Creating & Sending Proposals
Building proposals with packages, line items, and payment terms.
A proposal is the branded document a couple accepts. It carries your package, any add-ons, the payment schedule and your terms, and it is signed on both sides.
Building one
The builder has two tabs, Build and Preview, with a running total in view as you work.
Under Client you pick the Client / Lead. Under Event Details sit the Wedding Date and Guest Count, pre-filled from the lead where it has them. Then:
| Field | Notes |
|---|---|
| Wedding Package | One of your packages |
| Tax Rate | Pre-filled from your venue's default tax rate |
| Expires On | When the proposal stops being open |
| Personal Message | "Appears at the top of the proposal." |
| Venue Signature | "Sign to make the proposal official." |
Line items come in three kinds: the package, any add-ons you tick, and custom lines you write yourself for one-off charges. A proposal can be built from add-ons and custom lines alone, but a package makes it clearer to read.
Payment schedule
Set how the total gets collected. Each milestone has a due type:
| Due type | How it lands |
|---|---|
| Upon Acceptance | Immediately when they accept |
| Days After Acceptance | Counted from acceptance |
| Days Before Event | Counted back from the wedding date |
| Specific Date | A fixed date |
Templates exist for the common shapes — deposit and final, thirds, or payment in full.
Preview shows exactly what the couple will get.
Sending it
Sending emails the couple a link and moves the proposal to Sent.
Every proposal is PIN-protected. Sending generates a PIN and emails it with the link, and the couple must enter it to open the document. Too many wrong attempts locks it for a period, and they can ask for a fresh PIN by email. This is worth mentioning when you send one — a couple who was not expecting a PIN will assume the link is broken.
What the couple sees
Your branding, your personal message, the venue's details, a Pricing Breakdown with subtotal and total, the payment schedule, your terms, and a Next Steps section.
They can download it as a PDF, and they accept by signing — their signature is stored with the proposal, alongside yours.
Their decision shows as Proposal Accepted or Proposal Declined, and a proposal past its date shows Proposal Expired.
Terms
Each proposal carries what is included, what is not, booking requirements and a cancellation summary. A package's feature list flows into the included items, so most of this fills itself once your packages are set up properly.
Practical use
- Write the personal message. It is the first thing they read and the only part that sounds like a person.
- Set the expiry to something you would actually honor. Two weeks concentrates a decision; two months invites comparison shopping.
- Say "we've emailed you a PIN" in whatever message you send alongside. It saves a phone call.
- Sign before sending. An unsigned proposal reads as a draft.
Frequently Asked Questions
Can I send a proposal without a package? Yes — build it from add-ons and custom line items. A package is clearer, but not required.
Where does the tax rate come from? Your venue's default, pre-filled. You can change it on the proposal.
Can the couple see it without the PIN? No. The PIN is emailed with the link and required to open it.
Can I edit a proposal after sending? Changing a sent proposal means sending it again — see tracking proposal responses.
Keep reading
Still stuck? A person reads every email.
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