> ## Documentation Index
> Fetch the complete documentation index at: https://docs.contractor-co-pilot.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Send professional proposals to clients
> Convert estimates into branded proposals with your logo, cover letter, and terms. Share via link, track client views, and collect digital approval in one place.
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.
## 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
## Creating a proposal from an estimate
The most common path is converting a completed estimate directly into a proposal.
Navigate to **Estimating > Estimates** and open the estimate you want to convert. It can be in **Draft** or **Sent** status.
Click **Convert to Proposal**, or open the **...** menu and select the same option. The proposal auto-populates with the estimate's line items and totals.
Add, remove, or reorder sections to match the scope of the project. At minimum, review the cover page, scope of work, pricing, and terms sections.
Choose how pricing appears to your client — detailed line items, category summaries, or total only. See the [pricing display options](#pricing-display) below.
Click **Save**, then **Share** to generate the client link. Copy and send it however you prefer — email, text, or your CRM.
You can also create a proposal from scratch by going to **Proposals** in the sidebar and clicking **New Proposal**. This is useful when you're not starting from an estimate.
## Customizing your proposal
### 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
### Pricing display
Choose the level of pricing detail clients see:
| Option | What the client sees |
| -------------- | --------------------------------------------------- |
| **Detailed** | Every line item with quantity, unit cost, and total |
| **Summarized** | Category totals only (e.g., "Framing: \$12,400") |
| **Total only** | Just the final project total |
Many contractors use **Summarized** for competitive bids — it shows the client a professional breakdown without exposing individual unit costs.
### 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.
## 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
## Sharing with clients
### 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.
### Export as PDF
Click **Download PDF** to generate a print-ready document you can attach to an email or file physically.
### 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.
## 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.
## Tracking status and views
The **Proposals** list shows the current status of every proposal you've sent.
| Status | Meaning |
| ------------ | ------------------------------------- |
| **Draft** | Not yet shared with the client |
| **Sent** | Shared with client, awaiting response |
| **Viewed** | Client has opened the proposal link |
| **Accepted** | Client approved the proposal |
| **Declined** | Client declined |
| **Expired** | Past the proposal validity date |
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.
## 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
E-signature collection requires that the **Acceptance** section is included in the proposal and that the acceptance option is enabled in the proposal settings.
## 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.
## Next steps
Track all open proposals and estimates across your sales funnel.
Build the estimate that becomes your proposal.