Sending Proposals
Once you've built your proposal with line items and pricing, it's time to send it to your customer for review and approval. DrillerDB makes this process simple and trackable.
Quick Start: Send a Proposal in 4 Steps
- Open the project and go to the Proposal tab
- Click Send Proposal
- Verify customer email and customize message
- Click Send to deliver
Step-by-Step: Sending a Proposal
Step 1: Open the Proposal
- Navigate to Projects in the sidebar
- Click the project you want to send
- Select the Proposal tab
- Verify all line items and pricing are correct
Always review line items before sending. You can't modify a proposal after the customer views it without voiding and resending.
Step 2: Preview Before Sending
- Click Preview Proposal to see what your customer will see
- Check that your company branding displays correctly
- Verify line items, quantities, and totals are accurate
- Confirm terms and conditions are correct
- Close preview when satisfied
The preview shows exactly what customers see, including:
- Company logo and contact information
- Complete line item breakdown
- Totals with tax and deposits
- Terms and conditions
- Digital signature section
Step 3: Open the Send Dialog
- Click Send Proposal button
- System automatically fills customer email from project record
- Review the email address for accuracy
Step 4: Customize Your Message
Using Default Template:
- The default message template auto-populates
- Edit as needed for this specific customer
- Templates are configured in Settings > Projects & Proposals
Writing a Custom Message:
- Clear the default text
- Write your personalized message
- Include any special instructions or timeline details
| Message Element | Best Practice |
|---|---|
| Greeting | Use customer's name |
| Summary | Brief project description |
| Call-to-Action | Clear instruction to review and approve |
| Contact Info | Your phone/email for questions |
Step 5: Send the Proposal
- Click Send
- Wait for confirmation message
- The proposal status changes to "Sent"
- Customer receives email within minutes
Tracking Engagement
DrillerDB tracks customer interaction with your proposal automatically.
What's Tracked
| Event | Notification | Where to View |
|---|---|---|
| Email Opened | In-app alert | Project Activity tab |
| Proposal Viewed | In-app alert | Project Activity tab |
| Links Clicked | Logged | Project Activity tab |
| Time Spent | Logged | Analytics |
Checking Engagement Status
- Open the project
- View the Proposal tab header for quick status
- Click Activity tab for detailed tracking
- See when customer last viewed the proposal
If a customer opens but doesn't approve within 48 hours, consider a follow-up call.
Resending Proposals
When to Resend
- Customer hasn't responded after several days
- Customer lost the email
- Additional decision-makers need the link
- Customer requests a fresh copy
How to Resend
- Open the project
- Go to the Proposal tab
- Click Resend Proposal
- Add a note explaining the resend (optional)
- Click Send
Each resend creates a separate tracking record in the activity history.
Email Templates
Setting Up Default Templates
- Go to Settings > Projects & Proposals
- Find Proposal Email Templates
- Create or edit your default message
- Include placeholders for customer name and project details
- Save template
Template Best Practices
Effective templates include:
- Professional greeting
- Brief project summary
- Clear call-to-action
- Timeline expectations
- Contact information for questions
Avoid:
- Overly long messages
- Technical jargon
- Multiple competing calls-to-action
Customer Portal Access
What Customers See
When customers click the proposal link, they access:
- Clean, professional layout with your branding
- Line item details with descriptions and pricing
- Total cost including deposits and taxes
- Terms and conditions to review
- Digital signature field to approve
Mobile-Friendly Design
The customer portal automatically adjusts for:
- Desktop computers
- Tablets
- Mobile phones
Customers can review and approve from any device.
Managing Sent Proposals
Viewing Send History
- Open the project
- Go to Proposal tab
- See Send History section showing:
- Date sent
- Recipient email
- Current status (Pending, Viewed, Approved)
Proposal Statuses
| Status | Meaning | Next Action |
|---|---|---|
| Draft | Not yet sent | Complete and send |
| Sent | Awaiting customer action | Monitor engagement |
| Viewed | Customer opened proposal | Follow up if needed |
| Approved | Customer signed | Convert to Open Job |
| Voided | Cancelled | Send revised version |
Troubleshooting
Customer didn't receive the email?
- Verify email address is correct
- Check customer's spam/junk folder
- Resend the proposal
- Try an alternate email address
Proposal showing wrong information?
- Void the current proposal
- Make corrections on the Proposal tab
- Send a new version with explanation
Can't click Send button?
- Ensure all required fields are complete
- Check that at least one line item exists
- Verify customer email is entered
Email bounced?
- Contact customer for correct email
- Update email in customer record
- Resend proposal
Related Topics
- Proposals & Line Items - Build your proposal
- Approval Workflow - Customer approval process
- Project Statuses - Status workflow
- Customer Portal - Portal features