In this guide, we explore how to create proposals and estimates within the Payments module. This feature enables users to design comprehensive service outlines or generate simple cost summaries. The document builder supports various media formats such as text, images, videos, and tables, along with digital signature capabilities and document management tools, making it an all-in-one solution for professional communication.
Within the Overview section, users can access and manage all proposals and estimates from a centralized location.
Filter Options for Proposals and Estimates
To streamline your workflow, you can filter proposals and estimates by specifying a Date Range. This filter helps refine the list to show only the documents created or modified within the selected time frame.
Document List Breakdown
Here is what you can expect to find in the proposal and estimate list view:
Title: Displays the names of your proposals and estimates.
Status: View the current status—whether it's a draft, awaiting approval, or completed.
Customer: See the clients or contacts associated with each document.
Date Modified: Shows the last updated date and time for each proposal or estimate.
Managing Documents via Action Menu
The Action Menu allows users to perform the following operations on proposals and estimates:
Edit: Modify the document's content, format, or other details.
Clone: Create a duplicate of the document, useful for recurring tasks or templates.
Delete: Permanently remove a document from the system, subject to user permissions.
Mark as Completed: Finalize the document to indicate that no further action is required.
Simplified Estimate Document
An estimate provides potential clients with a basic understanding of the projected costs for a service or project. It doesn't require an in-depth breakdown of tasks or processes, only an approximation of the total expenses for the job or task at hand.
How to Create an Estimate
To begin creating an estimate, simply click the “+Add” button and choose the “Estimate” option from the menu.
Detailed Proposal Document
A proposal, on the other hand, is a comprehensive document aimed at persuading potential clients to select a particular service or product. It outlines the client's specific problem or need, followed by a thorough solution, including the steps involved, timeline, terms and conditions, and an estimated cost for the project.
How to Create a Proposal
Start creating a proposal by clicking the “+Add” button and selecting the “Proposal” option.
Editor’s Page
Once you choose the "Estimate" or "Proposal" option, you'll be directed to the Editor's page where you can begin constructing your document.
Adding Elements
You can start by dragging and dropping different elements into the gray workspace.
Customizing Text Elements
When you add a Text element, a heading is automatically generated. You can customize the text using the tools provided, such as formatting paragraphs, creating bulleted lists, and adjusting font styles, sizes, and colors. Text alignment, line height, and custom values can also be applied to style your content effectively.
Text Properties
Click on the filter button to access the right sidebar, which allows you to adjust several key properties:
Background Color: Choose a background color to enhance readability by contrasting with the text.
Margins: Adjust the margins around the text to control spacing. You can set different values for the top, right, bottom, and left margins to modify how the text appears in relation to other content.
Padding: Padding creates space between the text and its container's border, allowing for additional visual effects, such as making the text appear as part of a button or label.
Inserting and Customizing Image Elements
For a professional look in your document, images can be inserted either from the built-in Media Library or via a publicly accessible image URL.
Image Properties
To adjust image settings, click the Filter button to open the right sidebar, where various customization options are available:
Image URL: This is where you provide the direct link to the image file you want to embed. The URL must point to the actual image, either hosted online or stored in the Media Library.
Alignment: Adjust the position of the image within your document. You can choose to align it to the left, center, or right, depending on your layout preferences. Proper alignment ensures the image integrates smoothly with other content for optimal visual flow.
Image Effects: You have the option to switch between Full Color or Black and White filters. These effects can be used to enhance the visual appeal of your document or to highlight certain aspects of the image.
Background Color: Set a background color behind the image to create contrast or a framing effect. This is especially useful if the image has transparent areas or you want the background to match the document's theme.
Height & Width: These settings let you define the size of the image. Adjusting the height and width ensures the image fits appropriately within the document, maintaining balance with the surrounding elements.
Margins: Margins allow you to control the space around the image. You can set custom values for the top, right, bottom, and left margins to position the image more precisely.
Padding: Padding refers to the space between the image and its container's border. By adjusting the padding, you can create effects such as making the image appear inside a button or label.
Embedding Video Elements
To improve communication with potential clients, videos can be embedded directly into your document.
Video Properties
Access the Filter button on the right sidebar to adjust the video settings:
Video URL: Enter the direct link to the video you want to embed. The video will be playable within the document. Supported platforms include YouTube, Vimeo, Wistia, and Vidyard.
Background Color: You can customize the background color displayed behind the video. A hexadecimal color code (e.g., #ffffff for white) can be used to match the background to the document's theme or create a desired visual effect.
