Proposals

A proposal is the formal offer you put to a client: the services, the prices, the terms and the scope. The client opens it on a link, reads it, and approves or declines online. Once approved it becomes the signed record everything else works from — onboarding, invoicing and compliance all start here.

The app walks you through both the list and the creation screen the first time you open them.

Before you start

• Your firm profile must be complete. Open a new proposal without one and the screen says Setup Required. The profile supplies your name, logo and signature on the document.
• The client must exist as a business with at least one contact.
• At least one service or package must be priced.
• Give the client a relationship manager. When the proposal is accepted the work is created and handed to that person. A client with nobody assigned gets no work until you set one.

Create a proposal

The builder runs in three steps, shown across the top: Client & services, Scope & terms, then Review & send. A step you have finished turns green and you can click it to go back. Steps you have not reached yet stay greyed out until the one before them is done.

Step 1 — Client & services

1. Open Proposals from the left menu and click Create Proposal, top right.
2. Along the top is a Start from row. Leave it on Blank to build from scratch, or use one of the shortcuts described below.
3. Pick the client business, then the contact it is addressed to. Under each you will see who you have actually picked — the client's GSTIN and address, and the contact's email and phone — so two clients with similar names cannot be confused.
4. Set the engagement term, how long the quote stays valid, and the currency. Currency locks itself to whatever your chosen services are priced in.
5. Tick the services and packages you are offering. The list on the left holds every category with a count beside it, so you can narrow a long catalogue by clicking a category, or type in the search box above it.
6. Star the ones you quote every week. Hover a line and click the star on the right. Starred lines are gathered into a Favourites group at the top of the list, and a Favourites row appears in the category list so you can see only those. Stars belong to the firm, so what you star your colleagues see too. Click the star again to remove it.
7. Prices come from your catalogue. Change any of them in the Order Summary on the right if this client is agreed at a different figure, or click the ✕ beside a line to take it off the proposal.
8. The summary keeps recurring fees and one-time fees apart, and shows the full contract value underneath.

Step 2 — Scope & terms

1. Give the proposal a title the client will recognise.
2. Check the scope of work. It is written for you from the services you picked; edit it freely, or use Generate with AI for another version.
3. Decide whether the client must sign. Turn this on and the client confirms with a four-digit code sent to them, and the signature is recorded against the proposal.
4. Decide whether your firm profile travels with the email.

Step 3 — Review & send

The last step lays the whole proposal out on one screen before anything is created: who it is for, what the client will read, what work it will start, and what it is worth. Each block has an Edit link that takes you straight back to the step that owns it.

When it is right, click Create draft. The draft is saved and the preview opens — nothing reaches the client until you press Send there. An internal proposal is recorded straight away instead.

Start from something you already have

Most firms sell the same few bundles over and over. The Start from row at the top of step 1 saves you rebuilding them.

• Save a bundle you use often. Tick the services you want, then click Save these … as a preset and give it a name. It becomes a button in the Start from row — for everyone in your firm, not just you. One click puts the whole bundle, its prices and the contract term back. Hover a preset and a bin icon appears to remove it.
• Copy a past proposal. Click it, search by client or title, and pick one. The services, prices, term, scope and terms come across; the client, the contact and the expiry date are deliberately left blank, because you are quoting somebody new. The proposal you copied from is not touched in any way.

If a service in a preset has since been removed from your catalogue, it is left out and you are told how many were dropped, rather than the proposal quietly going out a line short.

What this creates — checking before you send

The Review & send step shows what the work will look like once the client says yes. It is worth ten seconds, because it is the only point where a mistake is still cheap to fix. It gives three answers:

• Tasks as soon as it is accepted. One-off work — a GST registration, a PAN application, a Shop Act certificate. These happen once, so a task is created for each the moment the proposal is accepted.
• Recurring, with a task before every due date. Monthly and quarterly work — GST returns, TDS returns, professional tax. These are not created up front. Each period's task appears about a week before that period's due date, and keeps doing so for as long as the client is with you.
• Will never raise a task. A recurring service with no compliance behind it. There is no filing calendar to work from, so nothing can schedule it. Map it to a compliance under Services, or plan to raise that work by hand.

Packages are opened up here. A package is a price, not a job — the services inside it are what your team actually does, so that is what the summary counts.

Send it to the client

1. Open the proposal and choose to send it.
2. Confirm the recipient. It is emailed, and messaged on WhatsApp where the contact has a number.
3. The status changes to show it is with the client.

The client does not need an account. The link opens the proposal directly.

See what the client did

The list shows whether a proposal has been opened and when it was last viewed. The Email Activity tab shows what was sent and delivered; Signatures holds the signed copies.

