How to create a proposal

Learn how to create a new proposal in Bookipi Proposals


Bookipi Proposals is only available for users who have Bookipay activated. To activate Bookipay please follow this guide


There are two ways to create a new proposal

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From the left menu > Proposals

If you go based on proposals on the left, select + Create from the proposals page

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From the top of the screen > + Create button

Select Proposals

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The proposal page is separated into four parts


Please note: you can move between the sections by clicking the title but please make sure to select Save & Continue to save your current progress as a draft.


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Details

Adding a cover page

First, let’s create a proposal cover page.


Please note: adding a proposal cover page is completely optional. If you do not wish to create a proposal cover page, you may skip this section.


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You can choose to upload a predesigned cover page by selecting “Upload a file” OR create your own cover page by selecting “Design on Canva”

If you decide to design on Canva you will need to log in or sign up to Canva.

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Choose from the templates provided or create a completely new proposal cover page and select save

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If you arent happy with the design you have created you can also delete it by selecting the x on the top right

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Your previous proposal covers will be saved if you need to reuse them for the next proposal.

If you have previous proposal covers you can transfer between previous covers by simply clicking on any of the images provided.


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Add Proposal Title and Customer.

Next, type out your proposal title and add a customer

When you add a customer you can create a new customer or add them from your customer list.

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Once you have added your customer, select your proposal start and end date

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  • Proposal starts

    • On Acceptance – Once the customer accepts the proposal your proposal will begin.

    • On fixed date – The specific date the proposal will begin.

  • Proposal ends

    • Set length – the proposal will end on the month from the day you accept e.g. if the proposal was accepted on 08 Dec 2021 and you select 12 months the proposal will end on 08 Dec 2022

    • Set date – the specific date the proposal will end

Once you have finished setting the proposal start and end date, select save & continue to save your progress as a draft.

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Services

Adding an item

Next, you will need to add an item from your items list or create an item by typing the name of the item

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Add a description, price, quantity for your item and specify your billing type

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Billing type

Setting your billing type for service items will allow your proposals to activate automated billing

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  • None: This service item will not be billed automatically and will not have invoices generated.

  • On acceptance: This service item will be automatically billed to the customer once the customer accepts the proposal

  • On completion: This service item will be automatically billed to the customer once the proposal has been indicated as completed

  • Recurring: This service item will be automatically billed depending on the start date and frequency selected.

    • Please note that if service items are given fixed dates before the approval date of the proposal, the billing for that item will start counting down from the date of approval rather than the fixed date indicated.

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Add/Edit Tax

If you have added a billing schedule you also have the option to add tax.

To add tax select excluding 0% TAX

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Select change tax settings

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You can edit the abbreviation used, enter the % tax calculated, indicate whether it is inclusive/exclusive, or even add a second tax.

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Once you are happy with the changes, click save


Please note that saving your updated tax information here will save in your settings so that any new items generated will have this tax automatically added. If you wish to edit the tax for any future items generated you can edit this in the settings section by following this guide.


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Any new items created will now automatically have this tax applied. If you wish to remove them from new items on each proposal, select the tax title

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And untick the options that don’t apply to the item.

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Add an additional item

You can add multiple items by selecting “Add an item”

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Note: You can also add the same item multiple times if you would like to customize specific billing periods for the same item


Rearrange the item order

If you want to rearrange the item order you can select and hold the move icon on the top left of the item card and drag it up or down to rearrange the order.

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Copy an item

If you want to copy an item select the copy icon.

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Delete a service item

If you would like to delete a service item select the bin icon.

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Once you are happy with your service items select “Save & Continue”

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Agreement

On the agreements page, we have saved all the details you have entered and provided some commonly used terms and conditions templates for you to use. On this page, you can review the service agreement and make any of the following changes as required.


Editing the expiration date of the agreement

The expiration date determines how long the proposal is active until it expires. Once the proposal has expired, your client will not be able to view the proposal, and you will need to revoke and edit the proposal to resend this to your client.

You can edit the expiration date permanently for future proposals in the settings section.

To edit the expiry date on the agreement select the date indicated by the dotted box

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A calendar will pop up for you to select the correct expiry date. Select the correct date and select ok

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Edit the customer details as required

If you need to edit the customer details at this stage, you can edit them by hovering over the customer detail box and selecting edit

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You can edit your customer’s details here or you can also choose an existing customer to swap the proposal to.

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Your supplier details are pulled from the Business number section in business settings.

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Review your billing schedule and customize your Terms and conditions by scrolling down the page.

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Customize the terms and conditions

On the Terms and conditions page, we have provided a set template for you to use. The terms and conditions templates generated may not always match your business, in this case, you can choose to customise these using the following methods.


Add a Clause

Add a clause by selecting + Add a clause

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Add in a headline, customize your content and click “Add”

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Your clause has now been added to the agreement

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Edit a clause

Edit the clause to match your business by selecting the pencil icon

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Edit the clause and select update

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Hide the clause

You may wish to hide the clause if it doesn’t apply to this specific case but may apply in the future.

Hide the clause by selecting the eye icon

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Delete the clause

Delete the clause if you want to completely remove it by selecting the bin icon

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Select “OK” to continue

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Rearrange clauses

You can also rearrange the clause by clicking and holding on to a specific clause and dragging it up or down to rearrange the order.

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Save on Settings

All changes will only apply to this specific agreement unless “Save on settings” is selected. If you select “Save on settings” any changes to the current Terms and conditions will save over the templates saved in the settings section and will not be able to be recovered.

Any previously generated proposals will maintain the original proposal terms and conditions but any new proposals generated will have the new terms and conditions templates applied.

You can always edit the terms and conditions in the settings section

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Once you are happy with the agreement select “Save & Continue”

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Preview screen

In the preview section, you can preview the proposal that your client will see

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Scroll down to the bottom of the screen and you’ll be able to see the cover, services, payment, and sign.

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Review the services offered

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Payment info

Payment information is required by the client to accept the proposal. This payment information will be charged for service items that have a specified billing type. If None was selected then no payment details will be required

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Agreement

Here the user will be able to print or download a PDF version of the agreement, review the service, accept and sign the agreement.

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Once everything looks good select “Save and Send”

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Review and edit the email as required.

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You can add several different people in the To or BCC section, and also send yourself a copy.


Please note: Although you can send the proposal to multiple people, only one person is required to sign the invoice and enter their payment details.


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Once you are done, select send.


Please note: if you do not wish to send the proposal just yet you can select “Close” and this will just save your proposal.


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Your client will now have received their proposal to view and accept.

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Once they accept the proposal they will receive an email of the agreement as a pdf

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The proposal state will also have changed to accepted.

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Please note: If you have a service item that is charged on acceptance of the proposal, your client’s card will be charged and they will receive the invoice and receipt of the payment.

If a card payment is unsuccessful, the system will email the client to check their account details. The system will attempt to charge the card again after 3 days, 6 days, and then 14 days. If at the end of 14 days it is still unsuccessful, the automated charge will be canceled for that billing period. If you have updated the bank details within 14 days, the system will attempt to charge the new card.