How to Edit and Resend a Proposal in QuickEstimate

Proposals Change — QuickEstimate Makes It Easy

Scope adjustments, material price changes, client feedback—there are plenty of reasons a proposal might need updating after it's been sent. QuickEstimate lets you revise and resend a proposal cleanly, keeping a clear version history and ensuring your client always has the most current document.

Rather than starting from scratch or sending a confusing email chain of corrections, you can edit the original estimate, generate a revised proposal, and deliver it directly to your client—all from the same place.

How to Edit and Resend a Proposal

Follow these steps to revise a proposal that has already been sent. The process preserves your original version for reference while creating a clean, clearly marked revision for the client.

Locate the Sent Proposal

Start from your proposals dashboard, where every sent proposal is logged with its current status.

Go to Proposals in the main navigation menu
Use the search bar or filter by status ("Sent" or "Opened") to find the proposal
Click the proposal name to open the detail view
Review the current status—note whether the client has already viewed or responded

💡 Tip: If the client has already accepted the proposal, you cannot revise it directly. You'll need to raise a variation or create a new proposal for any changes.

Proposals with a status of Sent, Opened, or Expired can all be revised using the steps below.

Duplicate and Edit the Underlying Estimate

QuickEstimate locks sent proposals to protect the original record. To make changes, you'll edit the linked estimate and generate a revised proposal from it.

From the proposal detail view, click "Edit Proposal" in the action menu
QuickEstimate automatically duplicates the linked estimate and opens it for editing
Update any line items, quantities, materials costs, labour rates, or profit margins as needed
Revise the project scope description, timeline, or payment schedule if required
Click "Save Estimate" when your changes are complete

💡 Example: A timber price increase means your materials cost has risen by £400. Update the relevant line item and the proposal total will recalculate automatically.

The original estimate and proposal are preserved in full. Your revision history shows both versions side by side, so you always have an audit trail.

Generate the Revised Proposal

Once the estimate is updated, regenerate the proposal document. QuickEstimate carries across your branding, terms, and layout settings automatically.

Click "Generate Revised Proposal" from the updated estimate
The proposal is automatically labelled as Revision 2 (or the next revision number in sequence)
Review the updated cost summary, totals, and any sections affected by your changes
Update the cover message if needed—acknowledge the revision to set the right tone with your client
Reset the validity period if the original deadline has passed or is approaching

💡 Example cover note: "Hi Sarah, please find our revised proposal below reflecting the updated timber costs. The total has increased by £400—all other terms remain the same."

Highlight What Has Changed

Make it easy for your client to understand what's different. Clear communication around revisions builds trust and speeds up the decision-making process.

Use the "Summary of Changes" field to briefly describe what was updated and why
QuickEstimate can automatically highlight revised line items in the client-facing document
Toggle "Show Revision Comparison" to display old and new totals side by side for the client
Include a note if the validity period or payment terms have been updated

💡 Tip: Clients appreciate transparency. A one-line explanation of why costs changed—like a supplier price rise—prevents friction and questions.

The revision comparison view is optional. For minor corrections like a typo or formatting fix, you may prefer to send the clean revised document without drawing attention to the change.

Preview the Revised Proposal

Before sending, review the full revised document to make sure every figure, date, and section looks correct.

Click "Preview" to open the full PDF render of the revised proposal
Confirm the revision label (e.g. Revision 2 – 8 April 2026) appears on the cover page
Check that all updated figures are reflected correctly throughout the document
Verify the new validity date and payment terms if these were changed
Send a test copy to yourself if needed before delivering to the client

💡 Tip: Check the document on mobile view—many clients open proposals on their phone, and the revision label should be clearly visible at the top.

Resend to the Client

Deliver the revised proposal to your client using the same channels available when sending for the first time.

Email: Send directly from QuickEstimate with a personalised subject referencing the revision
Shareable Link: The original link your client received will automatically redirect to the latest revision
PDF Download: Download and send via your own email if preferred
The client receives a notification that an updated proposal has been issued
The original proposal is archived and visible in the proposal's version history

⚠️ Important: Once the revised proposal is sent, the original version is automatically voided. Only the latest revision can be accepted or declined by the client.

Your dashboard updates in real time. The proposal status resets to Sent for the new revision, and you'll be notified when the client opens it.

📋

Understanding Proposal Version History

Every revision is saved automatically and accessible from the proposal's timeline. Here's what QuickEstimate keeps on record for every version:

The original proposal document with its full cost breakdown and terms
Date and time each revision was generated and sent
A summary of what changed between versions
Client open and interaction data for each revision individually
The status of each version: Voided, Declined, Active, or Accepted
Who on your team generated and sent each revision

Version history is read-only and cannot be deleted, giving you a full audit trail for every proposal.

Tips for Handling Proposal Revisions Professionally

How you manage revisions is just as important as the revision itself. These habits will keep clients confident and deals moving forward.

💬

Call Before You Resend

For significant changes—especially price increases—a quick phone call before sending the revision keeps the client informed and prevents surprises when they open the document.

📝

Always Explain the Change

Even a one-sentence explanation in the cover note—"We've adjusted the roofing quote following an updated supplier quote"—goes a long way toward maintaining trust.

📅

Reset the Validity Period

If the original proposal was close to expiring, reset the validity date when you resend. Clients shouldn't feel rushed on a revised quote they've just received.

🔢

Keep Revisions to a Minimum

Too many revisions can erode client confidence. If multiple changes are expected, gather all feedback before issuing a single, comprehensive revision rather than sending several in quick succession.

📎

Use the Shareable Link

If you sent a link the first time, the client doesn't need a new one—it automatically points to the latest revision. Just let them know to revisit the link for the updated version.

✅

Follow Up After 48 Hours

A revised proposal often prompts more questions than the first. Following up within two days shows attentiveness and keeps the conversation open.

Frequently Asked Questions

Can I edit a proposal that the client has already accepted?

No. Once a proposal has been accepted, it is locked and cannot be revised. If the scope of work changes after acceptance, you should raise a formal variation or change order from within the accepted job record. This keeps the financial and contractual history clean and transparent.

Will the client know a revised proposal has been sent?

Yes. When you resend a revised proposal via QuickEstimate email or shareable link, the client receives an automatic notification informing them that an updated version is available. The notification includes a direct link to the revised document and a brief summary of the change if you've added one.

Can the client still access the original proposal after a revision is sent?

The original version is voided when a revision is issued—the client's link and any previously shared PDF will show or reference the latest revision only. You can still access all previous versions in your dashboard via the proposal's version history, but the client-facing document always shows the most current version.

How many times can I revise and resend a proposal?

There is no limit on the number of revisions you can create for a proposal. Each revision is numbered sequentially (Revision 2, Revision 3, and so on) and logged in the version history. That said, frequent revisions can affect client confidence, so it's best practice to consolidate changes before resending where possible.

Does resending a proposal reset the e-signature request?

Yes. If e-signature was enabled on the original proposal, the revised version includes a fresh e-signature request. Any previous signature on the voided version is no longer valid, and the client will need to sign the updated document to formally accept the revised terms.

Proposal Revised and Ready to Go?

Learn how to track client responses and manage your pipeline once proposals are out.

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Editing and Resending a Proposal