Overview
Your proposal is often the last thing a client sees before making a decision. It needs to be professional, persuasive, and perfectly reflect your brand. A great proposal doesn't just present numbers, it tells your story and builds confidence.
This guide shows you how to customize, send, and track proposals that win more work and close deals faster.
Understanding Proposals in Structur
What It Does
Proposals are automatically generated from your estimates and include:
Professional cover page
Company information and branding
Pricing breakdown
Team member profiles
Client testimonials
Terms and conditions
Signature and approval workflow
When to Use It
Use proposals to:
Present professional pricing to clients
Showcase your team and capabilities
Build trust with testimonials
Set clear terms and conditions
Enable electronic approval
Track client engagement
Accessing Your Proposal
Navigate to your lead or project
Go to the Preconstruction section
Click on Proposals
You'll see your auto-generated proposal ready to customize
Every estimate automatically creates a linked proposal.
Customizing Your Default Template
For consistent branding across all proposals:
Edit Default Proposal
Click Settings to open Default Proposal Settings
This becomes your template for all future proposals
Sections You Can Customize
Header and Cover Page:
Upload your company logo
Add a compelling cover image
Customize colors to match your brand
Add a tagline or mission statement
Proposal Details:
Set default expiration timeframe for proposals
Add your standard payment schedule (e.g., deposit, progress payments, final payment)
Include default tax rate
Add your license number and insurance information
Set default currency and number formatting
Include company address for proposal headers
Add default "prepared by" contact information
About Our Company:
Brief company history and founding story
Mission statement and core values
Services you specialize in
Geographic areas you serve
Licenses, certifications, and insurance
Notable projects or milestones
Scope of Work:
Detailed description of work included
Project phases and deliverables
Materials and specifications
What is explicitly excluded
Site responsibilities and access requirements
Assumptions and clarifications
CEO/Owner Statement:
Personal message from leadership
Company values and philosophy
Commitment to quality
Why clients should choose you
Our Team:
Add team members who work on projects
Include photos, titles, and bios
Highlight relevant experience
Show your team's expertise
Testimonials:
Add client testimonials
Include project details
Show results you've delivered
Build trust and credibility
Photos:
Add before and after project photos
Include a variety of project types
Highlight craftsmanship and attention to detail
Show scale and complexity of past work
Files:
Attach relevant project documents
Include specifications or plans
Add certifications or insurance certificates
Reference materials for the client
Terms and Conditions:
Payment terms
Project timeline expectations
Warranty information
Change order process
Liability and insurance
Dispute resolution
Thank You:
Closing message to clients
Next steps after approval
Contact information
Build rapport and excitement
Contact:
Primary point of contact name and title
Phone number and email address
Profile picture
All future proposals will use these defaults.
Customizing Individual Proposals
You can also customize each proposal individually:
Visual Customization
Cover Photo:
Change the cover image per proposal
Use project-specific renderings
Show similar completed work
Create visual impact
Color Scheme:
Adjust accent colors
Match client branding (for corporate clients)
Maintain professional appearance
Content Customization
Add or Remove Sections:
Show only relevant information
Remove sections that don't apply
Add custom content blocks
Tailor to each client
Show or Hide Cost Code Details:
Display individual cost codes
Show only group totals
Control level of detail
Match client sophistication
Hide Totals, Overhead, or Profit:
Optionally hide markup details
Show only bottom-line pricing
Control financial transparency
Based on client relationship
Pricing Table Options
Control how much detail clients see:
Show Cost Codes
Full Detail:
Display every cost code
Show quantities and unit prices
Maximum transparency
Best for sophisticated clients
Group Totals Only:
Show just category summaries
Hide individual line items
Cleaner presentation
Less overwhelming
Hide Totals
You can optionally hide:
Overhead percentage
Profit percentage
Individual markups
Tax calculations
When to Hide:
Competitive bidding situations
Clients focused on bottom line
Avoid pricing debates
Simplify decision-making
Custom Descriptions
Modify descriptions for each line item
Use client-friendly language
Add clarifying details
Make scope crystal clear
Adding Our Team and Testimonials
Managing Our Team Section
Add to Default Proposal Settings:
Go to default proposal settings
Add team members who typically work on projects
Include:
Professional photo
Name and title
Years of experience
Relevant certifications
Brief bio highlighting expertise
Per-Proposal Customization:
Add or remove team members for specific proposals
Show only team assigned to this project
Highlight relevant experience for project type
Build confidence in your team
Best Practices:
Use professional headshots
Keep bios concise (2-3 sentences)
Highlight relevant experience
Update regularly as team grows
Managing Testimonials
Add to Default Proposal Settings:
Collect testimonials from satisfied clients
Include in default template for all proposals
Organize by project type or service
Testimonial Components:
Client name and company
Rating
Written Testimonial
Per-Proposal Selection:
Choose testimonials relevant to this project type
Match client industry when possible
Showcase similar scope projects
Rotate testimonials to keep fresh
Collecting Great Testimonials:
Ask at project completion
Request specific details
Highlight measurable results
Get permission to use company name
Setting Terms and Conditions
Default Terms
Go to Settings within Proposals
Add your standard terms and conditions
These auto-populate in all new proposals
Common Terms to Include
Payment Terms:
Deposit requirements
Progress payment schedule
Final payment timing
Accepted payment methods
Late payment penalties
Project Timeline:
Estimated start date
Project duration
Weather delays
Client-caused delays
Scope and Changes:
What's included
What's excluded
Change order process
Approval requirements
Warranty and Guarantees:
Workmanship warranty period
Material warranties
Exclusions and limitations
Insurance and Liability:
Insurance coverage details
Liability limitations
Safety requirements
Permit responsibility
Per-Proposal Adjustments
Edit terms for individual proposals as needed:
Custom payment schedules
Project-specific requirements
Client-requested modifications
Special conditions
Previewing Your Proposal
Before sending, always preview:
Click "Preview" (Magnifier icon) to see exactly what the client will see
Review all sections carefully
Check for typos and errors
Verify pricing accuracy
Ensure images load properly
Confirm contact information is current
Make any final adjustments
Preview Checklist:
Logo displays correctly
Cover image is compelling
Company information is accurate
Team members are relevant
Testimonials are appropriate
Pricing is correct
Terms are clear
Thank you page is personalized
Manual Review
You have the option to approve the proposal manually.
