TRANSCRIPTION
Step 4: Generating & Sending The Proposal
ZevBit Software Training
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--- CLIP 1: Estimates & Generating a Proposal ---
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All right, so now we have officially written the first estimate and we are ready to convert this into a proposal
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All right. This is the most exciting step
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This is where you see it all come together and you really get to customize it to your photos and company and branding
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All right, so we have our some line items here. We have demo and prep. We have install pavers
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This total proposals at fifteen thousand dollars right now if I click on this arrow right here
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I can see the total profit and different settings how many days all of those different numbers
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You also have an option for sales tax if you need
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Commission that type of stuff and once you're happy with the estimate you just click right here on view and send proposal
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And this is going to generate the payment terms
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All right, so this is gonna be the default template that's set up you can edit this template
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However, you need change any of these percentages delete any of these and then once you're done just click on this save as default button
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Right here. All right
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you can also create multiple templates if you add another template and you could have like a
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50-50 template and this template or however, you want to set it up
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All right, when you're ready, you just click Save and this will generate your proposal
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So you're gonna land right here. You can
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zoom in and out on this with your zoom if you want to and
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You'll be able to go through the proposal document
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So as you can see, it's a very professional cover page. This is gonna have your logo this default image
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It's gonna have the customer name and address and your company information
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If you guys would like to edit this photo
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Go ahead and click on this pencil icon right here on the left side next to cover page
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So just click right on that can upload a photo here
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Additionally, the next page is about us. So it'll have some text about your company and
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You'll have a placeholder here where you can add a photo. So same thing here
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You're just going to click this pencil icon. You can edit the text and you can upload a photo here
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Right, so feel free to make any adjustments as you'd like
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you can also turn off this page if you don't want to show it and
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Same thing here goes with past projects
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As we scroll down further you're gonna see the scope of work as you can see demo and prep the price what they're getting
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The pavers the price and the whole description
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This was automatically written from the template if you guys need to make any edits to these descriptions here
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you're gonna click back on this back button and
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Then you're going to open up the other options here
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So you're gonna click on the edit button and then you're going to click on the edit button
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On this back button and
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Then you're going to open up the item and go to the client description to make any changes
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You can click this edit button right here. It'll give you two options
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Typically, you'll use this top top option here
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It'll turn these into tags and that's because this is automatically pulling in this number here
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So once you're done making any edits, then you just click that preview button again
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And it'll go back to what it's gonna look like for the client
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If you choose the other option of editing it's going to remove those tags
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So now if I change this square footage, it's not going to update automatically here
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All right, so that's the description when you're one other thing
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We'll note while we're here is that
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--- CLIP 2: Optional Line items ---
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we can also do optional line items
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So maybe the demo and prep will be optional or maybe we're gonna add one more line item
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Let's say we're gonna add some mulch installation
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And
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Let's say that it's a thousand square feet of mulch at three inches ten yards. Here's everything we got
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Let's say this mulch is optional, right?
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So the cut we want the customer to be able to pick if they want this mulch or not
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We just go to the three dots click make optional as you can see
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This toggle is added here when we go back to the proposal here
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You're gonna see that the client is able to select whether they want that or not
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So if we scroll down to the proposal
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You can see mulch has been added here and it's optional
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So the client is able to click this toggle to select it or unselect it
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However, you have it saved when you send it out is how the client will receive it
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this is going to update the total and the payment terms in real time and
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We have one other feature you can do for selections as well
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Selections is really cool because essentially any time a customer asks you to send multiple proposals for an item
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For example, let's say a client's a hey, can you give me a price of doing mulch versus doing rock?
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I want to see what the difference is
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Typically, you'd have to send out two separate proposals
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Now is that bit we've built a tool where you can send that all within one proposal
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I'm going to show you right now. The same thing can work for any service
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Selecting different types of materials
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different types of pavers
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Doing concrete verse pavers doing whatever the scenario would be for your company where they're going to ask you for two proposals
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You can use this feature right here to solve that and not have to send them to separate
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Proposals separate documents. Alright, so the mulch maybe instead of just being optional
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They want to be able to pick between mulch versus rock. Alright, so I'm gonna go to three dots
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I'm gonna remove the optional and
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Now when we click the three dots, you'll see there's a new option for setup selection options, right?
