Proposals (Basic): Create & apply templates

Proposal templates are used to define the scope of an engagement between your firm and a client. Create as many proposal templates for different uses (bookkeeping, single-year tax prep, audit, representation, financial analysis, clean-up, payroll, etc.) as you need.

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Creating proposal templates

A proposal template can be created by a firm owner, an admin or any team member who has manage templates access rights. It’s helpful to design templates in advance so that you have them ready to go or to further customize.

To create a proposal template, go to Templates > Firm templates from the left menu bar, select Proposals & ELs, then click Create template.

Or access the template creation page by adding the Send proposal automation while editing a pipeline, then clicking on New template.

Each proposal consists of several sections, each of them on a separate page. You have the option to customize which sections will the proposal template include and what will be inside each of them:

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Tip! While your services, billing and payment options may require customization for each client, having a general proposal template with filled-in Introduction and Terms pages is a practical approach. This enables you to swiftly insert them when crafting a proposal.

General

Here you can customize your proposal by choosing steps to include. For example, you may want to include information about your firm, contractual agreements, invoices for common services provided, etc. 

Find out all the numbered settings:

1. Template name: the title of your proposal template (clients can't see it).

2. Team member: the team member who will receive the payment associated with a proposal.

3. Name: the title of this proposal (clients will see it).

4. Steps: toggle on and off steps to be included in the proposal. Each step appears as a page in the proposal. Once selected, you can customize them. 

5. Custom message in email: your client always receives an automatically generated email with a link for viewing and signing this proposal. Toggle on if you want to include a custom message in this email.

6, 8. Shortcodes: to individualize the message, apply shortcodes to include account name, next year's date and other dynamic data.

7. Reminders: toggle on to enable sending automatic reminders for pending proposal. Learn more about reminders.

When you're done, click on the Next button to proceed to the next section.

Introduction & Terms

These two steps are similar so we'll cover them altogether. 

The Introduction page is the place where you can introduce yourself. Explain to your clients who you are, what services you provide, the value you bring, and any other information you want to share. Include images and videos to make your self-presentation shine. 

The Terms page is where you can provide your engagement letter or contract that outlines the terms of the relationship between your firm and the client. 

Find out all the numbered settings (they are similar for both steps):

  1. Title: rename this section to better align with your branding or the specific content you're including (clients will see it).
  2. Text body: edit your introduction here, add a logo, upload pictures from your computer, and embed video, if needed.
  3. Add Shortcode: to individualize the text, apply shortcodes to include dynamic data, such as account name or date.

Services & invoices

You can send a one-time or recurring invoice along with the proposal, ask the client for a deposit on acceptance or send the proposal with a list of services only. You will be able to issue an invoice at any later point as well.

Here are all the available settings:

1. Invoice or send a price list only: 

  • Add invoice or ask for deposit: send an invoice along with the proposal or ask the client for a deposit on acceptance, or select 
  • Send list of services without invoice: send your client a list of your services without issuing an invoice.

2. Invoice type: select whether you want a one-time or recurring invoice to be created for this proposal.

3. Invoice template: click and select one of your one-time or recurring invoice templates from the pull-down menu.

4. Issue invoice: select when the invoice will be issued, whether on proposal acceptance or a specific date. If a Specific date is chosen, then you need to select it.

5. Description: add a description outlining what's included in the invoice (optional).

6. Line items: itemize the services performed and any discounts applied.

  • Line item: click Line item, then either select an existing service or create a new one. Fill in the Rate field, set the number of services and tax (more on tax rates in invoices), and type in the Description (optional).
  • Discount: to display the lowered price in the invoice, click Discount, then fill in the Rate field. The amount will be subtracted from the total.

7. Summary:

  • Subtotal: this is the sum of the amounts for the services provided, before tax.
  • Tax rate: once sales tax is added, it’s reflected in the total (more on sales tax).

8. Add one more invoice: click to have more invoices created. 

Payment

If you have chosen to send invoices along with your proposal you will also have to decide how you would like to be paid. 

Find out all the numbered settings:

1. Payment method: this is how you want your invoices to be paid (either by credit card, bank debits, or both). We support a number of payment methods.

2. Payment authorization: select whether you want the payments to be authorized and then proceeded automatically or not.

  • Automatic payment: client accepts the terms, authorizes payment once and subsequent payments happen automatically. Available for Stripe only.

  • Manual invoice payment: client will have to pay each invoice manually. Available for Stripe and CPACharge.

3. Save Template: click to save the template and go back to the templates list.

Adding proposal templates from the Marketplace

You can download ready-made proposal templates with the best practices. To add a proposal template from the Marketplace:

1. Go to  Templates > Marketplace from the left menu bar and open the Proposals & ELs tab.

2. Click  Get free on the template you want to add or click on its price and proceed with the payment if it's a paid template.

3. Go to  Templates > Firm templates, open the Proposals & ELs tab and click on the name of the proposal template to begin editing. Make sure to insert info about your firm in all paces where it is needed.

Applying proposal templates

Once you’ve created a template, you can use it to speed up making new proposals. Here’s how:

1. Create a new proposal either by clicking New at the top left and selecting Proposal or by selecting one or more recipients in your Accounts list and then clicking on Send Proposal.

2. Click in the Template field, then select a proposal from the pull-down menu.

3. Go through the proposal steps and make edits, if needed, then send.

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Note: Changes you make to the proposal don’t alter the selected template.

Editing proposal templates

To make changes to a proposal template, follow these steps:

1. Go to Templates > Firm templates from the left menu bar, open the Proposals & ELs tab, then click on the proposal template’s name

2.  Go through the proposal steps and make edits, if needed, then save.

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Note: The changes you make to a proposal template are not reflected in the proposals already created with that template.

Duplicating proposal templates

Create new proposal templates based on existing ones: click three dots to the far right of the proposal template’s name, then select Duplicate. The template’s copy will be saved with the appropriate suffix (e.g., Proposal (2)).

Deleting proposal templates

To remove a proposal template completely, go to Templates > Firm templates from the left menu bar, then open the Proposals & ELs tab. Click three dots to the far right of the proposal template’s name, click Delete, then confirm by clicking Delete in the Delete Confirmation pop-up.

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