AI-Optimised Documentation

Platform summary

PRODUCT: pro-posal.io
TYPE: B2B SaaS proposal platform
TARGET: UK AV and live events companies
URL_PATTERN: {subdomain}.pro-posal.io
PRICING:
  - Solo: from GBP 25/month (1 user, unlimited proposals, white-label branding, 30 AI generations/month)
  - Team: from GBP 45/month (5 users included; +GBP 2/extra manager, +GBP 1/extra member; manager sign-off, team conversations, 150 AI generations/month)
  - TRIAL: both plans include a 60-day free trial, no card required

Core concepts

PROPOSAL:
  - A branded document sent to clients for event production work
  - Composed of ordered sections (building blocks)
  - Has a lifecycle: draft > in_review > sent > accepted | declined | expired | archived
  - Tracked: view counts, time spent, client opens, accept/decline notifications

SECTIONS (18 types):
  - HERO: Cover page with headline, date, venue, background image/video
  - SPECIALLY_PREPARED_FOR: Personalised client page (Letter or Postcard layout)
  - ABOUT_US: Company introduction with image, bio, and highlights
  - UNDERSTANDING: Brief restating the client requirements
  - EXECUTIVE_SUMMARY: High-level project summary (4 layouts: Two Column, Deal Sheet, Invoice Header, Brief Card)
  - TECHNICAL_SPEC: Detailed technical specification (can be blurred until accepted)
  - QUOTE: Pricing with line items, groups, add-ons, VAT, discounts (4 layouts)
  - TEXT: Flexible rich text blocks with optional images (2 layouts: Stacked, Gallery)
  - TEAM: Team member showcase (5 layouts: Cards, List, Featured Lead, Compact Grid, Polaroid)
  - GALLERY: Image gallery (3 layouts: Grid, Carousel, Accordion)
  - VIDEO: Embedded video from YouTube or Vimeo
  - TIMELINE: Project timeline with milestones (Simple or Bold layout)
  - TESTIMONIALS: Client testimonials (2 layouts: Cards, Carousel)
  - CASE_STUDIES: Portfolio of previous work (2 layouts: Grid, Featured)
  - FAQ: Frequently asked questions (2 layouts: Accordion, Open)
  - BIG_NUMBERS: Key statistics displayed as large numbers (2 layouts: Row, Grid)
  - ACCEPT: Client acceptance section with optional e-signature
  - SMALL_PRINT: Terms, conditions, and legal text

PAUL:
  - Built-in AI assistant that drafts proposals
  - Asks 3 to 7 questions about the event (type, brief, tone, team, sections)
  - Generates a complete proposal draft with appropriate sections and content
  - Users fine-tune in the editor afterwards

EDITOR:
  - Three-panel layout: section sidebar (left), live preview (centre), edit panel (right)
  - Drag to reorder sections, toggle visibility, autosave on every change
  - Section-specific editing controls in the right panel

SNIPPETS:
  - Saved, reusable section content
  - Created from any section in the editor or from Settings
  - Applied to new proposals to maintain consistency

TEMPLATES:
  - Define proposal structure: which sections, in what order
  - System templates provided, custom templates can be created
  - Selected when creating a new proposal or used by Paul

Features

SENDING:
  - Email delivery with branded template
  - Direct link sharing (copy to clipboard)
  - View tracking: see when clients open proposals
  - Notifications on accept or decline

CONVERSATIONS:
  - Threaded comments on proposals (Team plan)
  - Internal team discussions or client-facing threads
  - System events logged automatically

ANALYTICS:
  - Per-proposal: views, unique viewers, time on page
  - Dashboard cards: Total Proposals, Live Proposals, Accepted, Conversion Rate, Total Value (accepted/won revenue), Total Views
  - Dashboard also: 3-stage funnel (Draft > Sent > Accepted), proposals-over-time chart, top proposals, recent activity
  - Win/Loss card: accepted vs declined and win rate (share of DECIDED proposals that were accepted; differs from conversion rate, which is over all sent)
  - Why-proposals-were-declined card: list of declined proposals with the client's stated reason (declined_reason), or "No reason given"
  - Section-level engagement data

