Proposal settings and who can use Proposals

Set the proposal prefix, numbering, colour, BCC, default template, signature on acceptance, lock state, comments and PDF access, and choose per role who can view or manage proposals.

Proposal settings and who can use Proposals

An administrator sets up Proposals once: numbering and colour, the default template, what clients may do, and which team members can see or change proposals.

Settings → Sales & finance → Proposals

Proposal settings tab

Setting	What it does
Proposal prefix	Text in front of the number, for example "PROPOSAL #".
Proposal color	Colour of the price table header and total. When empty, the invoice colour is used.
When sending proposal to client, send BCC to	An address that gets a copy of every proposal you send.
Initial number of the proposal	Start numbering from a higher number. It must be larger than the last proposal number.
Default proposal template	The text every new proposal starts with.
Add signature option on accepting proposal	The client must draw a signature to accept.
Enable lock state	An accepted proposal can no longer be edited. Cloning it still works.
Enable comments on proposals	You and your client can discuss the proposal on its page.
Show most recent proposal comments at the top	Newest comments first.
Disable PDF for clients	Clients cannot download the PDF, and it is not attached to the e-mail.

Proposal templates tab

Your templates, and the ready-made ones to start from. See Proposal templates and variables.

E-mails and notifications

The e-mail texts are in Settings → Email templates: Proposal sent, Proposal accepted, Proposal rejected and Proposal commented. In Settings → Notifications you choose who hears about Proposal accepted, Proposal rejected, Proposal commented, Proposal preview opened and Proposal email opened.

Who can use Proposals

In Team → Roles, the question Can access proposals? has these answers:

Can't access proposals
Can manage all proposals / Can view all proposals
Can manage only own created proposals
Can manage or view proposals of own clients, of own leads, or of own clients and leads (the clients and leads the person owns).

Administrators can always do everything. "View" roles open proposals in the read-only preview.

What clients see

Client contacts see their proposals under Proposals in the portal, never the drafts. Hide the menu for everyone in Settings → Client portal → Client permissions (Hide menus from client portal), or per contact with their access rights.

To switch the module on or off: Settings → Modules → Proposal.

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Friday, 23 October 2026, 11:12 AM

Created by: Konstantin Stojanovski

After a proposal is accepted: contract, estimate, invoice or project

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