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Import a proposal from a PDF or image

Upload a PDF, PNG or JPEG of a proposal from HoneyBook, Dubsado or another tool, let AI rebuild it as a template, review it, and save it.

Version 2026.3Updated October 31, 2026
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To bring a proposal over from another tool, choose Import a proposal and pick a PDF or a picture of the proposal you sent clients. AI reads the file once and rebuilds it as a draft template. You review it, remove what you don't want, and nothing is saved until you select Save as template.

Plans: Import a proposal starts on Cadet. Without it, the sheet shows Importing a proposal comes with your required plan instead of the upload step.

Before you start

  • You need the manage templates permission for proposals. Importing always ends in a saved template. Without it, the entry points are disabled and show Needs permission. Ask an admin. Nothing is uploaded or charged. See Team access and permissions.
  • The file must be a PDF, PNG or JPEG, up to 10 MB. In Word or Pages, use Export or Save as PDF first.
  • Reading the file uses AI usage, and your workspace needs some left. See Tokens and AI billing.

Import a proposal

  1. Open the import from any of these places:
    • Settings → Sales → Proposals, in the Templates section, with Import a proposal.
    • The template picker when you start a new proposal, on the Import a proposal row.
    • The Proposals list when it has no proposals yet. Select Import a proposal under Switching from HoneyBook or Dubsado?
  2. Choose the file. On a computer the area says Drop a proposal here, and you can also choose a file from your computer. On a phone or tablet it says Choose a proposal file.
  3. Optional: under Where is it from? (optional), pick HoneyBook, Dubsado or Something else. This helps the reader understand the layout. It never changes the price.
  4. The file uploads first. Uploading does not use AI usage. Then Rebuilding your proposal… shows, usually under a minute.
  5. Check the result (see the next section). You can rename it under Template name.
  6. Select Save as template.

We read the file once to rebuild it, then delete it.

Review what was rebuilt

What we rebuilt lists the blocks found, for example Cover page, Header, Text block, Pricing, Totals, Timeline and Terms. Pricing shows packages marked Pick one, Add-ons, Optional and Included. Use Remove on a block you don't want, and a note confirms it was removed. Totals are worked out from the line items.

Things to check can show notes about what was not carried over:

  • Images were not imported: photos and logos stay out of templates. Add yours in the editor.
  • Tax of N% found: set it on the line items after you save. No tax code is guessed.
  • Prices read as a currency code: shown when the proposal's currency differs from your workspace's. Check the amounts before you use the template.

After you save

Template saved confirms it is in your templates, under Settings → Sales → Proposals → Templates and when you start a new proposal.

If notes were shown in Things to check, the template stays marked Needs setup with the number of steps left.

  1. Select Open template to finish, or the Needs setup tag on the template.
  2. Under Finish setting up, tick each step when it's done, for example Set the N% tax on the line items, Add your cover photo and logo or Check the prices, read as the code.
  3. The tag goes away when none are left.

Select Use it in a new proposal to start a proposal from the template.

What it costs

  • Uploading is free.
  • Reading counts toward your AI usage once, as one read per proposal. It is not charged if the file can't be read.
  • Reviewing and saving are free. Used 1 proposal read · Saving is free shows on the review screen.
  • A read that was already used is not repeated by retrying. If the result isn't usable, the sheet offers Try another file instead.
  • If you close the sheet and choose the same file again within 30 minutes, the result comes back without another read.

Troubleshooting

  • That file is too big: the file is over 10 MB. Export a smaller PDF or fewer pages, then choose it again.
  • We can't read that type of file: choose a PDF, PNG or JPEG.
  • This doesn't look like a proposal: no prices or proposal sections were found. It works best with a proposal or quote you sent to a client. Nothing is charged.
  • We couldn't read this file: the text may be too small or blurry, or the file is locked. Try a PDF exported straight from HoneyBook, or a full-size screenshot.
  • The upload didn't finish: check your connection and try again.
  • The import didn't finish: something went wrong while rebuilding it. Nothing is charged.
  • We couldn't confirm the result: the connection dropped before the answer came back. Trying again may use AI usage a second time, so check your AI usage first.
  • You're out of AI usage: your file is kept until you close the sheet. Select Add AI usage, then it reads again. If you aren't the workspace owner, select Ask the owner, which copies a message you can send them.
  • You've imported a lot in a short time: wait a while and try again. Nothing was charged.
  • Your role can't save templates: ask a workspace admin to add the manage templates permission to your role, or to import it for you.
  • We could not save the template: your draft is still there with every edit. Saving is free, so try again.
  • Prefer to start from scratch? Select Build a template by hand to open a blank proposal you can save as a template, with no AI usage.

To bring in proposals as records from a spreadsheet instead, see Import data from another tool with AI. Continue to Proposal defaults and templates and Create and send a proposal.

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