Proposals: from a price to a paid project

Writing a proposal

Open Invoicing → Proposals and choose New proposal. Say who it is for — any email address works, and they do not need an account — then add the items: a name, an optional description, a quantity and a price each. Pick the tax rate to apply; your default rate is used if you choose none. Save it as a draft until it is right.

Sending, and sending again

Send emails your client a private link to the proposal in their own language. Nothing about it is public.

If they ask for a change, or you spot a mistake, edit it and send the updated version. Two things happen: they get a fresh email, and the link in the earlier email stops working, so nobody can accept a version you have replaced. Your edits are not visible to them until you send.

If a client loses the email, Send a new link replaces the link without changing the proposal.

When they answer

From the link your client can accept (they type their name and confirm), ask for changes (you are emailed what they asked for, and the proposal is marked Changes requested), or decline. You can withdraw a proposal they have not accepted.

An accepted proposal cannot be edited. The version they accepted is the agreement. For new work, write a new proposal.

The invoice

Accepting raises an invoice automatically, in your own number series, with your tax rate, and the client is shown a Pay invoice button straight away. The money goes to your connected payment account — see Taking payment from your clients. If the client pays some other way, record the payment on the invoice as you would for any other.

A proposal with a total of zero raises no invoice: the project starts as soon as it is accepted.

The project

The moment the invoice is paid, a project board is created for you under Boards:

• one card for each item they accepted, in In progress;
• a Messages card — its comments are the conversation with your client.

Your client's link becomes their project room. They see the status of each piece of work, can message you, and can share files with you. You reply by commenting on the Messages card, and files they share appear on it after a virus check. Move cards across the board as the work progresses and your client sees the progress. When the work is done, open the proposal and choose Mark project complete.