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Once your estimate is complete, Contractor Co-Pilot can turn it into a polished, client-ready proposal without manual copy-paste. This workflow covers every step from approving your numbers through sending the proposal and handling the client’s response.

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Prerequisites

Before you begin, confirm you have:
  • A saved estimate with all line items and pricing finalized
  • Your logo and brand colors configured under Settings → Organization → Appearance
  • Optionally, a proposal template set up under Settings → Organization → Templates
1

Review and finalize your estimate

Open your estimate from Estimating → Estimates and do a final check before converting it.
  • Confirm every line item has an accurate description, quantity, and unit cost
  • Verify the cost profile (markup) is applied correctly
  • Check that the total aligns with what you quoted verbally
Run the estimate past a second set of eyes if the project is large. Errors are easier to fix before the client sees a proposal number.
2

Create the proposal

  1. Open the estimate and click the … overflow menu, then select Convert to Proposal — or use the Convert to Proposal button if it appears directly on the estimate.
  2. Choose a proposal template from the list, or select Blank to start from scratch.
  3. The proposal opens pre-filled with your estimate data: line items, totals, client name, and project details.
Proposal templates let you save a standard cover letter, payment terms, and branding so you’re not rebuilding them each time. Set yours up under Settings → Organization → Templates.
3

Customize the scope of work

The Scope of Work section is your chance to describe the project in plain language for the client.
  • Write a clear summary of what’s included — and explicitly note what’s excluded to prevent scope creep
  • Reference the client’s specific situation (property address, project goals, timeline constraints)
  • Keep it concise: one to three paragraphs is usually enough
Clients who feel their project was understood are more likely to sign. A few specific details go a long way.
4

Choose how to display pricing

Under Pricing Display, select the format that fits this client and project:You can also add an estimated project timeline — start date, key milestones, and expected completion — which appears below the pricing section.
5

Set your terms and conditions

Under Terms & Conditions, add or confirm your standard language:
  • Payment schedule — for example, 50% deposit, 25% at rough-in, 25% at completion
  • Warranty — what you stand behind and for how long
  • Change order policy — how scope additions will be priced and approved
  • Insurance and licensing — your license numbers and coverage details
If you started from a template, these may already be filled in. Review them to make sure they’re accurate for this specific project.
6

Add branding and preview

Your logo, colors, and contact info are pulled automatically from Settings → Organization → Appearance. To confirm everything looks right:
  1. Click Preview to see the proposal exactly as the client will see it
  2. Check that your logo appears correctly and the layout looks professional
  3. Proofread the scope, pricing, and terms one final time
The preview reflects your saved branding. If your logo is missing or colors look wrong, update them in Settings → Organization → Appearance and refresh the preview.
7

Send the proposal to your client

When the proposal is ready:
  1. Click Share to generate a secure client link
  2. Copy the link and paste it into your own email, or use the built-in Send via Email option to send directly from Contractor Co-Pilot
  3. The client receives a link to a branded, read-only proposal page — no account required on their end
If your client prefers a PDF, click Download PDF before sending. The PDF and the portal link show identical content.
8

Track client activity

After sending, monitor the proposal’s status in Sales → Proposals:
  • Sent — delivered to the client
  • Viewed — the client has opened the proposal link
  • Accepted — the client has approved
  • Declined — the client has rejected or countered
You’ll receive an in-app notification (and optionally an email) when the client views or responds to the proposal.
If the status stays Sent after a few days, that typically means the client hasn’t opened the link yet. The Viewed status confirms they’ve seen it — a useful data point before you follow up.
9

Handle approval or negotiation

If the client accepts: you’re ready to convert the proposal into an active project. See Convert an approved proposal into an active project.If the client wants changes: open the proposal, edit the scope, pricing display, or terms as needed, and click Resend to notify the client that an updated version is available.If the client declines: mark the proposal as Declined and make a note of the reason. This keeps your pipeline data accurate for future reference.

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What’s next

Convert an approved proposal into an active project

Once your client says yes, set up the project, confirm the budget, and get your field team rolling.

Proposals reference

Full documentation for the proposals module — templates, statuses, settings, and more.
Last modified on May 5, 2026