What it does. A proposal is the priced quote you send before a client commits. It is built from the event, so the food, rentals, staff, service charge, and tax already on the event are exactly what the client sees. You decide how much of the detail to show them.
When you’d use it. Once you have built out an inquiry and the client wants a number. A bride asking what 150 guests will run, or a company weighing two dates.
Create the proposal
- Open the event and find Event Totals on the right.
- Click Create proposal.
- Leave Document Title blank to call it a proposal, or type Quote or Estimate to call it that instead. Whatever you type shows on the document and in the email.
- Set Valid Until. It starts 30 days out.
- Under Display options, tick what the client should see. Unit prices and descriptions are worth turning on for a client comparing quotes, and off for one who only cares about the bottom line.
- Read the proposal the way the client will. On a computer it sits beside the options and changes as you tick them; on a phone, click Preview to open it in a new tab.
- Click Save if you are not ready to send yet.
Send it
- Click Send.
- Check the To address. It fills in from the client’s billing email, or from the contact’s email if the client has no billing email. Separate several addresses with commas.
- Add a Message if you want a personal note in the email.
- Leave “Include a link to review and accept online” ticked to give the client a Review and accept button. Untick it and they get the PDF only.
- Click Send email, then confirm.
If you would rather send it from your own inbox, click Download instead and attach the PDF to your own email.
What you’ll see. The proposal shows up on the event’s Billing tab under Proposals, with the time it went out and a status of Sent. The client gets an email with the PDF attached and, if you left the link in, a Review and accept button. When they accept, the proposal reads Accepted with their name and the date, you get an email, and the PDF carries the same stamp. Your display options carry over to the next proposal you create, so set them the way you like once and they stick.
A booking only ever holds one draft proposal at a time. Clicking Create proposal again opens the draft you already started rather than beginning a second one.