Free template · Proposals
Ten sections, each with the template text and a filled-in example, from the situation to the signature. All of it is below, free. The kit adds the Word template and the full example as a PDF.
Proposal Template Kit
A proposal your client can say yes to on the first read.
Structured around how buyers decide: their problem in their words, three priced options and one step to say yes.
A proposal doesn't persuade a stranger. It confirms, in writing, a conversation you've already had: this is your problem, this is what we'll do about it, this is what it costs, and this is how to start.
When the client reads their own problem in their own words, sees options instead of a single take-it-or-leave-it price, and finds the next step on the last page, saying yes is the easy part.
Most proposals are lost before the price page. These keep them alive.
A proposal confirms a conversation. If you haven't agreed what's wrong and what good looks like, have that call first.
Quote the problem the way they described it on the call. They should recognise it instantly.
A smaller one, the one you recommend and a bigger one. The client chooses between your options instead of deciding yes or no.
Scope creep starts with an exclusion nobody wrote down.
Signature, deposit and kickoff booking on the last page. Then walk them through it live rather than just sending it.
The template text is on the left of each card. The example underneath is for a fictional company, so you can see what good looks like.
One page: who it's for, from whom, and until when
[Project name] for [Client company]
Prepared for [Client name, title] by [Your name], [Your company]
[Date] · Valid until [date, usually 30 days later]
Example · a fictional company
Website enquiry follow-up for Northwind Dental Group
Prepared for Dana Reyes, Operations Director, by Sam Ortiz, Brightline Studio
3 March · Valid until 2 April
Their problem in their words, three to five sentences
[Client] [what they do]. Today, [the problem, in their words]. As a result, [what it costs them: money, time or customers]. [Why now: the deadline or event that makes this urgent].
Example · a fictional company
Northwind Dental Group runs three clinics. Today, web enquiries wait until the front desk has a quiet moment, often the next day, and some are never called back. As a result, new patients book with whichever practice answers first. With a fourth clinic opening in June, the team wants every enquiry answered the same day.
Three outcomes you can measure, with dates
By [date], [measurable outcome 1].
[Measurable outcome 2].
[Measurable outcome 3].
Example · a fictional company
By 30 June, every web enquiry gets a reply within 15 minutes during opening hours.
Every enquiry is tracked from first contact to booked appointment.
The front desk spends less time chasing and more time with patients.
The phases of the work, in plain words
Phase 1, [name] ([weeks]): [what happens].
Phase 2, [name] ([weeks]): [what happens].
Phase 3, [name] ([weeks]): [what happens].
Example · a fictional company
Phase 1, Map (week 1): we sit with the front desk, map every enquiry route and agree the reply rules.
Phase 2, Build (weeks 2 and 3): instant replies, a booking link and one enquiry pipeline for all clinics.
Phase 3, Launch and tune (week 4): go live clinic by clinic, then review the numbers after 30 days.
What's in, what's out, what you need from them
Included: [deliverable], [deliverable], [deliverable].
Not included: [out of scope], [out of scope].
What we need from you: [access, people, decisions] by [date].
Example · a fictional company
Included: enquiry forms on all four clinic pages, instant email and text replies, the enquiry pipeline, staff training and 30 days of support.
Not included: paid advertising, a website redesign, changes to the practice-management software.
What we need from you: website access, and one front-desk lead per clinic for two hours in week 1.
Milestones with dates
[Milestone] · [date]
[Milestone] · [date]
[Milestone] · [date]
Example · a fictional company
Kickoff · 10 March
Build complete · 28 March
First clinic live · 1 April
All clinics live · 14 April
30-day review · 14 May
Three options, one recommended, and the payment terms
Option A, [name]: [price]. [What it includes.]
Option B, [name] (recommended): [price]. [What it adds.]
Option C, [name]: [price]. [What it adds.]
Payment terms: [deposit] on signing, [balance] on [milestone].
Example · a fictional company
Option A, Essentials: $4,800. Forms, instant replies and the pipeline for all clinics.
Option B, Complete (recommended): $6,900. Everything in Essentials, plus text replies, staff training and 30 days of support.
Option C, Complete and care: $6,900, then $450 a month. Everything in Complete, plus monthly reporting and changes.
Payment terms: 50% on signing, 50% when all clinics are live.
Relevant proof, briefly
[Relevant experience, in one or two sentences.]
[A real result or reference, with the client's permission.]
[Who will do the work.]
Example · a fictional company
Brightline Studio has built enquiry and booking systems for multi-site clinics since 2019.
Reference available on request: the operations lead at a four-clinic physiotherapy group.
Sam Ortiz leads the project; Priya Shah builds it and trains your team.
Exactly how to say yes
To go ahead:
1. Choose an option and sign below. 2. Pay the deposit: [payment link]. 3. Book the kickoff call: [calendar link].
Example · a fictional company
To go ahead:
1. Choose Option A, B or C and sign below. 2. Pay the 50% deposit through the payment link. 3. Book the kickoff call for the week of 10 March.
The signature block
Accepted for [Client company]
Option chosen: A / B / C
Name: [name] Title: [title]
Signature: ____________ Date: ____________
The mistakes that lose proposals are rarely about price.
Company, contact and title, everywhere they appear, including the file name.
Option prices, deposits and the balance, checked against each other.
It gives the client a natural reason to decide.
Search the document for the previous client's name before you send it.
Send the proposal with a time to walk through it together.
In AutomateNexus CRM, the Engagement Proposal template takes the client from scope, deliverables and investment to review, sign and submit payment, then a kickoff call, in one flow.
See every proposal and quote templateA cover with an expiry date, the client's situation in their own words, measurable goals, your approach, the scope including what isn't included, a timeline, pricing options with payment terms, brief proof, the next steps and a signature block.
Long enough to answer the buyer's questions and no longer. For most small-business service work, the ten sections here fit on five or six pages.
A proposal explains the problem, your approach and the options, and asks for a decision. A quote lists the items and prices for a scope that's already agreed. Complex or custom work needs a proposal; a straightforward sale needs a quote.
As three options: a smaller one, the one you recommend and a bigger one, each with what it includes, followed by clear payment terms. The client compares your options rather than deciding yes or no on a single price.
Thirty days is common. Put the expiry date on the cover so the client has a natural reason to decide, and so you can revisit prices and availability after it passes.
Proposal Template Kit
A proposal your client can say yes to on the first read.
Templates only work when someone sends them. AutomateNexus CRM keeps every deal's next step in front of you, with Karrie and eight AI agents on every plan.