Once a proposal is created in the Proposals tab, you can send it to your client directly from Productive.
This ensures a professional, streamlined process and automatically updates the proposal status to Sent.
📌 Only users with Add, edit, delete deals permissions can send proposals. By default, these are users with Manager (restricted and unrestricted), Profitability Manager (restricted and unrestricted) and Admin permissions.
Sending a Proposal
1) Open the proposal you want to send.
2) Click Send Proposal.
3) The email modal will open, similar to sending invoices. Here you can:
Add recipients and senders – Include From, To, CC, and BCC addresses.
Edit the email body – Include a personalized message to your client.
Send me a copy – Tickbox to send yourself a copy of the email; on by default to keep a record.
Save as default email template for this template – Save the email content you typed for future use with this proposal template; off by default.
Add proposal link – Off by default; adds a public link so recipients can review and sign the proposal directly from the email.
📌 Important: If you want to include a disclaimer on your proposal link (a checkbox that must be marked before signing), you need to define it first. See below for more details.
Add a Disclaimer
You can include a disclaimer that clients must accept before signing a proposal.
To add it:
Open the proposal in the Proposals tab.
Click Enable e-signature in the upper right.
Toggle on Disclaimer and enter your disclaimer text.
Clients will see this message when reviewing the proposal and must accept it before signing. This ensures they acknowledge your terms before approving the proposal.
Email Templates
You can configure default email content for each proposal template in Settings > Document Templates > Proposal. This ensures that when you send a proposal, your message is consistent and aligned with your branding.
How to set up email templates:
Go to Settings > Document Templates.
Select a Proposal template you want to configure (or create a new one).
Select the Email option in the template editor.
Fill in the email options, including:
Subject line
Email body text
Default recipients
📌 The email template you configure here will automatically populate the Send Proposal modal whenever you use this template, saving time and ensuring consistent messaging. You can still manually adjust any of the options each time you send a proposal.
Sender Options
By default, proposals are sent from noreply@outbox.productive.io.
Custom sender email addresses are only available for the Ultimate plan.
Plan Differences
The features available when sending proposals vary depending on your Productive subscription plan.
Plan | Sending Options |
Essential | Send a single PDF proposal per deal. |
Professional & Ultimate | Send proposals, share via public link, allow e-signature (1 per deal). |
Ultimate | Multiple proposals per deal, plus analytics. |
Proposal Status After Sending
Sending a proposal automatically updates its status to Sent. Users can also update the status manually if needed.
📌 Only proposals in Draft state can be edited or regenerated. This means you can update the proposal’s details (name, template, tax rate, note) or refresh the document to sync it with any changes made to the services in the deal. Once a proposal has been sent, accepted, or signed, these actions are no longer available.
📌 Note: Generating a public proposal link, for example, when enabling e-signature or adding a disclaimer, will also switch the proposal status to Sent. This ensures the proposal reflects a live, shareable version and that client interactions with the link can be properly tracked.
You can generate this link even without sending the proposal directly from Productive, allowing you to share it manually with clients.
Tips for Sending Proposals
Double-check your recipients before sending.
Use email templates to maintain consistent messaging.
Include the public link if you want the client to accept or sign the proposal directly.