This page covers features gated by Manager-tier permissions. Managers and Admins have these by default; your administrator can adjust who has them in Settings > Team.
The proposal designer
The proposal designer is where you build out each section of your proposal — a hero introduction, venue details, a moodboard of inspiration, the itemised arrangements with pricing, and your terms and conditions. Think of it like assembling a mini website for your client: pick what to show, drop in your message and photos, and arrange the sections in the order you want.Customising sections
You have full control over what appears in your proposal and how it’s arranged:- Reorder sections by dragging them into the order you want.
- Show or hide sections — if you don’t need a moodboard for a particular event, just turn it off.
- Add your own content to any section with text, photos, or a mix of both.
Choosing a theme
Your proposal uses a theme that controls the overall look and feel — the colour palette, gradients, and typography. The default theme is Romantic Garden, but you can browse other themes and switch to one that better fits your brand or the event style. See Proposal Themes for more on saving your own theme presets.Style overrides
Even after picking a theme, you can fine-tune the details. Use style overrides to change:- Fonts — pick a heading and body font that match your brand.
- Colours — set your own accent colours, background tones, and text colours.
Proposal settings
Each proposal carries a few settings that control how your client interacts with it:- Show or hide pricing — toggle prices on or off per arrangements section if you want to walk through costs on a call first.
- Require an access code — by default, every published proposal is gated behind an auto-generated access code shared alongside the link.
- Card header style — choose between theme, solid, or gradient styling for section cards.
- Expiry date — set when sending the proposal. The default is 30 days from publish.
The expiry date protects you from price changes. Flower costs can shift between seasons, so setting an expiry means you won’t be locked into old pricing months down the line. You can always extend it if you need to.
Attaching photos
You can attach photos to individual items and to groups. Item photos show your client what a specific arrangement looks like, while group photos set the scene for a whole area (like a wide shot of a reception setup). Clients are typically more willing to accept a proposal when they can see what they’re getting.Totals, deposit, and payment details in a text section
You can pull live values from the event and quotation into any text or terms section (and into a section’s title) using variables. This is how you add a totals, deposit, and how-to-pay summary to the bottom of a proposal, instead of relying on the send email. Write a variable in double curly braces, and Digital Florists fills it in when you save the proposal. For example, a terms section containing:{{quotation.total}}, {{quotation.deposit_amount}}, {{events.bank_details}}, and {{event.balance_due}}. It’s the same {{...}} system as notification templates, but in a proposal section you type variables in by hand rather than picking them from a menu (the order and delivery variables on that list are for order notifications, not events).
- The total leaves out any hidden quote options, so the summary only ever reflects what the client sees.
- Variables are filled in when you save, not live as you type, and the value is captured at that moment. If the quotation changes afterwards, re-save the section to refresh it. This matches how publishing freezes a snapshot for the client.
- Wrap a block in
{% if variable %} ... {% endif %}to show it only when the value exists, so an empty “how to pay” block never appears.
Template autofill
You don’t have to type variables in yourself if you start from a template. Applying a proposal template fills in the variables in its section titles and content — your client’s name, the event date and venue, the quotation totals and deposit, your bank details, and the proposal link and access code. The template arrives ready to send rather than as a starting point to edit. Values are captured when the template is applied, the same way saving a section fills hand-typed variables. If the quotation changes afterwards, update those parts of the proposal before you publish.Reusing a setup for similar events
If you quote similar events often, you don’t have to start from scratch. The two reusable parts of a proposal are saved separately. Save the pricing and arrangements as a quotation template, and save the look as a theme preset. For your next similar event, load the quotation template to bring in the items and pricing, then apply your theme preset and design around it.Publishing and snapshots
When you publish a proposal, Digital Florists takes a snapshot of all the quotation data at that moment — prices, items, quantities, photos, everything. This frozen version is what your client sees. If you make changes while the proposal is published but not accepted or signed, those changes won’t show up in the sent proposal. Your client keeps seeing the published version until you choose Republish, which creates a new snapshot with the latest data. Once the client accepts or signs, that snapshot becomes a permanent record. You can’t republish or unpublish an accepted or signed proposal. Later quotation changes still update the event, but they don’t alter the proposal the client accepted. This means you can safely tweak and adjust your quotation behind the scenes without worrying about your client seeing half-finished changes.Common questions
Can I send more than one proposal for the same event?
Can I send more than one proposal for the same event?
Yes. You might send an initial proposal and then a revised version after a consultation. The client portal shows the latest published version, so your client won’t get confused by outdated quotes.
What happens when my client accepts?
What happens when my client accepts?
The proposal status changes to Accepted and the acceptance is recorded in the proposal’s Viewing & Activity log — including the client’s name, email, IP address, and timestamp. You’ll get an email notification straight away. The accepted snapshot is then frozen and can’t be republished or unpublished. To reserve hire stock and progress the booking, move the event to Quote Accepted in the event lifecycle yourself.
Do I need to republish if I change something?
Do I need to republish if I change something?
If the proposal is still published and hasn’t been accepted or signed, republish when you’re ready to share the latest prices, items, or photos. An accepted or signed proposal is a permanent record, so you can’t republish or unpublish it. Record later changes on the event and contact the client separately.
Can I include discounts?
Can I include discounts?
Yes. You can adjust individual item prices, or add a discount adjustment to the quotation. The total updates automatically so your client sees the final amount. See Adjustments for the details.
What’s next?
Sending Proposals
Send your proposal to clients by email, SMS, or share the portal link.
Client Portal
See what your client experiences when they open their proposal.
Quotation Builder
Build itemised quotes with recipe-based pricing.
Recipes
Create recipes to accurately cost your flower arrangements.