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Proposals

Proposals is where you build the offer that decides the deal: pick services from your catalog, set quantities and prices, add images and terms, and send it as a PDF with your organization's branding. Your client reads it, accepts or rejects it, and you turn it into an invoice without retyping a line.

  • Line items with images, rich text and your units
  • Discounts applied before or after tax
  • Becomes an invoice in one click
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Sample screen with fictitious data.

How a proposal is prepared and closed

  1. Pick the client and who it is addressed to

    The details come from the client record. If it is going to a different person, a subsidiary or the purchasing department, you change the recipient on the document without touching that record.

  2. Build the line items

    Select services from your catalog or write line items with quantity, unit and price. Each line supports multiple taxes, including compound taxes from the catalog. Totals calculate automatically.

  3. Check the PDF

    You see the document exactly as your client will get it, with your logo, your tax details and each service's photo.

  4. Send it

    By email from your organization's address, or with a link you hand over through whatever channel your client actually uses.

  5. Get the answer

    Your client accepts or rejects it in their portal and you see it right away. What was accepted becomes an invoice with the very same line items.

What you can put in a proposal

  • Services from your catalog

    Each line can come from your services and products with its description and price already written, and you adjust the scope inside the proposal.

  • A photo on each line

    The service image prints next to its description. That is the difference between a document that explains itself and a price list.

  • Formatted descriptions

    Paragraphs, lists and bold text to explain what each line includes and what it does not, without leaving the document.

  • A discount before or after tax

    Choose a percentage or an amount, and when it applies. Both practices are legitimate, and each country has its own.

  • A validity date that warns you

    You set how long it stays valid. It warns you about the ones about to lapse and marks as expired the ones whose date has passed.

  • Your own numbering

    You define the series and the format. The number stays fixed on the document your client received, even if you change the format next year.

Your client opens it without an account

Besides email, you can share the proposal with a link. It opens the document in read-only mode, with no password, and your client saves it or prints it as a PDF right there.

When you want to close that door, you revoke the link and it stops working in every copy, including the one that went out by email. To accept or reject, your client signs in to the client portal and the decision is stored with their name and the date.

What can change at each point

It can be corrected freely while you prepare it, and is protected the moment your client says yes.

While it is a draft

  • Change the client, the recipient, the line items, the discount and the dates
  • Duplicate it to prepare a second version
  • Your client cannot see it yet: drafts never cross into the portal

Once it is sent

  • Correct the title, the dates and the owner, then save
  • To move it to another client, take it back to draft first
  • Your client reads it in their portal or through the link you gave them

Once it is accepted

  • It is kept as it is: nobody rewrites what your client approved
  • It becomes an invoice with the same line items, taxes and discount
  • If an amount has to be corrected, that happens on the invoice with a credit note

Duplicating an accepted proposal gives you a fresh draft for the next round and leaves the original untouched.

A sent proposal that passes its validity date is marked expired on its own, without anyone opening it: the list, the client record and your figures all say the same thing.

Frequently asked questions

Does the proposal go out from my own email?

Yes, if you connect your organization email. It goes out with your sender address and your branding, and your client replies to the address they already know.

Can ChatGPT or Claude draft a proposal for me?

Yes. Connected to your organization, they prepare and edit the draft and its line items. They can also propose sending the proposal: you review and approve that action before the email goes out.

Does my client need an account to accept?

To read and download it, no: the link opens without an account. To accept or reject it they sign in to the client portal, so the decision carries their name, the date and the version they approved.

What happens the moment a client accepts?

The proposal is marked accepted, the linked deal is marked won, and you create the invoice with the same line items, taxes and discount.

Can I reuse a proposal I already made?

Yes. Duplicate it and you get a draft with its line items and prices, ready to adjust. The original document is left alone.

Is accepting the same as signing?

Acceptance is recorded with the person, the date and the document they approved, and is kept alongside the proposal. If your case calls for a certified legal signature, your organization handles that the way it does today.

Proposals works together with

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