Frequently Asked Questions

How do I create a Proposal?

Proposals are more detailed Estimates that enable you to add rich text content and images to your Estimates, making it easy to showcase the value you bring to prospective clients. Proposals also give you the benefits of Estimates, which allow you to send an outline of your Items or Services to your Client for approval before beginning the work, giving you the best of both worlds. 

Note: Proposals are available on the Plus and Premium plans only. 

 

Create Proposals

Making a new Proposal is similar to making a new Estimate, with rich text content and image options added. Use these steps below: 

  1. Go to the Estimates section
  2. Click on the Create New... button
  3. Select Proposal
    New proposal button.
  4. This will take you to the New Proposal screen.
    New proposal screen.

Each section of the Proposal is broken down into detail in the below sections.
  

Proposal Content

  • Prepared For - You can specify your Client here.
  • Proposal Date - Chances are this won't need to be changed as it's automatically populated to today' date, but if you need to change it, you can do so here.
  • Proposal Number - An unique number to identify the Proposal. You can create your own Proposal number using alphanumberic characters (both letters and numbers).
  • Sections (Overview, Scope of Work and Timeline) - These are optional sections that are rich text formatting capable. You can bold, italicize or underline text as well as add bulleted or numbered lists and insert images. To delete a section, hover over it and click on the trash can icon next to it. You can also add more sections above or below the Pricing area with the Add a section link. 
  • Pricing - This includes Description, Rate, Qty, Line Total, where you can quote the Items or Time for your Client. To add Tax to your Proposal on the items, refer to this article.
  • Notes - Add a summary, notes or bank transfer details (optional) to the Proposal.
  • Terms - Include your standard payment terms like bank transfer details or a PayPal email so your Clients know when and how they can pay! This is remembered for future Proposals based on your most recent Proposal's Terms. 
  • Add Attachments - Upload any files (images, pdfs, spreadsheets, etc) you'd like to share with your Client here.

Settings

Customize Proposal Style

  • Template - You can choose between Simple or Modern, for the option of having a logo in a corner, or a wide banner across the top of your Proposal.
  • Theme Color - This will change the color of your headings (e.g., Description, Rate, Proposal Number). It will also change the banner color at the top of your Proposal on the Modern template.
  • Font - You can choose between Helvetica (Modern) and Garamond (Classic). 


For the Client

Once a Client is selected, this section appears:

  • Currency & Language - Here you're able to change the currency or language (either English or French) of the Proposal.  

Require e-Signature

e-Signatures are useful if you need to require your Client’s signature on your Proposal before beginning work. Use the below steps to enable e-Signatures: 

  1. Under Settings, click on Require e-Signature
    Require e-signature option.
  2. Check the box off
    Check off to enable e-signature box.
  3. Click on Done.

This will add a new line at the bottom corner of your Proposal.Client area where signature goes.
This will require your Client to click on the Accept button and sign before they can accept the Proposal:
Example of signature filled out on proposal.

Once the Proposal is signed, no further edits can be made unless you copy the Proposal and make a new one instead.

Save and Send Proposals

Once the Proposal looks the way you want it, you can either click on:

  • Save - This saves as a draft if you're not quite finished working on it.
  • Send... - An email preview comes up where you can easily change or add more email addresses and personalize the email for your Client. 

Once saved/sent, you'll be taken back to the Estimates section. 

Accept Proposals

When you send a Proposal to your Client, they receive an email with a link to the Proposal and a button to Accept it with a single click. This allows the Client to create a Client account in order to confirm your quote so you can start invoicing them. 

The Client's view of the Proposal will look similar to below: 
Client view of a proposal. 

To Accept a Proposal yourself, you can use the steps below: 

  1. Go to the Estimates section
  2. Check the box off next to a Proposal that has not been Accepted yet
  3. Click on the Actions button
  4. Select Accept and the Proposal will now be marked as Accepted.

Note: If you have e-Signatures enabled on your Proposal, the Client needs to click on the Accept button first, then sign it, before it can be accepted by you or the Client.

 

You can also add comments to a Proposal. Just click on the header above the Proposal, and scroll to the bottom to type a comment. This will send your Client an email with this new comment.

Comments on a proposal.

Convert Proposals to Invoices

Once the Proposal has been reviewed by your Client, save time by instantly converting it to an Invoice. Here's how:

  1. With the Proposal open, click on the More Actions button
  2. Click on Convert to Invoice
    Convert Proposal to an Invoice button.
  3. You will be taken to the New Invoice page, and you can finish building the rest of your Invoice
  4. Click Save (to save as a Draft) or click Send... to email it to your Client.

FAQs

How do I copy/duplicate a Proposal?

  1. Go to the Estimates section
  2. Click on the Create New... button
  3. Select Create From Recent... 
  4. Choose the Proposal you want to copy
  5. Finish editing the rest of your duplicated Proposal.

Alternatively, you can also check the box off next to any Proposal and click on Actions, then select Duplicate for the same result. 

 

What happens to my Proposals I created during my trial of FreshBooks?

When your trial expires, if you've upgraded to a Plus or Premium plan that supports Proposals, you'll be able to continue creating and editing your existing Proposals. If you've decided to upgrade to the Lite plan instead (where Proposals are not available), you'll still be able to view and edit only your existing Proposals.

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