Managing proposals
Once you've sent a proposal, you can track where it stands, follow up, and handle payments, all from one place.
Proposal statuses
A proposal is always in one of these states:
| Status | What it means |
|---|---|
| Draft | You're still putting it together. Only you can see it. |
| Sent | Shared with the client and waiting for a response. |
| Accepted | The client accepted your offer. |
| Declined | The client passed. |
| Expired | The expiry date passed before the client responded. |
| Cancelled | You pulled the offer. |
Expiry happens on its own once the date you set has passed. There's no separate "viewed" status, but you can still see when a proposal was viewed.
The proposals list
Go to Proposals to see them all. To find one quickly, use:
- Search by title or client name.
- The status filter.
- The source filter: Inquiry proposals or Client proposals.
What you can do
Open any proposal to see the detail page, where your options depend on its status:
- Copy link: grab the public link to share again.
- Duplicate: make a fresh draft, named "… (Copy)", with the same line items and settings. Handy for revising a declined offer or reusing one for another client.
- Set or edit expiry: add or change the deadline.
- Create booking: start a booking from the proposal.
- Confirm payment: record a manual payment against an accepted proposal (see below).
- Request new proof of payment: ask the client to re-upload if what they sent wasn't right.
- Cancel proposal: pull the offer so the link stops working.
- Delete draft: remove a proposal you never sent.
- Edit your Internal notes anytime.
Confirming a manual payment
When a client pays you directly, record it so the proposal and invoice stay accurate. Choose Confirm payment and enter:
- Amount received
- Payment method
- Notes, if you want a reminder of the details.
Cancelling
Cancel a proposal if you need to withdraw the offer. The client's link stops working and the status changes to Cancelled.
You can't cancel a proposal once a payment has been recorded against it. To send a revised offer instead, duplicate the proposal and work from the new draft.
When a client declines
Declining tidies up everything that was attached: a linked contract is voided, an unpaid linked invoice is cancelled, and a draft questionnaire is cancelled. You don't have to undo anything by hand.