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so you're just gonna click on that and
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You can choose. What do you want to what do you want the client to be able to pick between I
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Could duplicate this mulch and I could change the type of the mulch so they can pick between different options
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That's what you would do when you're just wanting to pick between the different material type within the same item
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In this case, I want them to be able to pick between mulch and between rock so I'm gonna scroll down
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I'm gonna select the rock install
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I'm gonna click Save and now it's gonna give me these two options
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You have a few settings here call outs
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Photos on stuff like that. If you try to save here, it's gonna give you an error message
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Please select one of the options. You just have to click this selected button here to select one of these and then save
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What this does is it adds this little icon here and when we expand this you can see that there's mulch and rock side-by-side
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Now we already put in the mulch a thousand square feet at three inches. So now we just need to replicate that in the rock
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thousand square feet at three inches, but choose the type of rock and
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We are ready to go. So now when we come back to this proposal
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As you can see when we scroll down
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The client will now have the option to pick
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Which which item they want to go with if you want to hide these photos you can do that as well if you want to
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Change these photos just hover over this right here
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Click the pencil edit it switch it to the next one same thing if you want to adjust these photos
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--- CLIP 3: More Proposal Customization ---
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So that's gonna be the setup of the proposal
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One more thing before you leave this section is the template color in the top left corner
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You can choose here the color that you want
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So you can go and select any color that you like and when you're ready, you just hit set template color here
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It'll switch it over whatever color you prefer. Maybe you want to do the gray
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Whatever makes sense for your company you can set it up and you can save that permanently here
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All right
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One other thing is the templates. So in the top left corner, I'm gonna have these templates
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Don't worry about these test ones
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You can hit that trash to delete them
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But you can essentially add new templates and each of the templates can have pre-saved photos and wording
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So for example, I might have a hardscaping template and I'll have a separate landscaping template a separate deck template
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And each of those templates over here will switch out the photos that are shown so you can say it when you're editing these photos
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It's gonna have you save it for that template
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All right, so that's a really beneficial feature you can easily switch between
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pre-saved layouts and photos for the specific services you offer
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Additionally we have the payment terms which I'll be listed out
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next steps for the client
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And if you scroll down you'll see the terms and conditions page and the signature page
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All right, if we look on the left side here, there's actually a couple more options
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We have attachments we have crew notes we have show breakdown this is more for internal
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it's for your team, which we'll talk about and then we also have some of these that are turned off for
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Proposed schedule and financing. So if you go ahead and toggle those on right here
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you're gonna see this new option where you can put in the proposed start date completion time and
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As you can see here, it's going to show this as a new section in this document
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So if you want to edit any of that just click that pencil icon
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You can also do financing if you want to toggle on the financing
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It's going to add a section here for financing and in the pencil icon here
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You can go ahead and put in the different wording you can edit this
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You can put the financing company here and you can put a link here where they can go apply
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So
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That's how that'll work you can turn these on or off depending if you need them or not and
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For the terms and conditions to get those in you're just going to click that pencil icon right next to terms
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And you can paste those in here
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You can also click here on the left side to copy the terms and condition template
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This is built for landscapers and hardscapers. So if you're in a different industry, we would recommend
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Pasting in your own set of terms
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From there. We do have an attachments page as well
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If we turn that on you can see here
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There's a new attachments page and you can click the pencil icon next to this
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To be able to upload either a photo or a PDF document
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So that will show here and then the signature page is where you can add your contractor signature
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So just go ahead and click add signature then type out your name here
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you can select different font styles if you'd like you can also draw your signature if you want to do it that way and
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Just hit save to add your contractor signature
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You can see here. It'll say signing once it's done signing. You can send this out to the client and
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--- CLIP 4: Sending Proposal ---
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you just click on this send document button here in the top right corner and
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Then send via email
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What this does is that he opens the email preview?
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You can make any edits here on this email template to make specific adjustments for this client
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If you would like to make any permanent changes to this email template, you can do that under the settings
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So in the left sidebar if you click on settings and then you go to emails
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That's where you can make any permanent adjustments to this
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You could also set up multiple email templates in the settings if you want to be able to have
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different templates to switch between
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For example, a lot of people will set up a template for when they're sending a revised proposal that is different than their default
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All right
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So that's how that works. You're just going to hit send a customer
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Your customer is going to get an email with the proposal. You're also going to get copied on it
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When you also have when you also send out a proposal
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We recommend sending it via email and also texting it to the client
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So you can copy the shareable link and if you're on a Mac, you can text it from there
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Otherwise, you can click send link to my email. It's going to send yourself an email with the link
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You can just simply copy that link text it over to the client
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All right. We do have an update coming shortly where we're building an SMS texting directly
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So we will keep you posted with that
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So that's how you're going to send this out to your customer
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--- CLIP 5: Customer Proposal View ---
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Let's go ahead and copy this shareable link and let's go ahead and preview what this looks like for the customer
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I'm just going to go ahead and open that here now
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This is what it looks like for the customer when they open the link. This could be from their email or text message
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They will click view proposal and when they do that you are going to get a notification
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Letting you know that they have viewed your proposal. So you're going to get an email saying hey this customer viewed your proposal
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You know that they looked at it
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All right
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It's also going to update the status in ZEVBIT to viewed so that you know
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They looked at it when you're looking at it in ZEVBIT
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So this is going to be what the customer sees they can go through everything. They can download this as a PDF
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Read through the document as you can see this proposal really sets you apart from the competition
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the client can also make selections of what they want to go with and
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When they're ready to proceed they can go ahead and sign here
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Customers going to be able to sign the exact same way
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Once the customer signs as you can see here it is going to pop up and allow them to make that initial deposit payment
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So this is what it will show by default you guys can edit any of this text if you'd like to make any changes and
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You can also integrate a payment processor
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Either Stripe, QuickBooks, or Square to be able to collect credit card and ACH payments
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What's nice about this is as soon as the client signs they're able to go and pay that deposit right away
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It'll also email you and the client both a copy of the signed contract that way you guys have everything you need
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Then over in ZEVBIT
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Now that this has been signed if we go to estimates. We'll see that this has been updated to signed
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you also have a pipeline view in estimates where you can view the different statuses and
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You can rearrange or edit these statuses in the settings
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Just by going to settings and then status and then estimate if you want to rearrange any of these
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If you want to delete any add any of your own you can do that
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Maybe you want to put estimate signed over here
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And when you do that, that's going to update you in your pipeline view for the order of these columns
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All right, and we also have the same thing on the CRM
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You also can have a pipeline view for that to manage the new leads
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Additionally if you have the invoicing plan this client will now show over in invoicing and
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You can see that it will create the invoices automatically
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So we're going to cover this in the next video
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So if you guys have any questions at any time
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Please send a support message in this chat in the bottom left corner
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And we would be happy to help answer any questions you might have
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Thank you for your time. I'll see you in the next video where we're covering setting up the invoicing
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Sending out and creating invoices and then the next steps after that. Thank you
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End of Transcription — Step 4: Generating & Sending The Proposal
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End of Transcription — Step 4: Generating & Sending The Proposal