Proposals are an essential part of the sales process. Proposals are always linked to an existing customer and its sales case or project. You can create a proposal from scratch, use a ready-made proposal template, or copy an earlier proposal as a basis. You can create a new proposal from different parts of the system:
1️⃣ From the top navigation Add new menu: Add new > Proposal
2️⃣ From the sales case Sales tab under Proposals > New proposal
Proposal basic information
Creating a proposal starts with defining the basic information:
- Customer and project: Select an existing customer or create a new one by typing the name in the field. Link the relevant project to the proposal.
- Proposal template: If you have created templates in settings, you can select them in this view to speed up your work.
- Name and date: The default proposal title is Proposal and the date is the date created, but you can edit these freely.
Proposal settings, pricing and formatting
Select the contact person, address and language for your proposal, as these details are transferred directly to the proposal PDF file.
Selecting the price list
The price list is primarily determined by the project project financials section. If the sales case is created directly from the proposal, the customer-specific or default price list from settings is used. However, you can change the price list if needed on the Pricing tab.
Billing details shown
You can choose which details are shown on the proposal. These include, among others, VAT, total sum, and references, order numbers, payment terms and notes fetched from the project settings.
Adding proposal rows and content
Add work types, fees and subtotals to the proposal from Add new work type, fee or subtotal.
- Product links: The menu contains work types defined in settings and products from the product registry.
- Editing: You can edit the row descriptions, quantities and prices directly in the view.
- Subtotals: These are automatically calculated from the rows placed under them.
The proposal value is automatically linked to the sales case value. If there are several proposals, remember to update the project value manually after the first won proposal.
Sending the proposal and tracking the status
PDF preview and sending by email
You can review your proposal in PDF format or send it directly to the customer by selecting More actions > Attach to email. You can also add PDF attachments to the proposal and change their order by dragging.
Updating the proposal status
Update the proposal status at the bottom of the page according to the process (for example Won or Lost). The available statuses are defined in the system settings under Sales & proposals.
Reporting, copying and deleting
Proposals reporting
Create a summary report of proposals by going to Reports > Report creation > Sales > Proposals. Use filters and select the desired values from the right-hand side of the report.
Copying and deleting a proposal
You can use an existing proposal as a basis for a new one by selecting More actions > Copy proposal. If a proposal has been created by mistake, you can delete it from the sales case Proposals section by clicking the trash can icon on the proposal, or while on the proposal from the More actions menu in the lower left corner by clicking Delete proposal. Note that a proposal without rows is deleted by closing it.
Keywords: proposals, sales case, proposal template, customer, price list, PDF, email, change the status, copy, delete, reporting
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