Learn the full proposal workflow from sending to acceptance.
Proposal Delivery Methods
Email (Recommended):
- Branded email with your logo and colors
- Includes job summary and total
- Clear "View Proposal" button
- Tracks email opens (when images are enabled)
SMS/Text:
- Short message with link: "Your proposal from [Company] is ready: [link]"
- Higher open rates than email (typically within 3 minutes)
- Best for time-sensitive quotes
- Requires customer mobile number
Share Link:
- Generate a unique URL you can send anywhere
- Good for WhatsApp, Facebook Messenger, or in-person
- Same tracking as other methods
Proposal Status Lifecycle
- Draft - Still editing, not sent yet
- Sent - Delivered to customer, waiting for them to open
- Viewed - Customer opened the proposal link
- Accepted - Customer signed and agreed to the work
- Declined - Customer explicitly said no
- Expired - Validity period passed without response
What Happens When a Customer Views
- You receive a notification (if enabled)
- Status changes from "Sent" to "Viewed"
- Activity log records timestamp, device type, and location (city/state)
- A follow-up task is created if they don't respond within your configured period
The Customer Acceptance Flow
When a customer clicks "Accept Proposal":
- Signature - They draw or type their signature
- Terms - They acknowledge your terms and conditions
- Deposit (if required) - They enter payment info
- Confirmation - They see a success page with next steps
You receive an immediate notification with the signed PDF attached.
Proposal Validity & Expiration
By default, proposals are valid for 30 days. You can change this:
- Per-proposal - Set custom validity when creating
- Company default - Settings → Proposals → Default Validity
When a proposal expires:
- Status changes to "Expired"
- Customer sees "This proposal has expired" if they try to accept
- You can extend or resend with updated pricing
Resending & Revising Proposals
Resend - Same content, new notification to customer
Revise - Creates a new version with changes
- Original proposal is archived
- Customer only sees the latest version
- Revision history is kept for your records
Following Up on Pending Proposals
HeyJack helps you follow up at the right time:
- Dashboard shows proposals pending response
- Automatic follow-up tasks are created based on your settings
- "One-click" follow-up resends a friendly reminder
Tip: Proposals viewed but not accepted have the highest conversion potential. Follow up within 24-48 hours.