Find the proposals about to run out

Two different clocks run on a proposal, and the Expiry filter above the list covers both.

• A proposal nobody has signed yet — a draft, or one sitting with the client — is measured against the Valid Until date you set when you built it. That is the last day the client can accept. Its row shows Offer Expiring Soon, or Offer Expired once the day has gone.
• A proposal the client has approved is measured against the end of the engagement — the signing date plus the term you agreed, or the end date you typed in yourself. Its row shows Expiring Soon or Expired.

Set the filter to Expiring in 30 days to see everything running out within the month, Expired for what has already lapsed, or Not expiring soon for the rest. Every row carries its own date after the created or signed date, so you can read the deadline without opening anything.

An offer that has lapsed is not lost. Renew it from the list and the client gets a fresh link with a new date.

When the client responds

• Approved — it becomes the signed agreement. The work starts straight away and onboarding can begin.
• Declined — the reason they gave is recorded on the proposal.
• Changes requested — they want something different before they will sign.

The work an accepted proposal starts

Nothing is created while the proposal is a draft or still sitting with the client. Acceptance is the trigger, and it starts two different things.

One-off work becomes a task now

Registrations and other once-only jobs get a task each, given to the client's relationship manager and dated a week ahead. Open the accepted proposal and near the top it reads, for example, 3 tasks generated, listing each one with who has it and when it is due. Click any of them to open it, or View in Tasks to see all of this client's proposal work together. They are ordinary tasks from that point — move the dates, reassign, add notes.

Recurring work goes on the compliance calendar

Monthly and quarterly services are not turned into a task at acceptance. Instead the client is put on the calendar for each compliance behind them, and the task for each period appears about a week before that period's due date, assigned automatically. The same panel lists these under Recurring, with the next date for each.

This is deliberate: a single "GST Filing" task at signing would sit on the board with no real deadline while twelve monthly filings came and went beside it.

If something is missing

The panel says so, in place of the count — 0 of 3 tasks generated, with the reason. Nearly always the client has no relationship manager, so there is nobody to give the work to. Set one on the client's page, come back and click Generate tasks.

Pressing Generate tasks is safe at any time. It only fills in what is missing, so a task you already have is never created twice.

The panel also repeats the warning from the builder: any recurring service with no compliance mapped is named there, because nothing will ever raise that work on its own.

Add work to a proposal the client already signed

A signed proposal is not edited. Extra work is priced as an amendment, which the client approves separately.

1. Open the approved proposal and go to its amendments.
2. Add the services or packages being added. Prices default from your catalogue; override where agreed.
3. Save it as a draft. Nothing has reached the client yet — stage everything in one amendment so the client gets one message rather than three.
4. Send it. The client sees only the change and what it adds to the total.
5. On approval the services join the proposal, the value updates, and the amounts are added to invoicing.

What the system does on its own

• Reminders while a proposal sits unanswered. A daily reminder goes to the client, so nobody has to remember to chase.
• Your brochure travels with it. Proposal emails and their reminders carry your firm brochure.
• Acceptance creates the one-off work. A task per one-off service, given to the client's relationship manager, due a week out, and they are told about it.
• Acceptance starts the recurring work. The client is put on the calendar for each compliance behind the recurring services, and each period's task arrives about a week before its due date from then on.
• Signed work is not billed twice. Work created this way for a client who has been onboarded is marked as already covered by that client's invoice schedule.
• Signing is recorded. Where a signature was required, the confirmation is stored with the time it happened as evidence of consent.
• An approved amendment updates the invoices that have not gone out. Invoices already sent to the client are never touched.
• A foreign-currency proposal keeps the rate it was quoted at. The exchange rate to rupees is saved on the proposal the day it is created, and never changed afterwards, so your pipeline figure does not move because a currency market did.

What you cannot do (and what to do instead)

• You cannot edit an approved proposal. It is what the client signed. Raise an amendment for the change.
• You cannot delete a proposal once it has been sent. The client holds the link. Have them decline it, or let it expire, then archive it.
• You cannot edit an amendment after sending it. The client is looking at that figure. Cancel it and raise a new one — both stay on the record, which is the point.
• You cannot send a cancelled amendment. Raise a fresh one.
• You cannot empty an amendment. Keep at least one item, or cancel it.
• You cannot skip ahead in the builder. A step you have not reached yet is greyed out, because it reads values the step before it has not written. Finish the step you are on, or click a finished one to go back.
• You cannot give two presets the same name. Names are how you tell them apart in the Start from row, so pick another one.
• You cannot generate work for a proposal the client has not accepted. Acceptance is the trigger, so a draft or a proposal still with the client puts nothing on anyone's board.
• You cannot get a task out of a recurring service with no compliance mapped. There is no filing calendar to build one from. Map it under Services, or raise that work by hand.
• You cannot price one proposal in two currencies. Every line on a proposal is in the same currency, taken from the services you put on it.
• An internal proposal has no client to approve it. Proposals kept for your own records carry no approval, no signing code and no amendment flow — edit them directly. Their work starts as soon as the proposal is saved.

