How to Create, Brand, and Send Proposals

You just finished a great consultation call. The client is excited, you are excited, and now you need to send them a proposal before the momentum fades. If your current process involves opening a Word doc, copying and pasting from the last proposal you sent, and manually swapping out names and numbers, you are spending time on busywork instead of closing deals.

Ripluo's proposal tool - available on the Pro plan ($49.99/mo) - lets you build, brand, and send professional proposals in minutes. Clients receive a shareable link, and you can track exactly when they open it. Here is how to set it up.

When to Use Proposals vs. Quotes

Before you start, it helps to know which document fits the situation. Proposals and quotes serve different purposes in your sales process:

• Proposals are for pitching your services to potential clients. They are designed to sell - you include your branding, descriptive text about what you offer, and a breakdown of your service packages. Use a proposal early in the conversation when you are still winning the business.
• Quotes are for giving an existing client a specific price breakdown. They focus on the numbers - line items, taxes, discounts, and an expiration date. Use a quote once the scope is agreed upon and the client just needs to see the final pricing. Quotes can be converted directly into invoices.

If you need to make an impression and explain your value, send a proposal. If the client already knows what they want and just needs a price, send a quote.

Step 1: Navigate to Proposals

From your Ripluo dashboard, click Proposals in the CRM section of the left sidebar. This opens your proposals list where you can see all drafts, sent proposals, and their current status.

Click "Create Proposal" to start a new one.

Step 2: Add Client and Event Details

Start by selecting the client this proposal is for. If they are already a contact in your CRM, select them from the dropdown. If not, you can create a new contact right from the proposal form.

Next, fill in the event details - event name, date, venue, and any other relevant information. This context helps the client understand exactly what they are agreeing to when they review the proposal.

Step 3: Brand Your Proposal

This is what sets proposals apart from quotes. A generic-looking proposal does not inspire confidence - especially when you are trying to win new business. Ripluo lets you customize your proposal with your full brand identity:

• Logo - Upload your company logo so it appears at the top of every proposal
• Brand colors - Set your primary and accent colors to match your website and other materials
• Fonts - Choose a font family that reflects your brand style
• Cover page - Add a professional cover page that sets the tone before the client even sees the pricing

These branding settings carry across all your proposals, so you only need to set them up once. You can adjust them per proposal if you have a client who needs a co-branded document.

Step 4: Add Your Service Packages

This is where you outline what you are offering. Unlike a quote - which focuses purely on price - a proposal lets you tell the story of your services. You can add line items manually or pull them from your service catalog if you have already set one up.

Each line item includes:

• Service name - What you are providing (e.g., "Day-of Coordination," "Full Planning Package")
• Description - A detailed explanation of what is included and why it matters
• Quantity and unit price - For itemized billing

The proposal automatically calculates subtotals and the grand total so nothing is left to manual math. The goal here is to show your value, not just list numbers.

Step 5: Use Text Snippets to Tell Your Story

Proposals are your chance to explain what makes you different. But if you find yourself typing the same paragraphs over and over - your approach to planning, what sets your team apart, cancellation policies, scope descriptions - text snippets save you from that repetition.

Create reusable blocks of text that you can insert into any proposal with a click. Add sections like "Our Process," "What is Included," or "Terms and Conditions." This keeps your language consistent and professional across every proposal while saving you from rewriting boilerplate every time.

Step 6: Share Your Proposal and Track Status

When your proposal is ready, click "Send" to generate a shareable link. You can send this link directly to the client via email or copy it to share however you prefer.

Once the client opens the link, Ripluo tracks the view. You will see when the proposal was viewed, how many times it was opened, and the current status - Draft, Sent, Viewed, Accepted, or Declined. This gives you the information you need to follow up at the right moment instead of guessing.

Step 7: Save Proposals as Templates

If you create proposals for similar events regularly - weddings, corporate retreats, galas - save a finished proposal as a template. Next time, start from the template, swap out the client details and event specifics, and you are ready to send in a fraction of the time.

Templates preserve your line items, text snippets, branding, and layout so you maintain consistency while cutting down on setup time. This is especially valuable for proposals because of the branding and descriptive content you have built - you do not want to recreate that from scratch every time.

Get Started

Proposals are part of Ripluo's Pro plan at $49.99/mo, which also includes contracts, invoicing, and the full CRM suite. Ready to send your first branded proposal? Create your free Ripluo account to explore the platform and upgrade when you are ready to start closing deals faster.

Frequently Asked Questions

Can I customize the branding on each proposal?

Yes. Your organization branding applies by default, but you can override the logo, colors, and fonts on any individual proposal. This is useful for co-branded proposals or when you operate under multiple brand identities.

Can clients accept or decline a proposal directly?

Yes. When a client opens the shared proposal link, they can review the details and mark it as accepted or declined. You will see the status update in real time on your proposals list.

Is the proposal tool included in the free plan?

No. Proposals are part of the Pro plan ($49.99/mo), which includes the full CRM suite - proposals, contracts, invoicing, leads, and pipeline management. The free plan includes event planning tools like schedules, checklists, and budgets.

What is the difference between a proposal and a quote?

A proposal is a branded sales document designed to pitch your services and win new business. It includes your logo, colors, fonts, descriptive text, and service packages. A quote is a focused price breakdown with taxes, discounts, and an expiration date - used once the client knows what they want and just needs the numbers. Quotes can be converted directly into invoices; proposals cannot.

Can I create a contract or invoice after a proposal is accepted?

Yes. Once a proposal is accepted, you can create a contract or invoice using the same client details. The proposal does not convert directly, but having all the information in your CRM means you do not have to re-enter anything - just create the next document from the same client and event record. If you need a direct conversion path, consider sending a quote instead, which can be converted into an invoice with one click.