Height & Width: Specify the video’s dimensions by setting its height and width in pixels (px). This ensures that the video fits well within the document’s layout.
Margin: Control the space around the video by adjusting the margins. You can set individual values for the top, right, bottom, and left margins to position the video appropriately within the document.
Inserting and Customizing Table Elements
Tables are a useful way to organize and structure data within your document.
Table Properties
To modify table settings, click the Filter button and adjust the following properties:
Add Row Above/Below: Insert a new row directly above or below the currently selected row.
Add Column Before/After: Insert a new column to the left or right of the selected column.
Toggle Header Row/Cell: Enable or disable the top row or a selected cell as a header. Headers are visually distinct from other table cells for easier data organization.
Delete Row/Column: Remove the selected row or column from the table.
Merge/Split Cells: Merge multiple cells into one or split a merged cell back into individual cells, allowing for custom layouts within the table.
Background & Border Color: Set the background or border color for specific cells, rows, or the entire table. This helps improve visual clarity and presentation.
Margin: Adjust the space around the table by setting different margin values for the top, right, bottom, and left sides. This enables you to center or align the table according to your document’s layout.
Product List Element
The product list feature allows you to present a list of services or products and apply taxes and discounts for better cost transparency.
Customizing Product List Properties
To adjust the product list settings, click the Filter button in the right sidebar.
Creating a New Product or Service
You can add new products or services to the list by filling out the following fields:
Product Name: The unique name for the product or service.
Product Type: The category or type of the product.
Price Name: A label for the pricing option.
Amount: The cost of the product or service.
Save for Later Use: Check this option to save the product for future use in other documents, making it easy to access the same product again.
The Subtotal field automatically calculates the total cost of all listed items before taxes or discounts are applied.
Applying Discounts
You can apply discounts in two ways:
Custom Amount: Manually enter a specific dollar amount to reduce the subtotal. For example, offer a $50 discount.
Percentage: Use a percentage to lower the subtotal. You can type in a percentage or use the slider, with the percentage ranging from 0 to 100%. This is useful for seasonal promotions or percentage-based discounts, such as offering 10% off.
Final Amount Due
The Amount Due field reflects the final total after applying any discounts or additional charges.
Background Color: Set a background color to highlight the amount, ensuring it stands out in the document.
Margins: Adjust the margins around the total for better layout control. You can set different values for the top, right, bottom, and left margins to fit the design of your document.
Page Break Element
To enhance the readability of your PDF documents, you can insert page breaks, ensuring a cleaner layout.
Action Menu
Page Properties: Clicking here will allow you to adjust the background color for any new page you have added.
Duplicate Page: You can create an exact copy of the current page by selecting this option, automatically adding a new, identical page to your document.
Signature Element
The signature element is a crucial part of formalizing agreements in your proposal or estimate documents. It supports digital signatures, speeding up the process of closing deals and reducing the need for physical paperwork.
Signature Properties
Access the Filter button to view and modify signature properties:
To Be Signed By: This setting lets you assign who is required to sign the document, whether it's a client, a company representative, or another relevant party.
Placeholder: This option visually indicates where the signature should go, ensuring the document layout remains clear and organized for the signer.
Signature: This is the designated area for the digital signature. It can accommodate various signature types, including drawn signatures or typed authentication.
Align: Control the alignment of the signature field within the document. Proper alignment ensures that the signature fits neatly within the document's design, maintaining professionalism and readability.
Viewing Pages
You can easily view and manage all the pages you have created within your document. This section offers a clear overview of the entire document structure, making navigation between pages simple and efficient.
Document Variables
Document variables serve as placeholders that dynamically replace predefined values when a document is executed. They provide flexibility and are essential for automating processes or creating templates.
Creating and Searching for Variables
You can either search for an existing variable or create a new one by clicking the + button. When adding a new variable, you’ll need to provide the following:
Variable Name: A unique identifier for the variable within the document. Ensure the name follows any specific naming conventions, such as avoiding spaces or special characters.
Variable Value: The content or data that will replace the variable when the document is generated. This can be a number, text, date, or another data type depending on what the variable represents.
Document Creation Date: Displays the date the document was originally created.
Document Reference Number: A reference number that uniquely identifies the document for easy tracking.
Adding Recipients
Adding recipients is a crucial step in managing and tracking documents. You can search for contacts directly from your CRM and easily add them to the document for execution.
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