Take Your Proposal Anywhere, in Any Format
Sometimes you need the proposal in your hands—not just in a browser. QuickEstimate lets you export any approved proposal as a high-quality PDF in seconds, giving you a print-ready, shareable file that looks exactly as polished as the digital version.
Whether you're attaching it to your own email, printing copies for a client meeting, or filing it for your records, the downloaded PDF carries your full branding, layout, and cost detail—no formatting lost, no design compromised.
Step-by-Step: Downloading Your Proposal as a PDF
Follow these four steps to export a client-ready PDF from any approved proposal. The whole process takes under a minute and works on any device.
Open the Proposal You Want to Export
PDF export is available on any proposal that has been approved. Draft proposals cannot be exported until they are finalised, ensuring you never accidentally share incomplete figures.
- Go to the Proposals section from your main dashboard
- Find the proposal you want to download and click to open it
- Confirm the proposal status is "Approved" — drafts must be finalised first
- If the proposal is still in draft, complete the preview and approval step before proceeding
All approved proposals are stored in your account and can be re-downloaded at any time—there's no limit on how many times you can export the same proposal.
Choose Your PDF Export Settings
Before downloading, QuickEstimate lets you configure exactly what appears in the exported PDF. These settings let you tailor the document for different audiences or purposes.
- Select Detailed View (full line items) or Summary View (category totals only)
- Choose whether to include the cover page, terms and conditions, and payment schedule
- Toggle the profit margin percentage on or off—hide it for client copies, show it for internal records
- Select paper size: A4 (default) or Letter, depending on your region and printing needs
- Choose portrait or landscape orientation for wide cost tables if needed
Your last-used export settings are remembered, so repeat exports for similar proposals require no reconfiguration.
Preview the PDF Before Downloading
Always preview the PDF render before saving the file. The preview shows you exactly how each page will look when printed or opened in a PDF viewer—catching any layout issues before the file leaves your hands.
- Click "Preview PDF" to open a full-page render of the export
- Scroll through every page—cover, cost summary, terms, and signature section
- Check that figures, client name, project title, and dates are all correct
- Verify your logo and brand colours render cleanly at print resolution
- If anything looks wrong, close the preview, edit the proposal, and re-approve before downloading
Download and Use Your PDF
Once you're satisfied with the preview, download the file. QuickEstimate generates a high-resolution, print-quality PDF that's ready to use immediately.
- Click "Download PDF" — the file saves to your device's default downloads folder
- The file is named automatically using the proposal reference and client name (e.g. QE-2026-047-Johnson-Kitchen-Renovation.pdf)
- Attach it to your own email via Gmail, Outlook, or any email client
- Print directly from your PDF viewer for in-person meetings or physical handovers
- Save to cloud storage (Google Drive, Dropbox, OneDrive) to share via a folder link
The downloaded PDF is a static snapshot of the proposal at the time of export. If you later update and re-approve the proposal, download a fresh copy to ensure the file reflects the latest version.
What's Included in the Downloaded PDF
Every PDF exported from QuickEstimate is a complete, print-ready document containing:
- Branded cover page with your logo, business name, and client project details
- Full cost breakdown—materials, labour, and equipment—at the level of detail you selected
- Project scope description and timeline if included in the proposal
- Payment schedule, deposit requirements, and milestone structure
- Terms and conditions, formatted cleanly across pages
- Signature and acceptance section at the end of the document
- Your contact details and a professional footer on every page
The PDF is generated at high resolution and is optimised for both screen viewing and physical printing up to A3 size.
Pro Tips for Getting the Most from PDF Exports
A downloaded PDF is as versatile as it is professional. These strategies help you use it to maximum effect across every client situation.
Print Double-Sided for Meetings
A printed, double-sided proposal in a folder makes a strong impression at in-person client meetings—it signals professionalism and preparation before you've said a word.
Keep an Internal Copy with Margins
Export a second version with the profit margin visible and save it to your internal records folder. Your client copy stays clean while your business data is preserved.
Attach to Your Own Email Client
If you prefer sending from Gmail or Outlook rather than QuickEstimate directly, download the PDF and attach it manually—you get full control over your own sent folder and email thread.
Save to Cloud Storage
Upload exported PDFs to a shared Google Drive or Dropbox folder organised by client. This gives your team instant access to every proposal without logging into QuickEstimate.
Use A4 for Email, Letter for US Clients
Match the paper size to your client's region. A4 is standard in the UK, Australia, and Europe; Letter is standard in the US. The right size prevents awkward margins when clients print.
Re-download After Any Revision
If you revise and re-approve a proposal, always re-download the PDF before sending. The previous file will not update automatically—only freshly exported files reflect the latest content.
Frequently Asked Questions
No. PDF export is only available once a proposal has been approved. This ensures that no incomplete or unreviewed document can be accidentally shared with a client. Complete the preview and approval step first, then download your PDF.
Yes. QuickEstimate renders the PDF from the same layout engine as the online version, so branding, fonts, colours, and structure are identical. The only difference is that interactive elements like the e-signature field appear as a static signature block in the printed document.
Yes. The PDF download works on any device with a browser, including smartphones and tablets. The file saves to your device's downloads folder or cloud storage, depending on your mobile settings. You can then share it directly from your phone via email or messaging apps.
No. You can download the same proposal as many times as you need, and there is no cap on total PDF exports across your account. Each download generates a fresh, up-to-date file based on the current approved version of the proposal.
QuickEstimate does not apply password protection to exported PDFs by default. If you need to password-protect the file before sending, you can do so using any PDF editor such as Adobe Acrobat, Preview on Mac, or a free online PDF tool after downloading.
Want to Send the Proposal Directly Instead?
Learn how to email your proposal from QuickEstimate and track when your client opens it.