# Proposals

> Send designed, priced proposals that clients accept online with a signature or a deposit, track every view and reply, and convert the accepted proposal to an invoice.

- Product: Workspace369
- Documentation version: 2026.3
- Section: Revenue
- Last updated: 2026-09-07
- Canonical source: https://docs.workspace369.com/v/2026.3/finance/proposals-overview/

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A proposal is the document you send before the work: a designed page with your line items, terms, and optional add-ons, delivered as a public link the client can accept, decline, or ask a question about. When the client accepts, Workspace369 records who accepted and how, notifies the workspace, and lets you convert the proposal into an invoice with the numbers already in place.

Proposals replace the older estimates. Estimates are no longer created, and everything below applies to proposals.

## What a proposal contains

Every proposal has four fixed parts, in this order:

1. **Cover** with the title and an optional cover image.
2. **Header** with your business under **From** and the client under **Prepared for**.
3. **Line items** from your catalog or typed in, with quantity, rate, and amount.
4. **Totals** with subtotal, discount, tax, total, and any deposit due.

Between the fixed parts you can insert **Text**, **Timeline**, **Images**, and **Terms** blocks. Line items can be marked as optional add-ons the client chooses when they accept. See [Create and send a proposal](/v/2026.3/finance/create-and-send-a-proposal/).

## The Proposals list

Open **Proposals** under Finance in the sidebar. The list shows every proposal that has not been converted to an invoice, with filter chips for **All**, **Draft**, **Sent**, **Accepted**, **Declined**, and **Archived**, a search field, and a sort menu for **Newest**, **Recently updated**, or **Amount**. On larger screens you can switch between **Table**, **Grid**, and **List** views, choose columns, and use **Export** to download the filtered list as CSV or PDF.

Each card shows the client, the status, a preview of line items, the subtotal, deposit, and total, and lifecycle chips such as when it was sent, how many times it was viewed, and when it was accepted or declined. The row menu offers **View Proposal**, **Edit Proposal**, **Proposal PDF**, **Duplicate Proposal**, **Convert to Invoice**, **Send Proposal**, **Send via Email**, **Send SMS**, **Copy Link**, **Archive**, and **Delete**, subject to your permissions.

## Proposal statuses

| Status | Meaning |
| --- | --- |
| Draft | Editable. Not yet sent, or recalled to draft for changes. |
| Sent | Delivered to the client with a public link. Content is locked. |
| Viewed | The client has opened the link at least once. Shown as a chip with the view count. |
| Accepted | The client accepted online, or you recorded an acceptance that happened elsewhere. |
| Declined | The client declined online, optionally with a reason, or you recorded it. |
| Archived | Hidden from the main list. Restore it from the Archived filter. |

A converted proposal leaves the Proposals list and appears in Invoices. Archived and converted proposals are excluded from search unless you filter for them.

## Lifecycle at a glance

1. Create the proposal from a blank page or a saved template.
2. Edit the blocks, add line items, and set the terms: signature, deposit, and expiry.
3. Send it by email or text. Workspace369 mints the public link on the first send.
4. Follow the activity: views, questions, follow-up reminders, acceptance or decline.
5. Convert the accepted proposal to an invoice, or revise and resend it.

[Track acceptance and convert a proposal to an invoice](/v/2026.3/finance/track-acceptance-and-convert-a-proposal/) covers steps 4 and 5. Workspace defaults for design and terms live under Settings, described in [Proposal defaults and templates](/v/2026.3/finance/proposal-defaults-and-templates/).

## Who can do what

Proposal permissions are set per member under Team. The permissions are **View Proposals**, **Create Proposals**, **Edit Proposals**, **Delete Proposals**, **Send Proposals**, **Mark Proposals As Accepted**, **Convert Proposal to Invoice**, and **Manage Proposal Templates**. Amounts on proposal cards follow the invoice price permissions, so a member who cannot view invoice prices sees no totals here either. See [Team access and permissions](/v/2026.3/admin/team-access-and-permissions/).

## Plan requirements

The proposal editor, themes, and sending are available from the Voyager plan. Cover images, page backgrounds, per-section engagement insights, client acceptance with signatures, optional add-on line items, revisions, and deposits on acceptance are available from the Specialist plan.

## Good to know

- Only drafts can be edited. Once sent, recall the proposal to draft or create a revision.
- Tax is calculated on the subtotal after the discount. Optional add-ons count toward the total only while the client has them selected.
- A proposal needs a client with an email address, or a phone number for text delivery, before it can be sent.
- Internal notes on a proposal are never shown to the client. Put client-facing wording in a Text or Terms block.
- Proposal numbers use the PROP prefix. Converting to an invoice assigns a real invoice number; the proposal number is not carried over.