Proposals
Proposals let you send a priced offer for work to a customer and track it from draft through acceptance. Create a proposal from a customer record, send it for the customer to review and sign, then convert an accepted proposal into a work order.
Create a proposal
Open a customer record and go to the Proposals tab, then click New (or Create first proposal when the customer has none). The New Proposal page opens with the customer's name.
Enter a Title (required) and, optionally, assign the proposal to a technician or office user with Assigned To (defaults to Unassigned).
Fill in the Introduction and Scope of Work. Each supports Generate with AI to draft the text; while generation runs the button shows Generating... and the field is disabled.
Set Valid Until and Terms & Conditions as needed.
Add the Property (choose a saved property or enter street, gate code, city, state, zip, and property notes) and Pool Information (name, type, surface, size, volume, equipment, and notes; multiple pools are supported).
Add Line items with an item description, optional additional details, quantity, and unit price. Mark an item Recurring when it repeats. Search the catalog by category (All, Products, Parts, Chemicals, Labor) to add catalog items, or enter custom lines. Assign an item to an option group; the default is Base (all options).
Apply any discount and tax rate to the total.
Click Create Proposal (shows Creating... while saving). A successful save opens the proposal detail page.
Offer pricing options
Option groups present the customer with pricing alternatives—for example Good, Better, and Best—so they can choose the option they want to approve. Line items assigned to Base (all options) are included in every option; items assigned to a specific option appear only in that alternative.
In the line items area, click Add Option. The first option is named Option 1, the next Option 2, and so on; rename each to describe the tier.
Assign each line item to an option. Leave an item on Base (all options) to include it in every option, or assign it to a specific option to include it only in that alternative.
Mark one option Recommended to preselect it for the customer. Only one option can be recommended at a time, and you can clear the recommendation so that none is marked.
Reorder options with Move up and Move down, or remove one with Remove option; removing a group resets its line items to Base.
A proposal that uses options needs at least two option groups, and every option group needs at least one assigned line item; the Create Proposal button stays disabled until both hold. Each option's total equals the shared Base items plus that option's items, and discount and tax apply to the whole proposal. Before the customer chooses, the displayed total can be a range across the option totals; after they choose, the total is the selected option's total.
Proposal statuses
A proposal moves through these statuses: Draft, Sent, Viewed, Accepted, Declined, Expired, or Cancelled. Draft, Sent, and Viewed proposals are manageable; Declined, Expired, and Cancelled proposals can be revived back to draft.
Send a proposal
On the proposal detail page, click Send Proposal (or Resend once it has been sent or viewed). Confirm with Send to Customer or Resend to Customer. The customer receives the proposal through their preferred delivery method, respecting their SMS opt-in status.
If the customer can't be notified (for example, no valid delivery method), you'll see the reason and a Send Anyway option that creates the proposal without sending a notification—you then deliver it manually. If the send endpoint reports the proposal undeliverable, you can Mark the proposal as sent.
Customer response
The customer reviews the proposal through a link and can accept or decline while it's in Sent or Viewed status and not expired. If the proposal has option groups, the customer chooses an option by clicking its card or pressing Enter or Space; recommended options are labeled Recommended. Choosing an option only updates the page until they accept, so clicking Accept & sign without a selection shows Select an option asking them to choose first. On acceptance the chosen option is saved, the heading becomes Approved option, and only that option is shown and locked. The acceptance form requires a Full name; a drawn signature is optional. A successful acceptance changes the proposal to Accepted; a failure shows Acceptance failed.
You can also record an acceptance or decline from the admin proposal detail page with the Accept or Decline action. Declining can capture a reason. For more on how customers respond to quotes, see Work Orders in the Customer Portal.
Convert an accepted proposal to a work order
Once a proposal is accepted, the detail page shows Create Work Order (or View Work Order if one already exists). Creating a work order requires the proposal to have a linked property—if none is set, you'll be asked to edit the proposal and select a property first. Recurring line items are dropped when converting to a work order.
Other proposal actions
Edit — available for Draft, Sent, and Viewed proposals. Editing a Declined, Expired, or Cancelled proposal resets it to draft after confirmation.
Download PDF — not available for Expired or Cancelled proposals.
Cancel proposal — not available for Cancelled or Accepted proposals.
Copy portal link — shown when the proposal has a customer-facing link.
Proposals connect to your sales pipeline: sending a proposal doesn't automatically advance a lead's stage, but you can confirm the stage change when prompted. From an accepted proposal you can create a work order when the sold work should run as a job. See Pipeline for the lead workflow.