Create and send a proposal

When to use this

Use this guide when your event details are ready for customer-facing pricing and you want to put a proposal in front of the client.

What you need first

an existing event with the correct client and dates
arrangements or billable items added to the event
any delivery fees, service fees, or taxes you need reflected in the total

Step-by-step walkthrough

Open the event’s Proposal view

Open the event and switch to the Proposal view. Everything the client will see lives here: the arrangements, the vision and moodboard, pricing, and terms.

Review the arrangements and items

Check the arrangements, rentals, and other line items that should appear on the proposal. Make sure quantities and names are ready for the client to see.

Confirm markups, fees, and totals

Review your markups, delivery and service fees, taxes, and the final total. This is the last easy moment to catch pricing issues before the client sees the document.

Choose how to send it

When the proposal is ready, send it using whichever channel suits the client:

Email the client sends the proposal directly to their inbox.
Copy a signing link gives you a link you can share over SMS, WhatsApp, or anywhere else.
Download signable PDF produces a PDF with a QR code that leads back to the signing page.

All three lead to the same place: a page where the client can review the proposal and respond.

Confirm it went out

After sending, the proposal is locked so the client always sees exactly what you approved. The event moves forward as the client views and responds.

What happens next

You can follow the proposal’s progress from the event: it moves from sent to viewed, and then to accepted, declined, or a change request. When the client accepts, the event is booked and your team can move into invoicing and sourcing from the same workspace.

If item names, quantities, or fees still need internal cleanup, fix them before sending. Sent proposals are locked, so changes after sending mean issuing a new version.

If totals look wrong, review the event items and fee lines before sending.
If the proposal is attached to the wrong event, stop and correct the event context before sending.
If the client wants changes, create a new proposal version rather than starting over.