Proposals

Create and manage proposals for clients. Track approvals, generate invoices, and convert to projects—all from one place.

Proposal Statuses

Creating a Proposal

From Client Profile

1. Navigate to Clients in ClientFlow
2. Select a client
3. Open the Proposals tab
4. Click Create Proposal

Proposal Fields

Pricing Modes

Choose one pricing approach:

Line Items

Add multiple line items to the proposal:

Draft Actions

While in draft status:

Sent & Viewed Actions

After sending:

The timeline tracks when the client views the proposal.

Approved Proposal Actions

When a proposal is approved, three actions become available:

Generate Invoice

1. Click Generate Invoice
2. Choose invoice amount (full or partial)
3. Invoice is created linked to this proposal

The proposal tracks:

• Total invoiced amount
• Remaining to invoice
• "Fully invoiced" status when complete

Convert to Project

1. Click Convert to Project
2. Select target workspace
3. Project is created with proposal details

Request Changes

1. Click Request Changes
2. Redirects to Change Request creation
3. Change request is linked to this proposal

Proposal Detail Panel

The detail drawer shows:

Payment Link

If Stripe is connected:

• Payment link appears for approved proposals
• Client can pay directly
• Status updates on payment

Rejection Handling

When rejected:

1. Reason is captured and stored
2. Status changes to Rejected
3. You can create a new version with revisions
4. Original remains for reference

Dashboard Visibility

Proposals appear across ClientFlow:

Permissions

Troubleshooting

"Client didn't receive the proposal"

Check spam folder. Use Copy Link to send manually.

"Can't generate invoice from proposal"

Proposal must be in Approved status.

"Proposal shows as expired"

Past the valid_until date. Create a new version with updated date.

Creating Proposals

Start New Proposal

1. From client profile, click New Proposal
2. Or from Proposals list, click New Proposal and select client

Proposal Fields

Line Items

Build itemized pricing:

Pricing Models

Fixed Value

• Total amount
• No hourly breakdown
• Good for: Projects, retainers

Hours × Rate

• Hourly rate
• Estimated hours
• Good for: Time-based work, consulting

Commercial Terms

Include:

• Payment schedule (on approval, milestones, completion)
• Late payment penalties
• Revision limits
• Project timeline
• Terms and conditions

Sending Proposals

Preview First

Click Preview to see client's view:

• Verify formatting
• Check pricing accuracy
• Review terms

Send to Client

1. Click Send Proposal
2. Confirm recipient email
3. Client receives email with link

Client Experience

Clients receive:

• Email with proposal summary
• Link to view full proposal
• Approve/Reject buttons
• Option to request changes

Tracking Proposals

Status Indicators

Days Waiting

Track how long proposals await decision:

• 3-5 days: Normal
• 7+ days: Send reminder
• 14+ days: Direct follow-up
• 21+ days: Re-qualify opportunity

View Tracking

Know when clients engage:

• First view timestamp
• Total views count
• Last viewed date

Client Approval Process

When Client Approves

On approval, you can:

1. Generate Invoice - Create initial/deposit invoice
2. Convert to Project - Create project in workspace
3. Both - Invoice and project setup

Invoice Generation Options

Single Payment

• One invoice for full amount
• Issue immediately

Installments

• Multiple invoices
• Set schedule (monthly, milestones)
• First creates immediately
• Rest schedule for auto-generation

Project Conversion

Approved proposal can create:

• New project in selected workspace
• Budget from proposal value
• Team assignment (optional)
• Tasks from proposal items (optional)

Handling Rejections

When client rejects:

1. Rejection reason recorded (if provided)
2. Proposal marked "Rejected"
3. Create new version with adjustments

Rejection Recovery

Read the reason carefully Common rejections:

• Price too high → Reduce scope, offer phasing
• Timeline too long → Prioritize deliverables
• Scope mismatch → Revise based on feedback
• Budget gone → Stay in touch for future

Create new version

1. Open rejected proposal
2. Click Create New Version
3. Adjust based on feedback
4. Resend

Change Requests

After approval, scope changes happen. Change Requests formalize this:

1. Client submits change through portal
2. You review and estimate impact
3. Create Change Request linked to proposal
4. Client approves/rejects change

See Change Requests documentation for details.

Proposal Best Practices for Agencies

Respond Quickly

Speed signals capability and interest.

Be Specific

Vague: "Website development" Specific: "8-page marketing website with contact form, blog, and analytics integration. Responsive design, 2 rounds of revisions, 4-week timeline."

Specificity:

• Reduces scope creep
• Justifies pricing
• Builds confidence

Include Timeline

Always state:

• Project start date
• Key milestones
• Delivery date
• Review periods

Set Expiration Dates

Creates urgency without pressure.

Make Payment Terms Clear

State exactly:

• When payment is due
• What triggers invoicing
• Accepted payment methods
• Deposit requirements

Add Social Proof

Reference:

• Similar projects completed
• Relevant experience
• Client testimonials (with permission)

Proposal to Revenue Pipeline

Track conversion:

• Draft proposals = Opportunity pipeline
• Sent proposals = Active sales
• Approved = Won business, future revenue
• Rejected = Lost, analyze why
• Expired = Follow-up needed

Use Revenue dashboard to monitor:

• Pipeline value
• Win rate trends
• Average deal size

Permissions

Troubleshooting

"Client says proposal not received"

• Check spam folder
• Verify email address
• Resend from proposal
• Share direct link

"Can't edit sent proposal"

• Create new version
• Original stays for audit

"Invoice generation failed"

• Check client details complete
• Verify workspace settings
• Try generating manually

"Project creation failed"

• Select valid workspace
• Ensure permissions
• Check workspace limits

Proposals in ClientFlow connect your sales process to delivery. From first contact to project kickoff, every step is tracked and automated where possible.