How do we create an Estimate proposal package?

Creating an Estimate Proposal Package Using Document Writer

Purpose:

To provide a detailed walkthrough for assembling and submitting a customized estimate proposal package using the Document Writer and Estimate modules in Contractor Foreman.

Overview:

Estimate proposal packages offer a professional way to present your bids to clients by surrounding the estimate with contextual information that helps build credibility and trust. Instead of focusing solely on the estimate total, this package may include a cover page, company overview, testimonials, service details, and more—all merged into a single branded document.

Step-by-Step Guide to Building a Proposal Package

1. Prepare Your Proposal Documents

Before creating the package, you need to build the individual documents that will be part of it.

Ways to Create Proposal Documents:

• Use Document Writer:
  Navigate to Document Writer > + Add Document to create new content.

• Invite the customer to type it or create their own document.
  If you already have company documents (such as an “About Us” or “Testimonials” page), you can paste that content directly into the Document Writer.

Examples of typical proposal package documents:

• Cover Page
• Company Overview
• Testimonials
• Detailed Scope of Work
• Estimate Page (auto-generated)
• Terms & Conditions or Final Notes

Each document must be:

• Published
• Assigned to the Estimate Module
  (You can do this when creating or editing the document.)

2. Configure the Proposal Document Batch

This determines the order and combination of documents that appear in the final merged proposal.

Steps:

1. Navigate to Estimate > Settings > Document Batch.

2. Click Edit to open the Document Batch Configuration window.
3. Review the list of available documents (these must be published and assigned to Estimates).
4. Check the box next to each document you want to include. These documents will move into the right-hand column.
5. Use drag-and-drop to set the correct order.
   • A line labeled “Your Estimate Will Go Here” represents where the estimate section will appear in the final package.
6. Click Save to finalize the batch configuration.

Note: This default batch will apply to all newly created Estimates.

3. Create Custom Packages for Individual Estimates

You can override the default document batch for a specific estimate if different types of jobs require unique proposals (e.g., residential vs. commercial).

Steps:

1. Open the individual Estimate.
2. Click the gear icon

3.        Under document batch, click the green Pencil icon to edit

4. Modify the included documents as needed for that specific estimate.

5. Click Save to store your custom configuration.

Taha, where is the Custom Tab?

4. Submitting the Estimate Proposal Package

Once the proposal documents are prepared and organized, submit the package to your client.

Steps:

1. Open the Estimate and click the Action dropdown.
2. Select Submit for Approval.
3. In the File Preview popup:
   • Choose the appropriate template.
   • Click Step 2: Preview Merged Document.
4. Customize the email message that will accompany the proposal.
   • Important: Do not remove the Online Approval Link from the message.
   • You may customize the text of the approval button but not the underlying link.
5. Review the merged document preview:
   • If needed, click Edit Document.
   • Edit content on the left panel, and view changes on the right panel in real time.
   • Click Save Changes when done.
6. Once finalized, click Step 3: Submit for Approval.
   • This will merge all documents and generate the final proposal package.
   • This process may take several seconds depending on document size and attachments.
7. When generation completes, click Submit Now to send to the client.

5. Resending or Downloading the Proposal

If the client requests a second copy or you need to access it later:

• Go to Document Writer > List View.
• Locate the record associated with the estimate.
• Use the action menu to either:
  • Download the PDF
  • Resend via Email

To re-submit for signature or approval:

• Open the Estimate and repeat the Submit for Approval process described above.

Summary Workflow

Document Writer > Create Documents
Estimate > Settings > Document Batch > Configure Batch
Estimate > Submit for Approval > Merge > Edit (optional) > Submit to Client
Re-access via Document Writer > List View

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