Proposal
Turn your project estimates into client-ready proposals with payment schedules and approval tracking.
What is a Proposal?
A Proposal is the formal offer you send to a client for a project. It pulls your costs straight from the project's estimate, lets you define a payment schedule, sets a validity period, and tracks the client's response through to approval.
Proposals live inside each project. Open any project from your dashboard and select Proposal from the sidebar to get started.
Click "Proposal" to expand · Then click any stage to see details
Creating a Proposal
Click Create Proposal to open the form. On desktop the form appears inline; on mobile it opens in a modal.
Each proposal has the following fields:
| Field | What it means |
|---|---|
| Proposal Name | The title shown to your client |
| Proposal ID | Auto-generated from the project (e.g. PROJECT-PS-001) — unique per project |
| Description | Optional scope notes or a short client message |
| Effective For | Validity window — 1 Day, 3 Days, 7 Days, 10 Days, 2 Weeks, 3 Weeks, 1 Month, or 2 Months |
| Estimation Total | Auto-populated from the project's estimate |
| Attachments | Optional supporting files (drawings, specs, terms) |
Currency is inherited from your organisation's settings and applies to the entire proposal.
Linking to Your Estimate
The proposal form shows your project's estimation breakdown — Builder Fixed Cost, Allowances, Markup, and Total — pulled live from the Estimation module. Select the estimation total to populate the proposal's cost amount.
This becomes the base figure for calculating your payment schedule percentages, so any change to the estimate is reflected in the proposal.
Click "Estimate → Proposal" to expand · Then click any stage to see details
Payment Schedule
Break the proposal total into milestones so the client sees exactly how and when they'll pay.
For each milestone, enter:
- Name — e.g. Deposit, Substructure Complete, Handover
- Percentage — portion of the total for this milestone
- Amount — calculated automatically from the percentage
Add as many milestones as needed. Percentages should add up to 100% of the proposal total.
Proposal Statuses
Every proposal moves through one of five states:
| Status | Meaning |
|---|---|
| Draft | Still being prepared — not yet sent to the client |
| Pending | Sent to the client, awaiting a response |
| Approved | Client accepted — the project can proceed |
| Rejected | Client declined — revise or close the proposal |
| Expired | Validity period ended with no decision |
A proposal auto-expires once its validity window passes without a response, so you always know what's still live.
Filtering and Actions
The toolbar above the proposal list helps you manage many proposals at once:
- Search — filter by proposal name, ID, or description
- Status filter — show only Draft, Pending, Approved, Rejected, or Expired
- Sort — order by proposal ID, name, status, validity, or total
- Bulk select — tick multiple proposals to delete them together
- Clear filters — one click to reset search and status filters
Click any proposal row to open and edit it. All fields remain editable until the proposal is approved.