
A fit check should start with proposal format needs, then confirm how the tool handles reuse, collaboration, approvals, and engagement visibility.
Match the tool to the proposal delivery style
Interactive browser based proposals reduce client friction compared with static attachments, especially when teams want link sharing. Qwilr creates interactive proposal pages with built in viewer analytics, and Bidsketch focuses on slide driven authoring with e signature support and section level engagement analytics.
Choose the right template and personalization model
Template driven workflows work best when proposals follow repeatable structures, and dynamic fields reduce manual copy paste work. PandaDoc and Proposify both support reusable templates, with PandaDoc adding doc templates with conditional logic and dynamic fields and Proposify adding controlled brand presentation with conditional content.
Confirm whether the workflow needs signatures and approvals
Teams that require acceptance inside one document lifecycle should prioritize built in e signature and approval steps. PandaDoc supports electronic signatures and proposal status tracking in a single document workflow, while Proposify blends proposals with online approvals and e signature to move from drafting to acceptance inside one system.
Validate reuse governance for RFPs, bids, and compliance
If proposals depend on required sections, compliance checks, and accountability by role, choose tools built for governed collaboration. Loopio offers section level required responses and compliance checks, and RFPIO combines guided workflows with permissions and reusable answer blocks so sensitive internal material is controlled.
Ensure engagement visibility matches how the sales team runs follow up
When follow up depends on what prospects actually read, engagement analytics should be specific enough to drive actions. Qwilr and Bidsketch provide viewer and section level analytics, while PandaDoc and Proposify include engagement visibility tied to proposal viewing and recipient activity. Teams that want strict traceability of vendor responses should prioritize Vendorful for proposal status tracking across the vendor response and submission workflow.
Who Needs Cloud Based Proposal Software?
Cloud based proposal software benefits different teams depending on whether proposal work is mostly templated, compliance driven, vendor or bid centric, or CRM aligned.
Sales teams that need interactive proposals and link based client review
Qwilr fits teams that want interactive, linkable proposal pages with built in viewer analytics, simple sharing via links, and collaboration for team edits before sending. Bidsketch also fits teams that need engagement analytics by section plus collaboration and e signature workflows for end to end bid cycles.
Sales teams that need templated proposals with dynamic personalization and signatures
PandaDoc fits proposal teams that want templates, conditional logic, dynamic fields, and an e signature ready workflow with proposal status tracking. Proposify fits brand controlled proposal needs with approval workflows and signature flows that keep proposal presentation consistent.
Proposal teams that run RFPs, bids, and compliance heavy submissions
Loopio fits teams that need guided authoring with section level required responses, automated compliance checks, and role based collaboration. RFPIO fits teams that reuse institutional knowledge across frequent RFPs using answer libraries, guided workflows, permissions, and knowledge graph powered answer discovery.
Procurement and vendor teams managing structured vendor response cycles
Vendorful fits teams that need proposal status tracking across vendor responses and centralized workflow execution in a shared cloud workspace. Better Proposals also fits teams that want reusable proposal templates with versioned edits and shareable links for client review without deep CPQ style automation.
Common Mistakes to Avoid
Common pitfalls usually come from selecting the wrong document model, underestimating setup for governed templates, or expecting advanced quoting logic from tools that focus on document workflow.
Treating interactive proposal tools as full design engines
Qwilr delivers interactive proposal pages with responsive layouts and built in analytics, but advanced customization can feel limiting versus full design tools. Teams that require highly custom layouts should validate how much design flexibility Qwilr and Proposify offer for specialized page design before standardizing templates.
Ignoring how template logic increases setup complexity
PandaDoc can become heavy for teams with simple one off proposal styles because advanced template logic increases setup time and complexity. Proposify can also require more setup effort for advanced conditional content, so complex logic needs a deliberate template governance plan.
Choosing guided compliance tools without investing in template and question setup
Loopio requires time to set up templates and required questions, and teams need training to use section controls correctly. RFPIO also has high onboarding effort for capturing answers and mapping workflows, so knowledge capture and workflow mapping should be resourced upfront.
Expecting deep CPQ style pricing automation from proposal-first platforms
Better Proposals limits advanced quoting and pricing automation compared with CPQ tools, and Nifty Quoter notes that advanced proposal logic may require manual adjustments. Teams with complex pricing stacks should confirm integration depth and logic coverage in Nifty Quoter and Zendesk Sell before replacing existing quoting systems.
How We Selected and Ranked These Tools
We evaluated each cloud based proposal tool on three sub dimensions with weights of features at 0.4, ease of use at 0.3, and value at 0.3. The overall rating is the weighted average of those three inputs using overall = 0.40 × features + 0.30 × ease of use + 0.30 × value. Qwilr separated itself from lower ranked tools by combining high features strength with practical ease of use for teams that need interactive proposal pages, reusable templates, and built in viewer engagement analytics for link shared documents.
Frequently Asked Questions About Cloud Based Proposal Software
Which cloud proposal tools best support interactive, link-shared documents instead of static PDFs?
Qwilr publishes proposals as interactive web-style pages with embedded content and shareable links. Bidsketch also focuses on live sharing plus engagement analytics per section, which helps teams see what recipients view.
What tools handle proposal personalization with dynamic fields and conditional content?
PandaDoc supports dynamic fields and conditional logic inside reusable templates so content changes per recipient. Proposify also uses conditional content in guided proposal building to keep proposal structure consistent while tailoring messaging.
Which platforms provide strong e-signature and approval workflows as part of proposal creation?
PandaDoc combines proposal drafting with e-signature-ready approvals so proposals can progress to signed agreement in the same workflow. Proposify supports guided proposal building with e-signature and approvals, which reduces manual handoffs between tools.
Which solutions prioritize governed collaboration and compliance checks across proposal teams?
Loopio adds compliance checks and guided authoring with section-level controls, which keeps teams aligned on required inputs. Vendorful also centralizes vendor response and proposal collaboration in one cloud workspace so revisions remain traceable through submission status.
How do proposal tools integrate with CRM data and keep deal context attached to documents?
Zendesk Sell generates proposals from CRM records by pulling quote and product line data into document generation tied to pipeline context. RFPIO integrates structured answer discovery into proposal drafting workflows, which helps teams assemble consistent responses connected to repeatable request formats.
Which tools are best for reusing content at scale across frequent RFP cycles?
RFPIO is built around answer libraries and guided workflows that standardize research into approved answer blocks. Loopio and Better Proposals both emphasize reusable templates and structured sections, but RFPIO specifically targets knowledge discovery that feeds the drafting process.
What tools provide proposal engagement analytics that show recipient behavior by section?
Qwilr offers viewer engagement insights that show which sections drive interest on link-shared proposals. Proposify and Bidsketch also track proposal activity and engagement by recipient, including timestamps and per-section interaction signals.
Which platforms help teams avoid repeated formatting work through reusable components?
Better Proposals reduces repeated formatting by using reusable proposal components and structured templates. Nifty Quoter uses a template-driven builder that standardizes how pricing, terms, and messaging appear across versions for each deal.
Which toolsets are most suitable when vendor responses drive the proposal output workflow?
Vendorful manages vendor and proposal workflows in a shared process by tracking vendor responses, revisions, and proposal status through submission. Qwilr and Bidsketch can support collaboration on the proposal document itself, but Vendorful is purpose-built for the vendor-response lifecycle.
Conclusion
After evaluating 10 business process outsourcing, 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.
Tools reviewed
Referenced in the comparison table and product reviews above.
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