Overview

Proposals are quotes and offers you create and send to leads and clients. They outline the products or services you're offering, with pricing details including quantities, discounts, and taxes. Proposals are an essential part of your sales process, helping you formalize offers and track their status through your pipeline.

Accessing Proposals

To access your proposals, navigate to the CRM section in the left sidebar and click Proposals. This opens the Proposals page where you can see all your existing proposals and manage them.

The Proposals List

The proposals page displays a table with all your proposals. Each row shows:

Number – The unique proposal number for reference
Lead/Client – The contact the proposal is linked to (either a lead or a client)
Subject – The subject or title of the proposal
Amount – The total amount of the proposal
Status – The current status of the proposal (e.g., Draft, Sent, Accepted, Rejected)
Date – The date the proposal was created
Actions – A menu (⋯) with actions you can perform on the proposal

You can click on any proposal row to view its full details and make edits.

Creating a Proposal

Starting a New Proposal

Click the + Create Proposal button in the top right corner of the Proposals page. This opens the proposal creation form.

Basic Information

In the first section, enter:

Subject – The subject or name of the proposal (e.g., "Website Redesign Package" or "Annual Maintenance Plan")
Lead/Client – Select which contact this proposal is for. You can choose an existing lead or client from your database

Adding Line Items

The Line Items section is where you add the products or services included in your proposal.

To add a line item:

Click the button to add a new item
Select a product from your product catalog, or manually enter the product/service name
Enter the quantity (Qty)
Enter the unit price (Unit Price)
The total for that line item calculates automatically (quantity × unit price)

You can add multiple line items to build a complete proposal. Each item's total is calculated automatically.

Pricing and Calculations

At the bottom of the proposal form, you'll see the Calculations section, which automatically computes:

Subtotal – The sum of all line item totals before any adjustments
Discount – Discount applied to the subtotal. You can enter either:
A percentage discount (e.g., 10%)
A fixed amount discount
Tax – Value Added Tax applied to the subtotal after the discount
Total – The final proposal total (Subtotal - Discount + Tax)

All calculations happen in real-time as you enter values.

Notes and Conditions

You can add additional notes, terms, or conditions for the proposal. This is useful for payment terms, validity periods, or special instructions the client should be aware of.

Validity and Expiry Date

Set an expiration or validity date for the proposal. This indicates until when the proposal is valid and can help track urgency.

Proposal Status and Lifecycle

Proposals move through different statuses as they progress:

Draft – The proposal is being prepared and hasn't been sent yet
Sent – The proposal has been sent to the lead or client
Accepted – The lead or client has accepted the proposal
Rejected – The lead or client declined the proposal
Expired – The proposal validity date has passed

You can update the status manually or track it as interactions occur.

Linking to Leads and Clients

Every proposal is tied to a specific contact. When you create or edit a proposal, select the lead or client you're presenting the offer to. This creates a link in the contact's record, helping you track all proposals associated with that person or company.

Using Products from Your Catalog

When adding line items, you can pull products directly from your product catalog. This ensures consistency in pricing and product descriptions across all your proposals. If you add a product from the catalog, its details (name, standard price) are automatically populated—you can still adjust quantities and pricing for the specific proposal.

Managing Proposals

Viewing Details

Click on any proposal in the list to open it in detail view. Here you can review all information, see the full calculation breakdown, and make changes.

Editing a Proposal

Edit a proposal by clicking on it and making your changes. You can modify any section—basic info, line items, pricing, notes, or validity dates—before sending.

The Actions (⋯) menu on each proposal row provides quick actions such as:

View or edit the proposal
Duplicate a proposal (useful for creating similar offers)
Download or print the proposal
Delete the proposal
Change the status

Use these actions to manage your proposals efficiently.

Best Practices

Always link to the correct contact – Ensure each proposal is associated with the right lead or client
Be clear with the subject – Use descriptive proposal titles so everyone knows what it's for
Add all costs upfront – Include all line items and adjustments before sending
Set realistic validity dates – Proposals should have reasonable timeframes
Keep notes clear – Use the notes section to clarify terms, conditions, or next steps
Track status updates – Regularly update proposal status to reflect actual progress in your sales process

Proposals