From Estimate to Proposal in One Click
A polished proposal is more than numbers—it's the document your client uses to decide whether to hire you. QuickEstimate transforms your detailed cost breakdown into a professional, branded proposal that builds trust and accelerates sign-off.
Whether you're sending by email, sharing a link, or printing for an in-person meeting, QuickEstimate gives you full control over how your proposal looks and how it reaches your client. No design skills needed.
Step-by-Step: Creating and Sending Your Proposal
Follow these six steps to convert a finished estimate into a client-ready proposal and deliver it with confidence. Each step takes only a moment, but the result looks like it took hours.
Open a Completed Estimate
Every proposal starts from a finished estimate. Make sure all costs are finalised before converting—you can always return to edit later.
- Go to your dashboard and locate the estimate you want to send
- Confirm all materials, labour, and equipment costs are entered
- Verify the profit margin and total are correct
- Click "Generate Proposal" from the estimate action menu
QuickEstimate carries all line items, subtotals, and notes from your estimate directly into the proposal—no re-entering data.
Customise Your Branding
First impressions count. Apply your business identity so the proposal feels like it came from a professional firm, not a generic tool.
- Upload your company logo (PNG or SVG recommended)
- Set your brand colours for headings and accents
- Add your business address, phone number, and website
- Choose a cover style: minimal, bold, or photo background
- Include a personalised cover message or introduction paragraph
Branding settings are saved to your account profile, so you only need to set them once. Every future proposal will automatically inherit your identity.
Choose What to Show the Client
Not every client needs to see every line item. QuickEstimate lets you control the level of detail shown in the client-facing document.
- Toggle between Detailed View (full line items) and Summary View (category totals only)
- Optionally hide individual unit costs while showing totals
- Include or exclude the equipment and labour breakdown
- Add a project scope section, terms and conditions, or payment schedule
- Choose whether to display the profit margin percentage
Add Terms, Validity & Signatures
Protect your business and set clear expectations by attaching essential legal and commercial terms to the proposal.
- Set a proposal validity period (e.g. valid for 30 days)
- Attach your standard terms and conditions or paste custom text
- Add a payment schedule: deposit, milestones, final payment
- Enable e-signature to let clients sign digitally in one click
- Include a client acceptance checkbox for digital approval
E-signature notifications are sent to you instantly when a client signs, so you never miss an acceptance.
Preview and Finalise
Before sending, review the complete proposal exactly as your client will see it. Catch any errors or presentation issues here.
- Click "Preview" to see the full PDF render
- Check that all figures, names, and dates are correct
- Review the visual layout across cover page, cost summary, and terms
- Send a test copy to your own email address if needed
- Click "Approve" to lock the proposal for sending
Send to Your Client
Deliver the proposal directly from QuickEstimate in whatever way works best for you and your client.
- Email: Send directly from QuickEstimate with a personalised subject and message
- Shareable Link: Copy a unique URL and paste it into any message or chat
- PDF Download: Download and attach to your own email or hand over in person
- Track when the client opens the proposal with read-receipt notifications
- Follow up automatically with a reminder if the proposal is unopened after a set period
Once sent, the proposal status on your dashboard updates in real time: Sent → Opened → Accepted (or Declined). You're always in the loop.
What Your Client Sees in the Proposal
Every QuickEstimate proposal includes a structured, easy-to-read layout that gives clients exactly what they need to make a decision:
- Branded cover page with your logo, project name, and client details
- Clear cost summary broken down by category (materials, labour, equipment)
- Project scope description and timeline if included
- Payment schedule and deposit requirements
- Terms and conditions with digital acceptance or e-signature field
- Your contact details and a call to action
A well-structured proposal reduces back-and-forth questions and increases the likelihood of a fast acceptance.
Pro Tips for Winning Proposals
The best proposals don't just list costs—they sell confidence. These strategies help you stand out and close more jobs.
Write a Strong Cover Message
A two-sentence personal note at the top of your proposal shows the client you've read their brief and care about their project—not just the money.
Set a Clear Validity Period
Proposals valid for 30 days create urgency without pressure. Clients are more likely to respond promptly when they know pricing is time-limited.
Use the Shareable Link
Sending a link instead of a PDF attachment looks modern and professional—and lets clients view the proposal on any device without downloading anything.
Follow Up After 3 Days
If a proposal has been opened but not accepted within 3 days, a short, friendly follow-up dramatically increases your conversion rate.
Enable E-Signature
Removing friction from the acceptance process means clients can say yes in seconds. E-signatures are legally binding and remove the need for printed paperwork.
Save as a Proposal Template
Once you've set up your branding, terms, and cover message, save them as defaults. Every future proposal will be ready to send in one click.
Frequently Asked Questions
Once a proposal is sent, it's locked to protect integrity. If changes are needed, you can duplicate the proposal, make edits, and send a revised version. The client will be notified that an updated proposal has been issued.
No. Clients access the proposal via a secure link—no account or login required. They can view, comment, and sign digitally from any device with a browser, with zero friction on their end.
Yes. QuickEstimate's e-signature feature complies with electronic signature legislation in most jurisdictions, including the UK, US, Australia, and EU. Each signature is time-stamped and tied to the client's email for audit purposes.
Yes. When a proposal is sent via QuickEstimate email or shareable link, you'll receive a notification the moment the client opens it. Your dashboard also displays the full status timeline: Sent, Opened, Accepted, or Declined.
This depends on your QuickEstimate plan. All plans include proposal generation and sending—check your account or visit the pricing page for your specific limits and any upgrade options.
Ready to Send Your First Proposal?
Continue learning how to track client responses and manage accepted jobs.