Sending Proposals

How to send proposals, track views, and manage responses.

Three send modes

When your proposal is ready, click Send in the editor toolbar. You have three options:

Email

Enter the client's email address, set an optional password and expiry date, and send directly. The email is delivered via Resend.

Copy link

Generates a unique URL and marks the proposal as sent. Share the link however you prefer: email, WhatsApp, Slack, or anywhere else.

Download PDF & mark as sent

Marks the proposal as sent and downloads a PDF copy. Useful if you want to attach the PDF to your own email, save it for your records, or send it through a system that doesn't accept links.

After sending, the proposal URL is displayed and you can copy it at any time from the editor toolbar.

Downloading the PDF separately

If you just want a PDF copy without sending the proposal, click the PDF (beta) button in the editor top bar. This works on any proposal status, including drafts, so you can preview the printed output before going live.

The PDF is labelled (beta) while the print design is still being refined. The label will be removed once the design is finalised.

Password protection and expiry

With any of the three send modes, you can optionally set a password that clients must enter before viewing the proposal. You can also set an expiry date, after which the proposal link will no longer be accessible.

Set an expiry date to create urgency. Clients are more likely to respond when they know the proposal will not be available indefinitely.

Re-sending and revisions

You can re-send a proposal at any time without creating a revision. This is useful if the client has lost the original email.

When you edit a sent proposal, click Publish Update in the editor toolbar to create a revision snapshot. You can optionally notify the client by email that a new version is available.

Tracking

Once a proposal is sent, you can track client engagement:

View count: shown in the editor top bar and the library
Last viewed: the date and time the client last opened the proposal

Notifications

You receive email notifications when a client:

Accepts the proposal (with a name and drawn signature)
Declines the proposal (with optional feedback)
Leaves feedback via the proposal feedback form

The client experience

Clients see the proposal on your branded subdomain (yourcompany.pro-posal.io). They can scroll through all sections, then choose to accept (by entering their name and drawing a signature) or decline (with an optional feedback message).

Sign-off workflow (Team plan)

On the Team plan, managers can require that proposals are reviewed and approved before they can be sent. This is configurable per proposal or per user, giving you control over quality and consistency.

Sign-off is a Team plan feature. On the Solo plan, any proposal can be sent immediately without manager approval.