Common questions

Why does Total Value read ₹77.87L instead of the full amount?

The cards at the top of the Proposals list shorten large figures so they fit — thousands as k, lakh as L, crore as cr. Nothing is rounded away: hover the figure and the exact amount, ₹77,87,000, appears above it. The Value column in the list underneath always shows amounts in full.

My proposals are in more than one currency. What does Total Value show?

One rupee figure covering all of them. Each proposal is converted at the exchange rate saved on it the day it was created, so the total is a number you can actually use — and one that does not move under you when rates change.

Hover it to see the working: each currency on its own line, the rate it was converted at, and the total underneath. Nothing is converted out of your sight.

A proposal with no saved rate is left out of the total rather than guessed at, and the card names its currency next to the words Total Value so you know the figure is short. That only happens on proposals created before rates were recorded — ask your administrator to fill them in.

Does sorting by Value understand different currencies?

Yes. Click the Value column heading and proposals are ordered by what they are worth in rupees, so a $2,000 proposal ranks above a ₹1,00,000 one instead of below it. Any proposal with no saved exchange rate collects at the end.

Can I get my proposals into a spreadsheet?

Yes. Export, at the top of the list, downloads the proposals as a CSV file you can open in Excel. Currency is kept in full: the amount, the currency code, the exchange rate saved against that proposal and the rupee value it produces each get their own column, so you can total the file yourself and reach the same figure the card shows. You get whichever list you are looking at — turn on Show Archived first and the file holds the archived ones instead.

Which of my quotes are about to lapse?

Set the Expiry filter above the list to Expiring in 30 days. It shows unsigned quotes coming up to their Valid Until date alongside signed engagements coming up to their end date, and each row says which of the two it is.

How do I delete a proposal?

Only a draft can be deleted. Once it has been sent, the client has it — reject it and archive it instead.

The client says the link does not work.

Check the proposal has not expired. Renew it from the list to issue a fresh link.

The client wants a lower price after signing.

Raise an amendment with the service at the new price. The change is priced as the difference, and the client approves it.

The client approved but I only see a few tasks.

That is expected. Only one-off work becomes a task at acceptance. Recurring work is on the compliance calendar and arrives a week before each due date — the panel on the proposal lists it, with the next date for each.

The client approved but nothing appeared at all.

Open the proposal. The panel near the top tells you how many were created and, if none were, why. Nearly always the client has no relationship manager — set one, then click Generate tasks.

Will clicking Generate tasks give me duplicates?

No. It only creates what is missing, so you can press it as often as you like.

A service of mine says it will never raise a task. Why?

It is marked as recurring but has no compliance mapped to it, so there is no due date anywhere to work from. Open it under Services and map it to the compliance it delivers. Until then, that work has to be raised by hand.

Can I still add tasks myself?

Yes. Automatic work does not replace your own — create tasks for anything outside the proposal exactly as before.

Can I mark the services I quote most often?

Yes. Hover a service or package in the builder and click the star beside its price. It moves to a Favourites group at the top of the list and adds a Favourites row to the categories on the left, so your usual four are the first thing on screen instead of something to hunt for. Favourites are shared across your firm — one list, not one per person — and clicking the star again removes it.

Can I reuse a proposal?

Three ways, and they solve different halves of the problem. Proposal templates keep your standard cover letter, scope and terms, so the wording is never written twice. A preset keeps a set of services and their prices, so the pricing is never rebuilt. Copy a past proposal brings both across from one you have already sent.

Someone else in my firm saved a preset. Can I use it?

Yes. Presets belong to the firm, not to the person who saved one, so anyone raising a proposal sees the same list.

Does copying a proposal change the original?

No. The proposal you copy from is untouched — it keeps its status, its client and its link. Copying is not the same as renewing.

I clicked a preset and got fewer services than I saved.

One of the services in it has been removed from your catalogue since, so it cannot be priced. The screen tells you how many were left out; add a replacement service by hand, then save the preset again under a new name.

A price on my proposal looks wrong — ₹4,94,000 tagged as monthly.

That figure comes from your own service catalogue, not from the proposal. Click the pencil beside the line in the builder to open that service and correct its rate or its billing cycle. The correction applies to every proposal you raise from then on.