Sending by email
Email is the most common way to share a proposal. When you send by email:- Pick your recipients from the contacts already saved on the event.
- Add extra email addresses if someone else needs a copy — just type them in.
- Hit send — each recipient gets an email with a link to the Client Portal where they can view the full proposal.
Sending by SMS
Some clients prefer a text message, especially if they’re on the go. When you send by SMS:- Pick phone numbers from the event contacts.
- Add extra numbers if needed.
- Hit send — the client receives a short text message with a link straight to their Client Portal.
What happens when you send
A few things happen behind the scenes as soon as you send a proposal:- The event status changes to “Quote Sent” so you can see at a glance which proposals are out with clients.
- An entry is added to the proposal timeline recording exactly when the proposal was sent and who it went to.
- Any automations you’ve set up will fire. For example, you could have an automation that creates a follow-up task three days after the status changes to “Quote Sent”.
Previewing before you send
Before sending, it’s always a good idea to check what your client will see.Use the Preview option to open your proposal exactly as it appears in the Client Portal. This lets you spot any missing photos, typos, or pricing errors before your client sees them.
Downloading as a PDF
Not every client wants to view things online. You can generate a high-quality A4 PDF of the proposal at any time.- Download it yourself and attach it to an email or print it for a consultation.
- Your client can also download the PDF directly from their Client Portal.
Resending a proposal
Made changes after you already sent the proposal? No problem — you can resend at any time. Your client always sees the latest version in their Client Portal, but resending gives them a fresh notification so they know something has been updated.Setting an expiry date
Every proposal has an expiry date to encourage your client to make a decision. The default is 30 days, but you can change it to whatever suits your business. Once a proposal expires, your client can no longer accept it through the portal. This protects you from price changes and makes sure bookings don’t sit in limbo forever.The activity log on each proposal shows you when a client opens and views the proposal. If they’ve looked at it but haven’t responded, that’s a good sign it’s time to follow up.
Common questions
Can I send a proposal to someone who isn't a contact on the event?
Can I send a proposal to someone who isn't a contact on the event?
Yes. When sending by email or SMS, you can type in any email address or phone number. You don’t have to add them as an event contact first.
What if I need to change the proposal after sending it?
What if I need to change the proposal after sending it?
Just make your changes and resend. The Client Portal always shows the latest version, and your client will get a new notification letting them know the proposal has been updated.
Does my client need an account to view the proposal?
Does my client need an account to view the proposal?
No. The link in the email or text message takes them straight to the Client Portal. They don’t need to create an account or log in.
Can I see if the client has opened the proposal?
Can I see if the client has opened the proposal?
Yes. The activity log on the proposal shows you when the client viewed it, so you know whether to follow up or give them more time.
What’s next?
Proposals
Learn how to build and structure your proposals.
Client Portal
See what your client experiences when they open the link.
Event Lifecycle
Understand how events move from draft to completed.
Automations
Set up rules to send follow-ups and reminders automatically.