PRD

V1 Proposal

Ali Shaown

Proposal Maker for Agency Handy

Product Requirements Document

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Executive Summary

The Proposal Maker is a new feature within Agency Handy that enables users to efficiently create, send, and manage professional proposals. This feature streamlines workflows, enhances client interactions, and increases conversion rates through an intuitive interface and automated processes.

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1. Objectives

Increase Conversion Rates: Streamline the proposal process

Enhance Agency Branding: Ensure consistent professional presentation

Improve Efficiency: Reduce time spent creating and sending proposals

Secure Legal Agreements: Facilitate legally binding digital signatures

Automate Sales Workflow: Auto-create orders and invoices upon acceptance

Gain Data-Driven Insights: Track proposal effectiveness metrics

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2. User Roles & Access

Superadmins, Admins & PMs: Full access to all features

Clients/Leads: View and sign proposals via public links

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3. Core Functionality

3.1 Proposal Creation

Superadmin/Admin/PM can create new proposal

Proposal Id will be user defined

In new proposal open a form with:

Subject/title/proposal name

Select lead/client/email address

Client address, country, state, zip

company name

Proposal status

Draft

Sent

Accepted

Rejected

Proposal sent date

Add assignee

Proposal open till/accessible date

After this date proposal will not be accessible via link/can't be signed

Allow comments

Comment section will be on proposal public link

Comment will always be open

Select service/create service

Select existing service

Create new service (will not show in catalog, only for this proposal)

Edit service (edited service will only be for this specific proposal)

Edit package/create package (only for this proposal)

Allow adding add ons in proposal

add on will follow rules similar to order forms (same currency, same billing cycle etc)

Add additional item with price, quantity, etc.

Based on the service quantity, budget will be filled

If there is no service, user will have to manually give budget, quantity, etc.

VAT tax can be added

User can add components to the proposal:

Rich text field

File

User signature

Client signature

Save/save and send button

3.2 After Creation Behavior

After proposal is created, add to the template selected

Once sent to client:

Send email to the client with proposal link

Client will be able to select service/services and addons

without selecting service add ons will not show

based on the selection price field and timeline will populate

Client can sign using the link

Once the proposal is signed, lock the proposal. It can no longer be edited

Once the proposal is signed sent a copy to client via email and notification

3.3 Proposal Settings

Template settings

Change color and other content stylings

User signature

sign and adding component will show signature

Rules/automation

Once proposal is accepted:

Do nothing

Automatically create order and invoice

Automatically create order

Automatically create invoice

3.4: after acceptance behavior:

based on the rules

Do nothing

create only order/orders (for multiple service)

create only invoice/invoices

in email sent all the invoices as attachment

create orders and invoices based on the service selected

3.5 Notifications & Emails

Email Templates:

Proposal Notification: "You have received a new proposal for {service_name} from {company_name}"

Reminder: "Reminder: Your proposal for {service_name} is awaiting your response"

Acceptance Confirmation: Sent to both client and agency team

Email Contents:

Proposal sent

Sub: You have received a new proposal from {company name}

Hi,

{Company_name} has sent you a new proposal please review.

Proposal Details:

Proposal Name: {{proposal_name}}

proposal Number: #[proposal Number]

Due Date: [Insert Due Date]

If you agree with the proposal, please sign the proposal by going to the link.

[CTA: View proposal] [redirect to the public link of the proposal]

You can also sign the proposal by going into the portal.

Sign in url: {sign_in url}

Regards,

[Company_name]

New version of a proposal sent

Sub: You have received a new version of a proposal from {company name}

Hi,

{Company_name} has sent you a new proposal please review.

Proposal Details:

Proposal Name: {{proposal_name}}

proposal Number: #[proposal Number]

Due Date: [Insert Due Date]

If you agree with the proposal, please sign the proposal by going to the link.

[CTA: View proposal] [redirect to the public link of the proposal]

You can also sign the proposal by going into the portal.

Sign in url: {sign_in url}

Regards,

[Company_name]

Reminder Email: Asking Client to Sign Before Due Date

Subject: Reminder: Please sign the proposal from {Company_name} before it expires

Body:

Hi,

This is a friendly reminder from {Company_name}. You’ve received a proposal that is due soon. Please review and sign it before the deadline.

Proposal Details:

Proposal Name: {{proposal_name}}

Proposal Number: #{{proposal_number}}

Due Date: {{due_date}}

To proceed, please sign the proposal using the link below:

[CTA: View Proposal] (redirects to public link)

You can also view and sign the proposal by logging into your portal: Sign-in URL: {{sign_in_url}}

[PDF attachment of proposal]

Regards, {Company_name}

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Proposal Accepted Email: Sent to the Company (Agency Team Notification)

Subject: Your proposal {{proposal_name}} has been accepted

Body:

Hi Team,

Great news! The client has just accepted the following proposal:

Proposal Details:

Proposal Name: {{proposal_name}}

Proposal Number: #{{proposal_number}}

Accepted By: {{client_name}}

Acceptance Date: {{accepted_date}}

You can now proceed with the next steps in your workflow.

[CTA: View Proposal in Dashboard]

[PDF of the signed proposal]

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