Proposals (Basic): Send Manually or Automatically
Our Proposals & ELs feature allows you to send proposals and engagement letters to clients. This could include a list of your services and invoices which could be paid once the proposal is signed.
Covered here:
- Sending proposals
- Reminding clients about pending (unsigned) proposals
- What your clients see when you send a proposal
Sending proposals
Proposals can be sent to clients by a firm owner, Admin, or any employee who has been given access rights to manage proposals.
To send a proposal to a client, you’ll likely need a template. For more details, go to the article on creating and applying proposal templates.
You can send proposals in different ways:
Send proposals to clients manually
To send proposals to clients manually, follow these steps:
1. (a.) Click the New button at the top left of your screen, select Proposal, then select the client accounts for the proposal. Alternatively,
(b.) Go to Clients > Accounts from the left menu bar, then select the checkboxes next to the client accounts the proposal is for. After selecting the accounts, click More Actions in the menu bar, then select Send Proposal from the pull-down menu.
Note! You can’t send proposals to contacts linked to an account who don’t have portal access (their LOGIN needs to be toggled on). For more details, go here.
2. Enter a name for the proposal, then click the Template drop-down to select a template. You can add shortcodes to the name to individualize it.
3. Edit any step of the template if needed, add more pages, or turn them off. For details about each step, go to the article on filling out the proposal templates.
4. To ensure access for all the team members to the proposal within the pipeline, link the proposal to a job by clicking the + Add job in the bottom of the General step.
Once you're done, send the proposal.
All users linked to an account who have Signatory authority toggled on will then receive an automatic email notifying them that a proposal has been sent to be reviewed and signed. It is considered signed when all users who have the signatory authority have signed it.
A signature field will automatically be added to the proposal. Once a proposal is signed, the date is automatically added.
Sending proposals via automation
For details, go to the article on the Send proposal automation.
Reminding clients about pending (unsigned) proposals
Clients get an email notification when you send them a proposal.
In case recipients take too much time performing the action item or if they forget to, you can either:
- manually resend a notification on the pending proposal OR
- set up automatic reminders
Manual reminders (resend)
You can resend a notification on the pending proposal. To do so, click the three dots to the right of the item in the list, then select Resend.
Here's what happens:
- An additional email message is sent to each user linked to the account (with Signatory authority enabled;
- A portal notification for this item will be moved to the top of the client's to-do items.
Automatic reminders
The automatic Reminders option can be turned on or off at any time by opening the pending proposal. And you can also turn on automatic reminders when you send a proposal manually or via pipeline automation.
Once you turn on automatic Reminders, you can configure them:
- Inactivity threshold, days: By default, a reminder is set to go out three days after the proposal was sent to the client, but you can change this to whatever you prefer.
- Limit to: By default, the client gets only one reminder email, but you can also change this to something you prefer.
Reminders stop when...
- ...the client has not signed the proposal and the set number of reminders have been sent.
- ...all required signatories have signed the proposal.
What your clients see when you send a proposal
Each user with the Signatory authority enabled receives a notification about a new proposal sent to them. They can review and e-sign the proposal by clicking the link in the email notification, by clicking the notification on their dashboard, or by going to the Proposals & ELs section of their portal.
To see TaxDome from the client portal side, access a read-only view.
