Create, Send, and Revise Project Proposals

A Project Proposal is a versioned commercial narrative: objective, scope, deliverables, assumptions, exclusions, attachments and indicative pricing. It is not the GST-authoritative Estimate, an Invoice or a Project plan.

Permission required

You need Projects and the appropriate Proposal management access. Without View all Projects, staff see only Proposals they created or are the assigned lead for. Location scope still applies.

Prepare the Proposal

Send a controlled Proposal

1. Go to Projects → Proposals and create a Proposal for the correct customer and location.
2. Add the objective, scope, deliverables, assumptions, exclusions, validity and any safe attachments.
3. Add indicative items only to communicate likely value. Confirm tax and pricing in the generated Estimate.
4. Preview the client-facing version and resolve missing information.
5. Send the Proposal. Yepsta freezes that version and creates the secure response link.
6. Monitor Sent, accepted, changes-requested, rejected or expired state from the Proposal workspace.

The client can accept, request changes or reject the exact frozen version. Their response, timestamp and version remain in the audit history.

Revise after changes are requested

Open the Proposal, create a new revision, update the requested sections and send the new version. Previously sent versions remain frozen; do not edit them to match the latest conversation.

Warning

Do not treat a comment, email or phone call as an acceptance. Use the recorded response on the exact Proposal version so the downstream Estimate is defensible.

Continue after acceptance

Acceptance creates one Estimate for review. Open it and verify:

• customer, location and item mapping;
• HSN/SAC, GST rates and price calculations;
• commercial terms and validity;
• that the Estimate is marked for Project creation when the engagement should become a Project.

After the authoritative Estimate is issued and accepted, Yepsta creates one Project Draft. The Proposal’s scope remains linked commercial context; operational milestones and tasks are built in Project setup.

Important information

Proposal acceptance does not create an Invoice, record a Payment, activate work or approve future Change Orders. Each of those remains a separate controlled event.

Understand expiration and access

An expired Proposal cannot be silently accepted as current scope. Prepare and send a valid revision. Client response links expose only the frozen Proposal and permitted response actions; they do not expose internal Project data.

Tip

Use Proposals when the narrative and revision history matters. If authoritative pricing is already ready and no proposal discussion is needed, start with a Project-intent Estimate instead.

Related guides

• Choose the correct Project creation path
• Set up the generated Project Draft
• Manage post-acceptance scope with Change Orders
• Create and manage Estimates

Last reviewed: 1 September 2026