Proposal

What is it?

A proposal is a detailed quote you send a customer before doing the work — the job, the price, and your terms — which they can accept or decline online. Once a customer accepts, you can turn the proposal straight into an order or a project.

You'll find it under Proposal in the main menu.

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1. Status
2. Customer
3. Service / title
4. Expiry date
5. Signature method
6. Actions

How to

Create a proposal

1. Go to Proposal.
2. Click Create new.
3. Choose the Service and the Customer.
4. Set the Order date, Expiry date, and how long the job will take.
5. Add your price under Pricing.
6. Click Create & send to email or text it to the customer straight away, or Save as draft to finish it later.

Note: You can speed this up by searching for a saved template at the top of the form, or by creating the proposal directly from a customer's submission under Forms → Requests — either way, the form opens already filled in.

Set the price

1. Open the proposal and go to Pricing.
2. If a Swedish tax deduction applies, choose RUT or ROT under Tax deduction.
3. Click Add more items, and enter a title, quantity, price, VAT, and unit for each one.
4. If a line item qualifies for the tax deduction, mark it as housework and choose its category.
5. Add a Discount % if needed.

The totals — subtotal, tax, discount, and the tax deduction — are calculated for you and shown as the final To pay amount.

Add attachments, notes, or a checklist

• Attachments — click Upload and choose a PDF, PNG, or JPEG file, up to 5 MB.
• Notes — add free text. If you include it when sending, the customer will see it.
• Checklist — add a saved checklist, or build your own list of tasks.

Set up how the customer signs

1. Open the proposal and go to Signature.
2. Choose Type name or BankID.

Note: BankID signing must first be turned on under Settings → Proposal, and isn't available while your company is on a trial.

Add a follow-up reminder

1. Open the proposal and go to Follow-up reminder.
2. Click Set up reminder.
3. Choose whether to send it if the customer hasn't answered, or a set number of days before the expiry date.
4. Choose to send it by email, SMS, or both, and edit the message.

Note: This needs a customer with an email address or mobile number on file, and an expiry date at least 2 days away.

Send the proposal

1. Click Create & send (or Update & send on an existing proposal).
2. Choose Send email to customer, Send SMS to customer, or both.
3. Review or edit the message, and choose which sections to include — for example price, documents, notes, or your cancellation policy.
4. Optionally click Send test email to check it first.
5. Click Send.

Note: You can't send an already-expired proposal until you update its Expiry date.

Preview a proposal

Click the preview icon on the proposal to see exactly what the customer will see, without sending anything.

Copy a proposal

1. On the Proposal list, click the copy icon on a row.
2. Confirm.

A new draft proposal opens, ready for you to edit before sending.

Change the status, or turn it into an order or project

Once a proposal is marked Approved or Signed, and isn't already linked to an order or project, you can click Create order or Create project to turn it into one.

You can also change a proposal's status yourself from the status dropdown at the top of the proposal — for example if a customer confirmed by phone.

Delete proposals

1. On the Proposal list, tick the proposals you want to remove.
2. Click Delete in the bulk actions bar, and confirm.

Important: Deleting a proposal cannot be undone.

What the customer sees and can do

The customer opens the proposal from a link — they don't need to log in. The page shows your company name and logo, the job details, order date, price breakdown, your cancellation and company policy, any attachments, notes, and checklist.

• Accepting — the customer clicks Accept proposal. If Type name signing is set, they type their full name, which becomes their signature. If BankID is set, they sign using the BankID app instead, and can download a signed PDF afterwards.
• Declining — the customer clicks Decline and chooses a reason (from the reasons you've set up), or writes their own if they choose Other.
• Messages — the customer can send you a message from the same page. This isn't a live chat — they need to reopen the page to see your reply.

Note: If a proposal's link is invalid, expired, or has been removed, the customer sees a "Quote no longer available" message instead of the proposal.

Proposal templates

Save a proposal as a starting point for future ones.

1. Go to Proposal → Proposal templates.
2. Click Create new, fill in the details, and click Save.

When creating a new proposal, search for the template by name to fill in the service, price, items, and tags in one step.

What do the fields mean?

Status

Expiry date

The last date the customer can accept the proposal. After this, they can no longer respond, and you'll need to update the date before you can send it again.

Tax deduction

Whether a Swedish tax deduction applies to the whole proposal: None, RUT, or ROT. When set, individual items can be marked as housework with a specific category.

Signature method

Whether the customer confirms by typing their name, or by signing with BankID.

Tags

Internal labels to help you find and filter proposals later. The customer never sees these.

Cancellation policy / Company policy

The terms shown to the customer on the proposal. You can set default wording for both under Settings → Proposal, and adjust the text for an individual proposal if needed.

Notes

Free text about the proposal. It's included on the customer's copy only if you choose to include it when sending.

Good to know

• Proposal requires the Standard plan or higher. On a lower plan, you'll see an upgrade prompt instead of the page.
• If Proposal is missing from your menu, it may have been switched off for your company in Settings → Module settings.
• BankID signing is unavailable while your company is on a trial, and must be turned on in Settings → Proposal before you can offer it.
• Attachments are limited to 5 MB per file (PDF, PNG, or JPEG) and count against your company's storage plan.
• The message thread with a customer is not real-time — you and the customer each need to reopen the proposal to see new messages.
• Sending SMS messages for proposals must be turned on for your company before you can edit the SMS templates under Settings → SMS.