How do we create an Estimate proposal package?

The Document Writer can be used to create really awesome estimate proposal packets.  Unlike the Cover Page option within the Estimate, the Document Writer allows you to create many individual pages that surround your Estimate.  An example may be having a page to represent; Cover, About, History, Testimonies, the Estimate, Last Page.  Instead of giving your client a document where their eyes are immediately drawn to the total amount, a proposal package helps build their confidence in your company and the quality of work you have provided to others and will provide to them.

See KB “Video: Creating Proposals with the Document Writer”

1. The first step in creating a proposal package is to create the documents that will make it up. These can be copied into the Document Writer, created there, or you can use.
2. Once the documents have been created, the next step is to decide which documents will make up the proposal. To do this, go the Estimate > Settings > Document Batch and click Edit.
3. At this point you will see a list of all documents from the Document Writer that are Published and associated with the Estimate module. If a record is not appearing, make sure it has the correct assignment.
4. Clicking the box beside the document name will move it to the right column.
5. You can drag and drop the items and put them into the proper order.
6. The line “Your Estimate Will Go Here” represents where you estimate will appear within the batch.
7. Once completed, click Save.

The changes that you just made will now be the default for all new Estimates that are created.  But supposed you want to have different proposal packets for different types of jobs (such as residential vs commercial, kitchen vs bath, additions vs remodels).  We make that possible.

Creating Custom Packages per Estimate

To customize the proposal package per Estimate, click on the Custom tab and scroll down to the Document Batch section.  While in Edit mode you will see the different documents available to the Estimate module.  Change out the documents to meet the needs of the estimate you will be submitting.

Submitting the Proposal

Now that the documents are selected that will make up the proposal package, the next step is to submit it to the client following the steps below.

1. Click the Action dropdown within the Estimate and select Submit for Approval.
2. In the File Preview popup, select the template you want to use.
3. Once selected, click step 2 “Preview Merged Document”
4. On the left side of the screen, customize the email that will be sent with the proposal. Do not remove the Online approval link.  The text within the button can be changed, but do not modify the link.
5. On the right side of the screen, review the merged document. If there are any changes that need to be made or any values that need to be inserted manually (such as a payment plan), click Edit Document.
   1. If you are editing the document, make changes to the document within the left column and in the right column you will see the refreshed changes. Once done, click Save Changes.
6. Once the document has been confirmed as being completed, click step 3 to Submit for Approval.
7. During this step the individual pages are being created into a single document. Depending on the amount of images and text included, this step may take a few seconds.
8. Once the document has been generated, click Submit Now to send it to the client.

If the client asks you to resend it or you need to download the PDF, you can do so by going to the Document Writer and clicking on the record in the List View.

If the document needs to be Submitted again to the client for signature and online approval, you can follow the same steps above.