Build and send a proposal

Write a proposal

1. Open the event from Events, then press More in its tab bar and choose Proposals. Proposals are made inside an event.
2. Press New proposal. Check the Proposal title, the client’s name and email (filled in from the event) and, if you want one, an Expiry date (optional).
3. Press Create and open builder. The builder opens in a new tab. If your browser blocks it, press Edit on the new row.
4. Work down Proposal sections. A new proposal starts with a Cover, an Intro, Packages, a Pricing table and Terms. Use the arrows to move a section, and Add section for another.
5. In Packages, tick the packages to show. Packages come from Settings, under Event setup, Packages. In the Pricing table, add each line as a description and an amount.
6. Edit the Terms text. It starts with “A deposit of 25% is required to confirm your booking. The remaining balance is due 14 days before the event.” That is only text: change it to your real terms.
7. Press Save, or go straight to Send to client, which saves first. A message says “Proposal sent to client.”

What your client gets

An email from MyVenueHQ, with your account email as the reply address, headed “{venue} has sent you a proposal” with a button View your proposal. The page shows your sections in your brand colour. At the foot they see “Ready to move forward?” and press Answer this proposal, then choose Accept this proposal or Decline, add an optional message and press Send my answer. They see “Proposal accepted. We’ll be in touch.”

You, as the owner, get an email “Proposal Accepted” or “Proposal Declined”, and the row shows the status and their message.

Change, resend or delete

Press Resend on a sent proposal to email it again with a fresh link, which stops the link in the first email from working. Editing the text of a sent proposal puts it back to Draft so a client cannot accept words they have not seen. A draft or declined proposal can be deleted. Deleted proposals go to the Trash for 30 days when the Trash is on.

What it does not do

• Accepting a proposal does not create a contract or an invoice, and does not confirm the event. You do the next step yourself.
• An accepted proposal is locked: “This proposal was accepted and can no longer be changed. Write a new proposal instead.”
• A pricing line is a description and one amount. There is no quantity, rate, tax or service charge field.
• Packages show their vendor add-ons for information. The client cannot choose add-ons, and nothing totals them.
• The intro is plain text. There is no bold, no links and no proposal PDF or print version.
• An expiry date closes the offer at the start of that day, so choose the day after the last day you want it open. After it the link says “This proposal has expired.”
• Nothing reminds a client who has not answered. Money shows “Proposals with no answer” for proposals sent a week or more ago.
• The Send button on the list does not save the builder first. Press Save in the builder before you send from the list.

Common questions