Proposals are part of your sales cases and creating them is easy in Visma Severa. You can create proposals either from the top menu or from the sales tab of your sales case. You can create proposal from scratch or use proposal templates or existing proposals (copy) as a basis of your proposals.
Start by selecting a customer for your proposal. You can either choose an existing customer or add a new one by typing the name into Customer field. Same goes for selecting the project/sales case. If you have created proposal templates in Settings you can use a template as a basis or create new proposal from scratch.
Proposal title is by default Proposal but as it is an editable field you can change it directly on proposal or define one in template. Proposal date is by default the day you create the proposal but the field is also editable so you can edit it before sending the proposal to your customer.
Details and settings
Select a contact person and address for your proposal and check that the language and formatting settings are correct (affects the proposal PDF).
The name of the price list used for calculating prices can be seen here. If you use an existing sales case/project as a basis for your proposal, price list is taken from Financials tab. If sales case is created from proposal, customer specific price list (if defined) or default price list from Settings is used. If you need to review or change the price list, you can do that in the Pricing section found on top of the proposal view.
You can select if VAT should be shown or not. You also have the possibility to show billing details on your proposal. Billing details are taken from sales case/project settings:
- Our reference
- Your reference
- Order number
- Billing contact
- Payment terms
- Invoice notes
Depending on the type of your proposal you have the possibility not to include totals in the PDF. Totals can be either printed on top and bottom or bottom only.
Your proposal can consist of proposal rows and subtotals. Start by hitting the Add new work type, fee or subtotal button and continue from there. The menu lists all available work types and products from Settings. You also have the possibility to add items without product allocation. Just start typing a descriptive name and select Add without product allocation "". After adding the item you can modify its description, add additional description to it (shown below the fee), define quantity, unit and unit price and cost.
Adding new subtotals is done the same. Just type in the name for your subtotal and select Add a subtotal "". After you have added the subtotal to your proposal you can move proposal rows under it. Subtotal total price is calculated based on proposal rows and it is updated if proposal rows under it are hidden from proposal.
By default description, quantity, unit, unit price and total price are shown as columns but you have the option to hide any of the columns needed. The option is found next to Total price.
When hovering your mouse over a proposal row, Hide and Remove options appear. So if you want to temporarily hide or completely remove a row from your proposal, you can do it here.
Proposal value is automatically calculated based on your proposal rows and the value is also linked to the sales case value. Note that only the first won proposal is linked to project value so if your sales case has several won proposals you need to update the project value manually.
Free text fields before and after proposal rows are also shown in Proposal rows section.
You can add PDF files as attachments to your proposals. Proposal pages and attachments will be combined in the proposal printout and you can define the order by dragging the attachment (before proposal, after proposal).
View as PDF and attach to email
When finished with your proposal you can view and download it as a PDF file or attach it directly to email and send to your customer. These options can be found from the More actions menu.
When using the Attach to email you have the option to send the proposal to your customers contact person or to your own personnel (To, Cc and Bcc). The email subject field and message are predefined but you can modify them however you like before sending the email out.
Change the status
Proposal status can be changed from the bottom of the view. The statuses you see here are managed through Settings > Proposal statuses. The last status is always called Closed and when you select that a new menu opens. There you can select if the proposal was accepted or rejected by your customer. The statuses you see when selecting Closed are also defined in Settings and are the ones that have status Won or Lost.
Sometimes there is the need to copy the content of one proposal to another. This option can be found under More actions menu. When you select Copy proposal a popup opens and you get to select customer and project for the new proposal. Also in this view, you can either choose existing customer/project or create new ones.
If you want to delete a proposal that is already saved as a draft, you'll find the option from More actions menu.