> ## 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.

# Turn a winning estimate into a client proposal

> Go from a finished estimate to a branded, shareable client proposal in minutes — then track when your client views it and handle their response.

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.

## 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**

<Steps>
  <Step title="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

    <Tip>
      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.
    </Tip>
  </Step>

  <Step title="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.

    <Note>
      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**.
    </Note>
  </Step>

  <Step title="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

    <Tip>
      Clients who feel their project was understood are more likely to sign. A few specific details go a long way.
    </Tip>
  </Step>

  <Step title="Choose how to display pricing">
    Under **Pricing Display**, select the format that fits this client and project:

    | Option | What the client sees | Best for |
    | - | - | - |
    | **Detailed** | Every line item with quantities and unit costs | Clients who want full transparency |
    | **By Category** | Subtotals grouped by trade or category | Most commercial and residential work |
    | **Total Only** | A single project price | Fixed-price bids or competitive situations |

    You can also add an estimated **project timeline** — start date, key milestones, and expected completion — which appears below the pricing section.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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

    <Note>
      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.
    </Note>
  </Step>

  <Step title="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

    <Tip>
      If your client prefers a PDF, click **Download PDF** before sending. The PDF and the portal link show identical content.
    </Tip>
  </Step>

  <Step title="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.

    <Info>
      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.
    </Info>
  </Step>

  <Step title="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](/workflows/proposal-to-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.
  </Step>
</Steps>

## What's next

<CardGroup cols={2}>
  <Card title="Convert an approved proposal into an active project" href="/workflows/proposal-to-project">
    Once your client says yes, set up the project, confirm the budget, and get your field team rolling.
  </Card>

  <Card title="Proposals reference" href="/sales/proposals">
    Full documentation for the proposals module — templates, statuses, settings, and more.
  </Card>
</CardGroup>


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