Proposals

Proposals let you send a detailed quote to a customer before work begins. Once accepted, a proposal can be converted directly into an invoice.

1. Viewing the Proposal List

1. Click Proposals in the left sidebar.
2. Proposals are displayed in a pipeline (kanban) view — each column represents a status stage.
3. Cards show the proposal subject and customer. Click a card to open it.
4. Use the Watch Statistic link to see counts and totals across all statuses.
5. Each column has a Load More link if there are more proposals in that stage.

2. Creating a New Proposal

1. Click Create New Proposal.
2. Fill in the header information:
   • Proposal Title (required)
   • Customer (required)
   • Project — optionally link to a project
   • Date and Expiry Date
   • Status — start as Draft
3. Add line items:
   • Click + Add Item.
   • Enter Description, Quantity, Unit Price, and Tax (optional).
   • Repeat for each service or product.
4. Apply a Discount (percentage or fixed amount) if needed.
5. Add Notes (visible to the client) or Terms & Conditions.
6. Click Save.

3. Using a Proposal Template

1. When creating or editing a proposal, click Load Template.
2. Select a saved template from the list.
3. The template items, notes, and terms are pre-filled.
4. Adjust as needed and save.

Saving a proposal as a template:

1. After filling in a proposal, click Save as Template.
2. Give the template a name.
3. Click Save.

4. Sending a Proposal to a Client

1. Open the proposal.
2. Click Send Email.
3. Review the pre-populated email subject and body. Edit if needed.
4. Click Send.
5. The proposal status changes to Sent.
6. The client receives an email with a link to view the proposal in their portal.

5. Downloading a Proposal as PDF

1. Open the proposal.
2. Click Download PDF.
3. The PDF is generated and downloaded to your computer.

6. Adding Comments / Notes to a Proposal

1. Open the proposal.
2. Scroll to the Comments section.
3. Type your comment and click Add.

7. Attaching Files to a Proposal

1. Open the proposal.
2. In the Attachments section, click Upload File.
3. Select the file and click Upload.

8. Converting a Proposal to an Invoice

Once a proposal is accepted:

1. Open the proposal.
2. Click Convert to Invoice.
3. The system creates a new invoice pre-filled with the proposal's line items, customer, and amounts.
4. Review and adjust the invoice, then save.

9. Editing a Proposal

1. Open the proposal and click Edit.
2. Make your changes.
3. Click Save.

Note: Editing a proposal that has already been sent will not automatically notify the client. Re-send the email after editing if the client needs the updated version.

10. Deleting a Proposal

• Click the Delete icon on the proposal card and confirm.
• Bulk delete is not available in pipeline view — delete proposals individually.

Proposal Statuses

Tips

• Always set an Expiry Date to create urgency and keep your pipeline moving.
• Use templates for recurring proposal types (e.g. monthly retainer, web project).
• After a proposal is Accepted, convert it to an invoice immediately to avoid delays.