Create a proposal

A proposal tells the customer what you will do, for how much, and on which terms. In Kluvan it also carries the phases of the work and the payment milestones, so that an accepted proposal turns into a project and invoices without typing anything twice.

Before you start

• Contracts must be switched on (see Switch on and set up Contracts).
• You need the right Create and edit proposals.

Steps

Start the proposal

1. Open Contracts. The New proposal form is below the list. You can also choose New → Proposal.
2. Pick a Deal from CRM, or a Customer. A deal brings its customer and title.
3. Pick a Template, or No template to start empty.
4. Type a Title, and pick the Document language and, for a two-language document, a Second language (optional): English, Arabic or Urdu.
5. Select Create. The proposal opens with its number, for example PRP-000123, as version 1 in Draft.

Write it

1. In Edit this version, check the Title, Valid until and How the customer agrees.
2. Set the agreement it will make: the Kind, Term (months), Notice period (days) and Renews automatically.
3. Write the Cover letter and the Sections. A section from the template is marked Standard clause; once you change it, it shows Changed from the template's clause.
4. Under Phases, add the stages of the work with a Budget, a Start and a Due date.
5. Under Lines, type each Description, Qty, Unit price, Discount % and Tax %. Add a Cost to see the margin. Mark a line Optional for the customer to choose, or Recurring per month, quarter or year, and link it to a Phase.
6. Under Payment milestones, name each one and pick when it is Due: On acceptance, On a date, When a phase is done, When we say so or Retention release. Give a Share % or an Amount, and a Retention % if you hold some back.
7. Write the Terms, then select Save.

Good to know

• The tiles at the top show the Net, Tax, Total, and the Margin and Discount once lines carry costs and discounts. A Needs approval banner lists the rules this version triggers, such as "discount over the limit".
• Totals count every optional line, so the approval rules see the largest possible proposal. The customer sees the totals without options and adds the ones they want.
• Milestones must add up: their shares and amounts cannot exceed the total (see ctr_milestones).
• Lines are typed, not picked from your product list. Recurring lines are priced and shown, but no subscription is created from them.
• Languages. The PDF can be English, Arabic or Urdu, or two of them side by side; Arabic and Urdu read right to left.
• Wording. Kluvan refuses texts that claim a legal effect it does not give, such as "qualified signature" (see ctr_wording).
• Next: Send a proposal and get it approved.