Work Smarter, Not Harder
When you win a job using a particular proposal structure, you shouldn't have to rebuild it from scratch for the next similar project. QuickEstimate's duplicate feature copies an entire proposal—branding, line items, terms, and layout—so you can adapt it for a new client in minutes rather than hours.
And as your proposal list grows, archiving keeps your active workspace clean. Archived proposals are never deleted—they're safely stored and fully searchable whenever you need to reference them again.
Duplicating a Proposal
Follow these steps to copy an existing proposal and customise it for a new project or client. Duplication works on any proposal regardless of its current status.
Find the Proposal You Want to Copy
You can duplicate any proposal in your account—whether it's active, accepted, declined, or already archived. Start by locating it in your dashboard.
- Go to your QuickEstimate dashboard and click Proposals in the left navigation
- Use the search bar or filters to locate the proposal by client name, project title, or reference number
- You can duplicate from the proposal list view or from inside the proposal's detail page
- Archived proposals can also be duplicated—use the Archived filter tab to find them
Select Duplicate from the Actions Menu
The duplicate option is available from the proposal's action menu—no need to open the full document first.
- Hover over the proposal in the list and click the ⋯ Actions button on the right
- Select "Duplicate Proposal" from the dropdown menu
- Alternatively, open the proposal and click "Duplicate" from the top action bar
- A confirmation prompt will appear—click "Create Copy" to proceed
The duplicate is created instantly as a new draft. The original proposal is completely untouched—all its history, status, and client data remain intact.
Choose What to Copy Across
Before the duplicate is created, QuickEstimate lets you select exactly which elements carry over to the new proposal.
- Line items and cost breakdown — all materials, labour, and equipment entries
- Branding and layout — logo, colours, cover style, and header content
- Terms and conditions — your standard or custom T&Cs
- Payment schedule — deposit percentage, milestone structure, and final payment terms
- Scope notes and project description — editable text sections from the original
- Uncheck any element you don't want to carry across—client details are always reset to blank
Update the New Proposal for Your New Client
Once the duplicate is created, it opens as an editable draft. Update the relevant details before sending.
- Enter the new client's name, email address, and project address
- Update the project title and proposal reference if needed
- Revise any line items, quantities, or costs that differ from the original job
- Adjust the validity period and issue date to reflect today
- Edit the cover message to personalise it for the new client
The duplicated proposal gets a new reference number automatically. All version history starts fresh—there is no link to the original proposal's history or client activity.
Archiving a Proposal
Archiving moves completed, declined, or outdated proposals out of your active list without permanently deleting them. Your workspace stays tidy while your full records stay safe.
Archive a Proposal You No Longer Need Active
Any proposal can be archived at any time—whether it was accepted, declined, expired, or simply no longer relevant to your current workload.
- Hover over the proposal in your list and click the ⋯ Actions button
- Select "Archive Proposal" from the dropdown
- Confirm the action in the prompt—the proposal moves to your Archived tab immediately
- Archiving is non-destructive: all data, version history, and client activity are fully preserved
- Your active proposals list updates instantly, removing the clutter
You can archive proposals in bulk—select multiple proposals using the checkboxes in list view, then choose "Archive Selected" from the bulk actions menu.
Retrieve or Restore an Archived Proposal
Archived proposals are never permanently removed. You can access, view, duplicate, or restore them to your active list at any time.
- Click the Archived tab at the top of your Proposals page to view all archived proposals
- Search and filter work exactly as in the active list—find any proposal by client, date, or reference
- Click "Unarchive" from the actions menu to restore a proposal to your active list
- Click "Duplicate" to create a new working copy without unarchiving the original
- Click "View PDF" to open or download any archived version without restoring it
Archived proposals count towards your account's storage but not towards any active proposal limits on your plan.
Duplicate vs. Archive — When to Use Each
Both features help you manage proposals efficiently, but they serve different purposes:
- Duplicate when you want to reuse a successful proposal structure for a new client or similar project
- Duplicate when a client asks for a revised version and you want to preserve the original as-sent
- Archive when a proposal is accepted and the job is underway—you don't need it in your active list
- Archive when a proposal was declined or expired and is no longer being pursued
- Archive when old proposals are cluttering your dashboard and slowing down your workflow
- You can do both: duplicate an old archived proposal for a new job, then leave the original archived
Neither action deletes data. Your records are always intact and accessible.
Tips for Staying Organised
A well-managed proposal list saves time every week. These habits keep your QuickEstimate workspace running smoothly.
Star Your Best Proposals
Mark high-performing proposals as favourites so they're always one click away when you need a strong starting point for a new quote.
Archive Monthly
Set a reminder at the end of each month to archive completed and declined proposals. A lean active list means faster navigation and less mental noise.
Build a Library of Reusable Structures
Keep a small set of "master" proposals—one per service type—that you duplicate for every new job. Update the client details and costs, and you're done.
Use Clear Naming Conventions
Name duplicated proposals with the client name, job type, and year (e.g. "Thompson – Loft Conversion – 2026") to make searching your archive fast and reliable.
Search Before You Build
Before starting a new proposal from scratch, search your archive for a similar past job. There's a good chance a duplicate will get you 80% of the way there instantly.
Export Before Archiving Large Jobs
For significant projects, export the full proposal PDF and version log before archiving. It makes for a clean, complete record to attach to your project file.
Frequently Asked Questions
No. Client details—name, email, and contact information—are always cleared when a proposal is duplicated. This prevents accidentally sending a copied proposal to the wrong person. You'll need to enter the new client's details before the proposal can be sent.
Yes. You can duplicate a proposal regardless of its status—including accepted, declined, expired, or archived proposals. The duplicate is always created as a fresh draft with no connection to the original's outcome or history.
No. Archiving simply moves a proposal out of your active list—it is never deleted. Archived proposals retain all their data, version history, and client activity records. You can restore, view, or duplicate an archived proposal at any time.
Yes. In the Proposals list view, use the checkboxes to select multiple proposals, then choose Archive Selected from the bulk actions bar at the top of the list. This is useful for clearing out a backlog of completed or expired proposals at once.
No. Archiving is an internal action that only affects how proposals appear in your dashboard. Your client receives no notification, and any shareable link they previously received will continue to work unless you manually revoke access.
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