Creating and Sending Proposals

Our CRM has a built-in Proposals module which we use to generate our service proposals/quotes for leads. This is a powerful feature because it lets you create good-looking proposals (with our branding, images, etc.) and track client interaction with them, all in one place​

. Here’s how to use it effectively:

• Proposal templates: We’ve set up a couple of proposal templates in our CRM that you can use as a starting point (e.g., a template for a standard office plant service proposal). You can find these under Sales -> Proposals -> Proposal Templates. It’s basically a saved format with our logo, some default text, and pricing tables. Choose the one that fits your lead (or create a new one if it’s a very custom project).

• Creating a new proposal: Go to Sales -> Proposals -> New Proposal. Select either a lead or an existing customer to tie it to (if your lead is still not converted, you can still create a proposal for the lead). Fill in the proposal details:

  • Subject/title (e.g. “Interior Plant Design Proposal for Acme Tech”).

  • Proposal date and expiration (maybe set expiration 30 days out, to encourage prompt decision).

  • Content: This is where you write the scope, benefits, and pricing. Our editor is rich-text, meaning you can format text, add bullet points, even insert images or YouTube videos.

    
    . Make it visually appealing – perhaps include a couple of images of beautiful offices with plants (we have some in our image library or use placeholder images if needed to convey ideas). You can include tables for pricing packages.

  • Pricing section: You can insert pre-defined items (we might have item codes for “Monthly Plant Maintenance Service” or “Initial Design and Installation Fee”). Or you can write a custom line item. Ensure the math is clear – our CRM can calculate totals, taxes, etc., if you use the item/quantity fields.

  • Terms: We usually include a short terms and conditions blurb (like cancellation policy, what maintenance includes, etc.). The template likely has this pre-filled. Tweak if needed.

• Preview and send: Once your proposal content looks good, save and preview it. our CRM lets you see it as the client would (often a nicely formatted PDF-like view). Double-check everything (client name, prices, spelling). Then you can send it directly via our CRM: there’s an option to email the proposal to the client’s email. our CRM will use a template email (you can customize the wording in the email body before sending). It will also include a link for the client to view the proposal online without needing to log in

• Client viewing and approval: When the client clicks the link, they’ll see the proposal in their browser. They can accept or decline right there and even leave comments​

  
  You (as the proposal creator) will get a notification in our CRM if they take any action – accepted, declined, or commented​
  . This is super handy – no more “I wonder if they saw the proposal?” our CRM has you covered.

• Discussion and edits: Sometimes a client has feedback: maybe they want to change the scope or have a question. They might comment in our CRM or just email you back. Either way, you can edit the existing proposal in our CRM and send an updated version (our CRM keeps versions/history). Or if it’s a big change, mark the first one declined and create a new one – up to you. Use the comments section to address minor questions. The key is to keep the dialogue going. our CRM notifications ensure we capture their responses.

• Getting to “Yes”: When a client clicks Accept on the proposal, our CRM can automatically mark it as accepted. At this point, you should reach out and congratulate them, and then convert that lead to a customer (if not already) and start the onboarding. our CRM doesn’t automatically convert leads upon proposal acceptance (that’s manual). Internally, we also may want a signed agreement. our CRM proposal acceptance is usually sufficient as approval, but for bigger contracts we might use the Contracts module or simply treat the accepted proposal as the contract. (our CRM can generate a PDF of the accepted proposal – which you can have them sign physically if needed, or just keep on record.)

• Converting proposal to invoice: our CRM can’t directly turn a proposal into an invoice (it’s not like an Estimate which can convert to Invoice). But you can quickly create an invoice or project for the new client using the info. Often, after a proposal is accepted, the next step is to invoice any upfront fee. So you’d go to Invoices (covered in the next section) and make one for, say, the installation cost or first month’s payment.

Tips for Great Proposals:

• Use visuals: Don’t be shy to throw in a photo of an example plant design similar to what you’re proposing. A picture can sell an idea better than paragraphs. our CRM proposal editor lets you embed images easily.

• Client-specific customization: Always tailor the content to their space and needs (and refer to things they told you). our CRM doesn’t know that context by itself, so it’s on you to customize the template text. E.g., “As discussed, this proposal includes 3 large floor plants for your reception area and a rotating selection of desk plants for 10 workstations.” This shows it’s not a generic quote.

• Clarity in pricing: Make sure it’s clear what is one-time (e.g., design & installation fee) vs. recurring (monthly maintenance). You can write something like “Monthly Service (billed every 1st of the month) – $X” in the proposal. That will set the stage for when we set up subscriptions/invoices.

• Next steps in proposal: Include a line like “To accept this proposal, simply click the ‘Accept’ button. We’ll then reach out to schedule a site visit and get the greenery rolling!” This guides the client on what to do. our CRM accept button is intuitive, but a personal touch helps.

• Expiry and follow-up: If a proposal is sitting “Sent” but not decided on, our CRM will show it in the proposals list. You should follow up (using the earlier follow-up tips). You can even send a reminder through our CRM or just email/call outside but note it in our CRM. The expiration date on the proposal can be a good reason to ping them (“Just a reminder, the proposal for the lobby plant design is valid through end of this month. Let me know if you have questions – I’d hate for you to miss the window for our current pricing.”).

By using our CRM to send proposals, you keep everything centralized and professional. Clients often comment on how easy and modern the proposal system is (compared to old-school PDFs back-and-forth). It leaves a good impression of our efficiency.