Send professional proposals to clients

Proposals are the client-facing version of your estimates. Instead of sending a raw spreadsheet, you send a branded document with your logo, a cover letter, pricing displayed the way you choose, and a built-in acceptance flow — all accessible to the client through a link in their browser.

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What a proposal includes

• Your company branding — logo, colors, and contact information
• Project scope and description
• Pricing — configurable to show full line items, category totals, or a single project total
• Terms and conditions
• An acceptance section where clients can approve digitally

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Creating a proposal from an estimate

The most common path is converting a completed estimate directly into a proposal.

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Customizing your proposal

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Sections

Proposals are made up of sections you can add, remove, and reorder by dragging:

• Cover page — Project name, client name, your company info, and date
• Scope of work — A written description of what’s included in the project
• Pricing — Line items or summarized totals (see options below)
• Timeline — Estimated project schedule
• Terms & conditions — Payment terms, warranties, and exclusions
• Acceptance — The digital signature or approval area

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Pricing display

Choose the level of pricing detail clients see:

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Branding

Proposals automatically pull your organization’s branding. To update it, go to Settings > Organization > Appearance and set your:

• Company logo
• Brand colors
• Contact information
• Default terms and conditions

Changes to branding apply to all future proposals and to existing ones that haven’t been sent yet.

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Proposal templates

Save a proposal layout as a template to maintain consistent output across projects:

1. Go to Proposals > Templates and click New Template
2. Configure your preferred sections, default copy, and terms
3. When creating a new proposal, select the template to apply it
4. Customize the project-specific content from there

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Sharing with clients

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Share via link

1. Open the proposal and click Share
2. Copy the unique link
3. Send it through email, text, or any other channel

Clients open the link in their browser — no account or login required.

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Export as PDF

Click Download PDF to generate a print-ready document you can attach to an email or file physically.

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Send by email

Use the Send by Email option to send the proposal directly from Contractor Co-Pilot with a customizable message. The platform logs the send event so you can track when it was delivered.

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The client portal experience

When a client opens their proposal link, they see a clean, branded document with:

• All proposal sections in a professional layout
• Your contact information for questions
• An Accept button (if enabled) to approve the proposal digitally

Clients do not need an account. The link gives them read and approve access to that specific proposal only.

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Tracking status and views

The Proposals list shows the current status of every proposal you’ve sent. When a client opens the proposal, the status updates to Viewed automatically. You can see the view count and timestamps in the proposal detail panel — useful for following up at the right moment.

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Collecting approval

When a client clicks Accept, they confirm their approval of the proposal. This:

• Updates the proposal status to Accepted
• Updates the linked estimate status to Client Approved
• Triggers a notification to your team

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Change orders

If the scope changes after a client has accepted, issue a change order rather than modifying the original proposal:

1. Open the accepted proposal
2. Click New Change Order
3. Add or remove line items to reflect the scope change
4. Share the change order link with the client for their approval

Change orders follow the same approval flow as proposals. Each approved change order adds to or adjusts the contract total and is recorded in the proposal’s history.

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Next steps