POWER MODE:
  - Direct JSON editing of section content
  - For advanced users who want precise control
  - Accessible via the lightning bolt icon in the editor

CRM INTEGRATION:
  - Current RMS connection (API key + subdomain)
  - Pull an opportunity's details and GROUP-LEVEL pricing into a quote section
  - Individual line items are NOT imported, only group/package pricing
  - ON ACCEPTANCE, pro-posal writes a dated note to the linked opportunity's
    INTERNAL description: date accepted, who by, optional extras taken, accepted
    total (NET). Existing text is kept, the note is appended below it. The
    customer-facing external description is never touched.
  - Settings > Integrations has two switches:
      "Read only" (OFF by default) = never write to Current RMS at all
      "Convert to an order when a proposal is accepted" (OFF by default) =
        also move the opportunity on to Order. Irreversible from pro-posal:
        an Order is a confirmed booking and must be changed back in Current RMS.
  - The saved API key needs WRITE permission for the note. A refused write is
    shown in the proposal's Acceptance details dialog with a retry button.

BRANDING:
  - Company logo (light + dark variants)
  - Brand colours (primary, secondary)
  - Custom fonts (heading + body)
  - Default cover image
  - All applied automatically to every proposal

TEAM MANAGEMENT (Team plan):
  - Roles: Owner, Manager, Team Member
  - Manager sign-off workflow
  - Team Profiles (appear on proposals, may not have login access)

PDF EXPORT (beta):
  - Generate PDF versions of proposals from the editor top bar
  - A4 portrait, brand colours + tenant heading/body fonts applied
  - Available on all statuses including drafts
  - Technical-spec attachments auto-appended as a "Technical Appendix"
  - Acceptance certificate PDF available once a proposal is accepted

Settings reference

SETTINGS (grouped in the sidebar):
  Company & Brand:
    - Company: name, subdomain, address, about us, registration/VAT numbers
    - Brand: logos, default cover, brand colours, fonts, section backgrounds
    - Team: invite users (Team plan), manage Team Profiles, assign roles
  Proposals:
    - Templates: system and custom template management
    - Snippets: saved section content library
  Content Library:
    - Case Studies: portfolio management (each has a public URL)
    - FAQs: frequently asked questions library
    - Testimonials: client testimonial management
    - Big Numbers: key statistics library
    - Media Library: uploaded files and images
    - Small Print: terms and conditions library
  Account:
    - VAT & Currency: VAT display mode (shown/hidden/none), currency selection
    - Integrations: Current RMS (live); Stripe Connect (coming soon, not yet available)
    - Billing & Account: plan details, subscription management
    - Profile: personal details, avatar, job title, bio, signature, reply-to email

URL structure

/help                          Quick Start Guide
/help/first-proposal           Your First Proposal walkthrough
/help/editor                   Editor Overview
/help/paul                     Paul, Your Proposal Partner
/help/sections                 Section Overview (all 18 types)
/help/sections/{slug}          Individual section documentation
/help/sending                  Sending Proposals
/help/snippets                 Snippets
/help/templates                Templates
/help/conversations            Conversations
/help/analytics                Analytics
/help/power-mode               Power Mode
/help/settings                 Settings Overview
/help/settings/team            Team Management
/help/settings/integrations    Integrations
/help/ai                       This page (AI-optimised docs)

Key terminology

GLOSSARY:
  proposal    A branded document containing sections, sent to a client
  section     A building block within a proposal (one of 18 types)
  snippet     A saved, reusable piece of section content
  template    A predefined proposal structure (section order and types)
  Paul        The built-in AI proposal assistant
  power mode  Direct JSON editing of section content
  subdomain   The company unique URL prefix ({company}.pro-posal.io)
  pipeline    The set of proposals in progress (draft, sent, etc.)
  sign-off    Manager approval required before a proposal can be sent
  line item   An individual priced item within a quotation section
  group       A category grouping line items in a quotation
  add-on      An optional line item the client can choose to include
  CRM         Customer Relationship Management (integrated with Current RMS)