Send a proposal to a client

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

1. Open the event and find Event Totals on the right.
2. Click Create proposal.
3. 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.
4. Check the Amount. It starts at the event total.
5. Set Valid Until. It starts 30 days out.
6. Pick a Line Item Display. Detailed lists every item, Summary groups them by category, and Minimal shows a single line with the event total.
7. 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.
8. Click Preview to open the proposal in a new tab and read it the way the client will.
9. Click Save if you are not ready to send yet.

Send it

1. Click Send.
2. 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.
3. Add a Message if you want a personal note in the email.
4. 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. 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.