Proposals

The Proposals module lets you create detailed, itemised proposals and send them directly to clients for approval. Approved proposals can be converted to invoices with a single click, streamlining your sales-to-billing workflow.

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Creating a Proposal

1. Navigate to Proposals in the left sidebar.
2. Click + New Proposal.
3. Fill in the proposal header:

Field	Required	Notes
Client	Yes	Select from existing client records
Title	Yes	e.g. "Website Redesign Proposal — Acme Corp"
Valid Until	Yes	The date the proposal expires
Notes / Introduction	No	A personalised message shown to the client at the top of the proposal

1. Click Create Proposal to save the draft and open the full editing view.

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Adding Line Items

Line items define the scope and pricing of your proposal. Each line item is a service, deliverable, or cost.

Adding a line item

1. In the proposal editing view, scroll to the Line Items section.
2. Click + Add Line Item.
3. Fill in:

Field	Required	Notes
Description	Yes	Clear name of the service or deliverable
Quantity	Yes	Number of units (e.g. 1 for a fixed service, 40 for hours)
Unit Price	Yes	Price per unit in your default currency

1. The Line Total and Subtotal are calculated automatically.
2. Repeat for each line item.

Editing a line item

Click the Edit icon on any line item to update its description, quantity, or price. The totals recalculate instantly.

Removing a line item

Click the Delete (trash) icon on a line item to remove it. The subtotal recalculates automatically.

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Sending a Proposal to the Client

Once the proposal is ready:

1. Open the proposal.
2. Review all line items and the total.
3. Click Send to Client.
4. A confirmation dialog appears — confirm the recipient email (defaults to the client's primary contact).
5. Click Send.

What happens:

• The proposal status changes from draft to sent.
• The client receives an email via Resend with a link to view the proposal in their portal.
• The link takes them to a read-only view of the proposal with Approve and Decline buttons.

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Tracking Proposal Status

Status	Meaning
draft	Created but not yet sent to the client
sent	Delivered to the client; awaiting their decision
approved	Client has clicked Approve in their portal
declined	Client has clicked Decline in their portal

When a client approves or declines, all admins receive a notification:

• Approved: proposal_approved notification
• Declined: proposal_declined notification

Both notifications link directly to the proposal record.

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Client Approval Process

From the client's perspective:

1. They receive an email with a View Proposal link.
2. They log in to their portal (or view a public link if enabled).
3. They review the proposal details and line items.
4. They click Approve or Decline.
5. If they decline, they can optionally provide a reason.

The CRM captures the decision and timestamps it. You cannot manually override a client's decision — if they clicked the wrong button, contact them to discuss and create a revised proposal if needed.

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Converting an Approved Proposal to an Invoice

Once a proposal is approved, you can generate an invoice directly from it:

1. Open the approved proposal.
2. Click Convert to Invoice.
3. Review the pre-filled invoice (line items carry over automatically).
4. Set the Due Date.
5. Click Create Invoice.

The invoice is created in draft status, linked to the client, with all line items from the proposal. You can then send it from the Invoices module.

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Editing a Draft Proposal

You can freely edit a proposal while it is in draft status:

• Add, edit, or remove line items
• Change the title, valid-until date, or notes
• Change the linked client

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Deleting a Proposal

1. Open the proposal.
2. Click the Actions menu.
3. Select Delete Proposal.
4. Confirm.