In this article you’ll learn about building proposals in Hectic, sending them to potential clients, and how the information in a proposal can be used elsewhere in Hectic.
Creating a proposal
First, navigate to the client you’re planning to send a proposal to (or add them as a new client), then open their then open their agreements tab. Use the + button in the upper right and choose agreement then select proposal. You can also quickly add a proposal from homebase in the focus tab when you click on the agreement icon.
You'll see several agreement options here. This article will focus on proposals. If you are on the pro plan, you will have an option to "Start from your library." Read more about agreement templates here.
Styling your proposal
By default, a proposal includes a heading (cover image, title, "By" and "For" fields auto-populated with your client information), text sections for your client's needs and your solution, fee structure project block, and an e-signature block. All text can be edited; just click on the text and start typing.
To adjust the color scheme and background image for the cover, use the "Cover image" button at the top of the page. To adjust the form’s fonts, use the "Font settings" button.
If your cover image doesn't require that you show a proposal heading, you can choose the option to make your "Heading position" hidden.
You can add several content block types to your quote
Text blocks are used to share information about you or your work with the client.
File attachments can be used to attach any file type, with a size limit of 50mb.
Images can include captions (“Image with caption”), or stand alone (“Image centered”).
Contract terms are legally-binding terms that lay out payment expectations.
Fees & tasks show the work you’re offering the client, along with the cost for that work. You can include projects (including tasks and details); the client will be asked to choose one, select multiple, or choose all before signing. You can also opt to automatically create a project or send an invoice.
Click the "Insert block" button between any existing content blocks, then click the icon for the content type you’d like to add. You can use the arrows on the block or drag and drop it to place it elsewhere.
You'll want to set up these 4 things in your proposal to keep clear communication and define expectations.
Fee structure and pricing
Projects and tasks
Optionally, we suggest including your client's pain points (learned from the discovery form you sent) and your solution.
Optionally, you can add payment and legal terms to your proposal to make it legally binding.
Fee structure and pricing
Add in the price of the work you’re offering. Click "Set up fees" to add them. You can choose an hourly rate, a set price for the whole project, a recurring retainer fee, or per item structure based on your tasks. The fee you choose will automatically populate in the invoice section of the client details, making it easy to bill for your work.
Projects and tasks
Change the [project name] to whatever you'd like to call your project.
Within the project block, you can add one or more specific tasks you’ll provide the client. Toggle on or off automations to create a project and/or create an invoice based on your proposal.
If you have chosen per item pricing, you'll see an option to select pricing from your product/service library (or create a new one). You'll give it a name, set your default rate for that product/service and describe the units. You can also choose to charge hourly per this item.
Pro tip: Save projects that you use on a regular basis for easy addition to proposals or in projects.
You can also add multiple project blocks to the proposal. If you choose to add multiple options, you can allow your client to choose one when signing. You can use this to offer package options, like a basic package and a VIP package with additional support or features. You can also toggle the choice to allow your client to select multiple packages or make all packages required.
Terms and e-signatures
Adding terms to your contract is optional, but recommended. These terms are legally binding when signed, which helps protect you in case of non-payment or late payment from the client. It also sets clear expectations, so there’s no confusion for either you or the client.
If you choose to add this block, you'll get a default block. To edit it, click in the terms block. Then you’ll be able to choose a deadline for payment (for example, “7 days after invoicing”), a payment schedule, late fees, and a deposit amount.
You can toggle off including legal terms if you prefer.
Note: The contract template provided by Hectic was drafted by an attorney based on common requirements for freelancers in the US, however, it is not a substitute for legal advice. If you have any questions regarding this contract template or your finished contract as it relates to your specific business, please contact a licensed attorney.
If you’d like to include a contract terms section, but would prefer full control over the language included, use the “Convert terms to editable text” button.
Before you send the proposal to your client, make sure to sign it. You can do this right in the editor, using the “Sign” button in the signatures section.
Sending your proposal to a client
Once you’ve signed, it’s ready to send! Use the "Share" button in the top right corner to email a link to the contract to your potential client.
You’ll be asked to finalize the proposal before you send it; click the "Finalize" button if it’s ready to go. You can choose to print or download, copy a link to send to the client manually, or send it through a Hectic email. If you’ve set a default contact for the client, their email will populate automatically. If not, you can use the dropdown in the "To" field to select the correct email or add a new contact.
The subject line and message in the Hectic email is fully editable; just click to edit. Then hit send to share your proposal with the client!
Comments and edits on proposals
Ideally, your client will sign the contract right away. However, some clients will have specific needs, and may ask for a proposal to be amended before they sign. If so, they can leave a comment on the proposal directly. When this happens, you’ll get an email notification with the comment they added.
In order to make changes to the proposal, you’ll need to unlock it. You can use the "Edit proposal" button at the top of the page to make it editable.
You can view all of your proposals under a client's proposals tab. If you added projects and tasks to your contract, they have been automatically added to your project management (you can toggle this setting in settings > preferences > proposals).
A signed proposal means it’s time for you to get to work, so you can deliver a high-quality, on-time project to the client. If you’re not sure where to start, learn more about project management in Hectic.