In this article you’ll learn about building proposals in Hectic, sending them to potential clients, and how the information in a proposal can be used elsewhere in Hectic.
Creating a proposal
First, navigate to the client you’re planning to send a proposal to (or add them as a new client), then open their Proposals tab. Use the + New proposal card to create a proposal.
You’ll have two options: Fresh start (to start with a clean slate) or Clone previous (to copy an old proposal as a template). Choosing either option will open up the proposal builder with the template of your choice.
Styling your proposal
Every proposal will include a cover with the proposal name, your name, and the company you’re submitting the proposal to. The proposal name can be edited; just click on the text and start typing.
The company name will be pulled from the name you’ve added for the client, and your name will come from the first and last name in your account settings. These can’t be edited within the form builder. If you update the name in the client’s info or your account settings, the form will update automatically to reflect the change.
To adjust the color scheme and background image for the cover, use the Cover image button at the top of the page. To adjust the form’s fonts, use the Font settings button.
Adding content to your proposal
Your content options include:
Text blocks are used to share information about you or your work with the client.
File attachments can be used to attach any file type, with a size limit of 50mb.
Images can include captions (“Image with caption”), or stand alone (“Image centered”).
Deliverables and timelines show the work you’re offering the client, along with the cost for that work. You can include multiple deliverables blocks; the client will be asked to choose one when signing the proposal.
Contract terms are legally-binding terms that lay out payment expectations.
Click the Insert content button between any existing content blocks, then click the icon for the content type you’d like to add. You can use the arrows on the block or drag and drop it to place it elsewhere.
Deliverables in proposals
The deliverables and timeline block is the core of your proposal. This is where you’ll share what you can offer the client and the price you’ll charge for that work.
Within the deliverable block, you can add one or more specific deliverables you’ll provide the client. When they sign the contract, a new project will automatically be created for you in Hectic, with each deliverable and deadline included.
You’ll also need to add in the price of the work you’re offering. You can choose an hourly rate, a set price for the whole project, or a recurring retainer fee. The fee you choose will automatically populate in the invoice section of the client details, making it easy and painless to bill for your work.
You can also add multiple deliverables blocks to the proposal. If you choose to add multiple options, the client will be asked to choose one when signing. You can use this to offer package options, like a basic package and a VIP package with additional support or features.
Setting contract and payment terms
Adding terms to your contract is optional, but recommended. These terms are legally binding when signed, which helps protect you in case of non-payment or late payment from the client. It also sets clear expectations, so there’s no confusion for either you or the client.
If you choose to add this block, you’ll be able to set a deadline for payment (for example, “7 days after invoicing”), a payment schedule, late fees, and a deposit amount.
You can add additional legal language (including contract effective dates, rights to work, and more) by toggling the Include contract terms option on.
Note: The contract template provided by Hectic was drafted by a professional, however, it is not a substitute for legal advice. If you have any questions regarding this contract template or your finished contract as it relates to your specific business, please contact a licensed attorney.
If you’d like to include a contract terms section, but would prefer full control over the language included, use the “Convert terms to editable text” button.
Sending your proposal to a client
Before you send the proposal to your client, make sure to sign it. You can do this right in the editor, using the “Sign” button in the signatures section.
Once you’ve signed, it’s ready to send! Use the Send button in the top right corner to email a link to the contract to your potential client.
You’ll be asked to finalize the proposal before you send it; click the Finalize button if it’s ready to go. You can choose to copy a link to send to the client manually, or send it through a Hectic email. If you’ve set a default contact for the client, their email will populate automatically. If not, you’ll need to add a new client contact in order to send the contract.
The subject line and message in the Hectic email is fully editable; just click to edit. Then hit send to share your proposal with the client!
Comments and edits on proposals
Ideally, your client will sign the contract right away. However, some clients will have specific needs, and may ask for a proposal to be amended before they sign. If so, they can leave a comment on the proposal directly. When this happens, you’ll get an email notification with the comment they added.
In order to make changes to the proposal, you’ll need to unlock it. You can use the Edit proposal button at the top of the page to make it editable.
Turn a proposal into a contract
Once the proposal has been signed by you and the client, congratulations: it’s a contract! From there, open the proposal in the client’s Proposals tab, then use the three dots button to access the Create project button.
A signed contract means it’s time for you to get to work, so you can deliver a high-quality, on-time project to the client. If you’re not sure where to start, learn more about project management in Hectic.