Web Proposals: A Step-by-Step Guide

Last updated: October 6, 2025

Overview

Digital proposals transform your estimates into professional, interactive web pages that clients can view, electronically sign and approve proposals from any device. This streamlines the sales process, allows for real-time updates without resending documents, and helps you close deals faster. This tutorial will guide you through creating, customizing, sending, and managing a digital proposal.

Step-by-Step Guide

  1. Navigate to the Proposal Editor From your project page, click the Proposal button. If it's your first time creating a proposal for this project, you'll be taken directly to the editing page.

  2. Customize Your Proposal On the editing page, you can tailor every aspect of your proposal:

    • Add a compelling visual by clicking Add Image to include a cover photo.

    • Use the Estimates dropdown at the top to select which estimates should be included in the document.

    • Click Manage Docs to attach project photos, terms and conditions PDFs, or other relevant files. You can choose to include images inline, with or without notes, or append them to the end of the proposal.

  3. Save and Review After customizing, click the Save button. You'll now see a preview of the proposal exactly as your client will view it. At this stage, the proposal's status is Unshared.

  4. Share with Your Client When you're ready to send it, click the Send button to email it directly from the platform. You can compose a new message or use an email template for speed and consistency. Alternatively, click the three-dot menu (...) and select Copy Live URL to share the link through text or your own email client. While using the Live URL or web Proposals, your customers will have access to electronically sign and accept your proposal.

  5. Track the Proposal Status Once you send the proposal or copy its link, the status will update from Unshared to Live. You can monitor client engagement by clicking the Events button, which provides a timeline of when the proposal was created, viewed, and signed.

Note: Using the live link customers have the ability to sign the proposal online and have the project status automatically update to accepted in OneCrew. Live links must be included in the proposal email as a template variable or the link must be shared directly with the customer for this feature.

Insight: Live proposals are dynamic. Any changes you make to the estimate or proposal details are instantly reflected in the live link you sent to your customer.

Troubleshooting

  • I need to change something after sending the proposal. As long as the proposal is Live and not yet signed, you can make edits. Click the pencil icon to return to the editor. Any changes you save will automatically update on the customer's live proposal link.

  • I sent a proposal but now need to prevent the customer from signing it. You can revoke access by voiding the proposal. Click the three-dot menu (...) and select Void Proposal. The customer will then see a "This proposal is no longer valid" message if they try to open the link.

  • How do I send an updated proposal after voiding the first one? After voiding a proposal, you must generate a new live link. Simply use the Send button or Copy Live URL option again to create a new, shareable link for your customer. The old, voided link will remain invalid.