Proposals & Estimates

Proposals & Estimates lets you create, send, and track professional client agreements directly inside your CRM. With built-in templates, PDF uploads, e-signature capabilities, payment integration, and workflow automation, you streamline agreements and close deals faster without external document signing services.

What Proposals & Estimates Does

Navigate to Payments > Documents & Contracts to manage all client agreements. The dashboard organizes documents into tabs: Draft (still being edited), Waiting for others (pending signatures), Completed (fully signed), Payments (payment activity), and Archived (historical records).

Create documents three ways: New Document (drag-and-drop editor for custom proposals with text blocks, pricing tables, images, videos), Upload Existing PDF (import PDF and overlay signature or text fields), or Import from Template Library (choose from saved templates for recurring agreements).

Templates are reusable document structures. Build a document, click three-dot menu, select Convert to Template, and give it a descriptive name. Use dynamic variables like Created Date, Reference Number, Contact Name, Sub-Account Name, and custom fields that auto-populate when sending to specific contacts.

Key Configuration Options

Line items: Drag Product List element onto document. Configure each item with product name, description, quantity, unit price, and auto-calculated subtotal. Link to product catalog to pull pricing and descriptions automatically. Apply tax rates per line item or document-level. Add percentage or flat-rate discounts.

E-signatures: From editor toolbar, select Add Elements, choose Signature, and drag signature box onto document. Add Text Field (typed information), Date (auto-populated when signed), Initials (required initials), or Checkbox (acknowledgment). Assign each field to specific recipient. Define multiple signers under Recipients section, set sequential or simultaneous signing order.

Expiry dates: From three-dot menu in editor, select Add Expiry. After expiry date, document moves to Expired status and can no longer be signed. Creates urgency and prevents clients from signing outdated pricing.

Link to opportunities: Connect estimates to opportunities in your pipeline. Navigate to Opportunities and link estimate to relevant deal. When estimate is signed, trigger automated pipeline stage changes.

Client portal access: Enable via App Settings > Permissions > Estimates. Clients view and manage estimates through portal, see all proposals sent to them, download signed copies, and accept or reject offers directly.

Workflow Integration

Proposals integrate with workflows for automated follow-up based on document status. Set up workflows that trigger when Estimate is sent (thank-you message), Estimate is viewed (notify team), Estimate is signed (start onboarding), or Estimate remains unsigned (reminder emails after 3 days).

Send Estimate workflow action: Automatically generate and deliver documents. Choose template, select recipient contact, pick delivery channel (email or SMS). Workflow creates document and sends without manual intervention. Works well for pipeline stage changes or form submissions.

Filter by template: Create different automations for different agreement types. Filter workflows by specific template names so service agreements trigger different automation than one-time project proposals.

Pro Tips

• Use descriptive titles for easy searching. Instead of “Proposal 1,” use “Website Redesign ABC Company March 2026.” Clear naming makes reporting and retrieval much easier.
• Customize email templates before sending. Click Send, use Edit icon to adjust subject line or message body, pick template matching context (new proposal vs. reminder). Personalized emails get higher open rates and faster responses.
• Review before converting to template. Double-check all content, pricing, and legal terms. Once sent, edits to template won’t affect existing agreements. This ensures legal integrity for signed contracts.
• Set expiry dates on time-limited offers. Expired documents automatically move to Expired status and cannot be signed. This creates urgency and prevents outdated terms from being accepted.
• Configure redirect URLs in Document Settings. After signing, clients automatically go to thank-you page, onboarding portal, or payment link. This guides next steps without additional follow-up.

Common Questions

Can I edit a document after sending it?

No. Once sent, documents are locked to preserve legal integrity. If you need changes, mark original as Declined, clone it, make edits, and resend.

How do I know when a client views my proposal?

Dashboard updates status in real-time from “Sent” to “Viewed” when client opens it. Set up workflow triggers for instant notifications.

What happens if I edit a template after sending documents?

Template edits only affect future documents. Proposals already sent remain unchanged. This protects integrity of existing agreements.

Can workflows trigger based on specific templates?

Yes. Workflows filter by document status and template name. For example, trigger reminder only when “Service Agreement” template remains unsigned for more than 3 days.

Where do clients see their estimates?

If Client Portal is enabled, clients log in and see Estimates widget on dashboard. They view details, download signed copies, and accept or reject proposals. Mobile app has dedicated Estimates tab.