How to Use the Proposal Generator in Followup CRM

📄 Create a Proposal Using Proposal Generator Overview

Proposal Generator allows you to create professional client proposals directly from a project in Followup CRM.

Instead of creating proposals outside the CRM, you can start from an existing project, select the correct contact, choose a proposal template, customize proposal sections, generate a review PDF, and send the proposal for viewing or electronic signature.

Because proposals remain connected to the project, your team can manage the entire process from project creation through contract approval in one place.

Before You Begin

Make sure you have:

Access to the Proposal Generator feature
An existing project
A valid project or company contact
The appropriate proposal template

If you do not see Generate Proposal, your company may not have Proposal Generator enabled or your user role may not have permission to access it.

🧭 Step 1: Open the Project

Navigate to Projects.
Open the project you want to create a proposal for.
Review the project details before continuing.

Proposal Generator can pull information from the project, including:

Project name
Company information
Contact details
Property address
Custom field data

📝 Step 2: Generate a Proposal

From the project page, click Generate Proposal.
Follow the proposal creation workflow.
If prompted, select the contact for the proposal.

The Proposal Generator will create a new proposal associated with the project.

👤 Step 3: Select the Proposal Contact

Choose the contact who will receive the proposal.

The selected contact may:

Appear within the proposal
Receive proposal emails
Be assigned as the signer

If needed, you may be able to:

Use Edit Contact to change the contact on an existing proposal
Use Copy Proposal to create a separate version for a different contact

Use Edit Contact when only the contact changes. Use Copy Proposal when you need a separate proposal version.

📄 Step 4: Select a Proposal Template

Choose the template that best matches the proposal you are creating.

Templates may include:

Cover pages
Introduction sections
Quote and pricing sections
Photo pages
Custom content sections
Terms and conditions
Signature or authorization sections

Proposal templates are managed in Proposal Settings. Contact your administrator if the template you need is unavailable.

✏️ Step 5: Build and Edit the Proposal

Use the proposal section list to move through and customize each section.

Depending on your configuration, you may be able to:

Rename the proposal
Edit text content
Add quote details
Upload photos
Insert custom content
Review terms and conditions
Configure authorization or signature sections

The Proposal Name and Project Name are separate. Changing the proposal name does not change the project name.

🧩 Step 6: Use Dynamic Fields

Dynamic fields automatically pull information from records in Followup CRM and place it into proposal content.

Available dynamic fields may include:

Project information
Contact information
Company information
Project custom fields
Record Detail custom fields
Change Order fields
Proposal-specific fields

Before sending the proposal:

Review all dynamic field values.
Confirm information is displaying correctly.
Update the source record if corrections are needed.

If information is incorrect, verify the related:

Project record
Contact record
Company record
Custom field value

💵 Step 7: Review Quote and Pricing Information

If your proposal includes a quote section, carefully review all pricing information.

Quote sections may contain:

Products
Services
Bundles
Quantities
Unit prices
Discounts
Markups
Taxes
Totals

Some products and services may automatically calculate pricing using:

Addition
Subtraction
Multiplication
Division
Percentage calculations

Discounts reduce the total price.

Markups increase the total price.

Always verify the final proposal total before sending it to the client.

🖼️ Step 8: Add Photos and Custom Sections

If your template includes photo pages, upload images that help explain the proposed work.

Photos may be used to show:

Site conditions
Inspection findings
Existing damage
Included work areas
Reference images

Custom sections may contain:

Company information
Warranty details
Scope of work language
Attachments
Special instructions

🔍 Step 9: Generate a Review PDF

Before sending the proposal, generate a PDF for review.

Review the PDF to confirm:

Client information
Project details
Proposal sections
Pricing and totals
Photos
Terms and conditions
Signature areas
Overall formatting

PDF generation may take longer for proposals containing photos, custom documents, or form fields.

📧 Step 10: Send the Proposal

Once you have reviewed the PDF, send the proposal to the client.

Depending on your configuration, you may be able to:

Send for viewing only
Send for electronic signature
Add view-only recipients
Add CC recipients
Copy a signing link
Resend a proposal for signature

Sending Options

Option	Use When
Send to Client	Recipient only needs to view the proposal
Send to Client for Signing	Recipient must electronically approve and sign

Before sending, verify:

Recipient list
Subject line
Email message
Signing requirements

🔐 Step 11: Track Proposal Status

After sending the proposal, return to the project to monitor its progress.

Proposal statuses may include:

Created
Sent
Sent for Viewing
Sent for Signing
Signed
Completed
Locked

A proposal may become locked after it is sent or signed.

Locking helps preserve the exact version viewed or approved by the client.

Result

After completing these steps, you will have:

Created a proposal from a project
Customized proposal content
Reviewed the proposal PDF
Sent the proposal for viewing or signature
Tracked proposal status directly within Followup CRM

Best Practices

✅ Review project information before creating the proposal.

✅ Use clear proposal names that are easy to identify later.

✅ Always generate and review the PDF before sending.

✅ Verify products, services, taxes, discounts, markups, and totals.

✅ Use view-only recipients when someone needs visibility but does not need to sign.

✅ Confirm with your team before editing or resending a proposal that has already been sent or signed.

✅ Contact an administrator for assistance with templates, products and services, pricing options, signature fields, user access, or import/export settings.

Proposal Settings
Managing Proposal Templates
Sending Proposals for Electronic Signature
Dynamic Fields in Proposals
Products and Services Setup
Proposal Statuses Explained

Happy Selling!