Automove (basic): How to send proposals and link them to jobs

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You can have your proposals and engagement letters created and sent automatically. Jobs will move on their own right to the next stage of the pipeline once the client signs a proposal. To make automation magic happen, set up the Send proposal automation and turn on the Automove feature.

Covered here:

• Setting up the proposal-sending stage and enabling automove
• Linking custom proposal to a job manually
• When do my jobs with linked proposals automove?

Setting up the proposal-sending stage and enabling automove

This way of sending proposals works well when you send them for the same services and the same price to many customers. If your clients are different, you create custom proposals for each of them but still want to have them inside the pipeline, please jump to the next section.

The launch point for sending automated proposals is selecting a suitable stage in your workflow. Follow these steps:

1. You need a proposal template with the terms that work for you. If you don't have one, you can create it by clicking New Template when you add the automation.
2. Make sure you have a stage in your pipeline for new proposals, then add the Send proposal automation. Once the job enters this stage, a new proposal is automatically sent to the client. At the same time, it will be linked to the job. 
3. Ensure that you have the Automove jobs toggle for the stage turned on. This way, once the proposal is fully signed, the job is automatically moved to the next stage.
   

Note! Invoices issued along with proposals are not automatically linked to jobs.

Link custom proposal to a job manually 

When each of your proposals is different, you can't use automations for sending them. Instead, you may have a general template with terms and firm info that is customized for each client (e.g., services added, invoices created, discounts applied, etc.) and then sent manually. 

However, you can send proposals manually in your pipelines and still enjoy the benefits of the Automove feature. 

See the video example below, then read how you can link your proposal manually:

Proposals can be linked to jobs by a firm owner, admin or any employee who has been given access rights to manage proposals. Once the proposal is manually linked, the automove jobs feature works the same as it does for proposals that are sent and linked automatically: when the client signs, the job is moved to the next stage.

There are three ways to link a proposal manually:

• From the proposal creation/editing screen: In the General step of proposal creation, choose a client, then click the + Add job at the bottom of the page. Once done, you will see selected jobs in the Linked jobs section along with the job title and the pipeline it belongs to.
• From the Proposals & ELs page/client's account tab: Click the three-dots to the far right of the sent proposal, select Link to job, then choose jobs from the list.
• From a pipeline: Make sure that the job is in the right stage, click the job box, click + Link on the top right, select Proposals & ELs, then choose proposals to link. By default, only pending proposals are shown. To see all proposals, click the Filter button, select All, then click the Apply button.

No matter what option is used, you can:

• Link any proposal previously sent to users of the account.
• Link as many proposals to a job as needed.

Note! If the proposal is not signed and you manually move the job to another stage, you’ll be prompted to decide what to do about the pending proposal (for more details, read about handling unfinished elements when moving jobs).

When do my jobs with linked proposals automove?

While proposals have the option to include invoices, the sole trigger for automoving jobs with proposals through your pipelines is the completion of the signing process. Here is what happens in each case:

• Proposal without invoices. After the proposal is signed by all signatories, the job is automoved.
• A proposal with automatic payments and sufficient client funds. Upon signing the proposal, two parallel processes unfold:
  • The job is automoved.
  • An invoice is issued, which you can manually link to the job if necessary. 
  • The payment is automatically charged successfully.
• Proposal with automatic payments, but the payment didn't go through. Upon signing the proposal, two parallel processes unfold:
  • The job is automoved. 
  • An invoice is issued, which you can manually link to the job if necessary. 
  • The payment is NOT charged automatically for various reasons. TaxDome will attempt recharging after 1, 4, 24, and 48 hours. If these attempts fail and no manual payment is added, the invoice becomes overdue based on your configured settings.
• Proposal with manual payments. Upon signing the proposal, two parallel processes unfold:
  • The job is automoved.
  • An invoice is issued, which you can manually link to the job if necessary. If these attempts fail and no manual payment is added, the invoice becomes overdue based on your configured settings.