Once you have finished updating the proposal, click the Approve Manually button located in the top bar to sign the proposal.
After approval, your name, email, signature, and geolocation will be recorded in the activity area at the bottom of the proposal.
Sending Your Proposal
When ready to send:
The Send Process
Click "Send Proposal"
Proposal is emailed to the client contact
Client receives:
Email notification
Link to view online proposal
Professional presentation
Easy-to-use interface
Client Experience
The client can:
View Online: Beautiful, branded proposal experience
Download PDF: Save for their records
Approve Electronically: Sign and approve with one click
Decline: Provide feedback on why
Leave Comments: Ask questions or request changes
Share with Others: Forward link to decision-makers
Email Customization
When sending, you can:
Add a personal message
Highlight key points
Set expectations
Include next steps
Provide your direct contact
Tracking Proposal Status
Once sent, monitor proposal activity in real-time:
Status Indicators
Pending:
Proposal has been emailed to the client
Awaiting client action
Follow-up reminder can be set
Edits Requested:
Client requested edits
You can see more details in the Activity section
Approved:
Client has accepted the proposal
Project moves forward
Lead converts to active project
Declined:
Client has declined the proposal
Feedback may be provided
Opportunity for learning
What Happens After Approval
When a client approves your proposal:
Automatic Workflows
Lead → Project: Lead automatically moves to the Projects Pipeline
Budget Created: The estimate feeds into the Budget
Status Update: Project shows as active
Notifications: Team members are alerted
Next Steps
Project Kickoff: Schedule kickoff meeting
Contract Execution: Finalize formal contract if needed
Deposit Collection: Request initial payment
Project Planning: Begin detailed planning
Team Assignment: Assign project roles
Start Work: Begin project execution
Financial Tracking
Budget becomes active
Cost tracking begins
Estimates vs. actuals monitoring starts
Financial reports available
Downloading Proposals
You can download proposals as PDFs at any time:
When to Download
For your records
To share internally
If client prefers PDF
For backup documentation
To email manually
How to Download
Open the proposal
Click "Download"
PDF generates instantly
Save or share as needed
Best Practices for Winning Proposals
Visual Impact
Use high-quality photos: Invest in professional project photography
Keep cover page clean: Don't overcrowd with text
Brand consistently: Colors, fonts, and style should match your brand
Professional images: No low-resolution or amateur photos
Content Quality
Keep CEO statement personal: Write like you're talking to the client
Be concise: Respect the client's time
Include 2-3 strong testimonials: Quality over quantity
Clear scope: Be crystal clear about what's included and excluded
Terms and Timing
Set clear payment terms: No ambiguity about money
Define timelines: When will work start and finish?
Spell out exclusions: Prevent surprises later
Fair terms: Be reasonable and professional
Follow-Up Strategy
Don't assume: Just because they viewed doesn't mean they're ready
Call after viewing: Strike while interest is hot
Be responsive: Answer questions quickly
Stay professional: Even if declined, maintain relationship
Common Questions
Q: How long should proposals stay valid?
Include an expiration date (typically 30-60 days) to create urgency and protect against price changes.
Q: Should I include overhead and profit percentages?
This depends on your market and client sophistication. When in doubt, hide detailed markup and show total price only.
Q: Can I edit a proposal after sending?
Yes, but client will see the most current version. Notify them if you make significant changes.
Q: What if the client wants to negotiate?
You can create a new proposal revision with adjusted pricing or create a change order before project start.
Q: How many testimonials should I include?
2-4 highly relevant testimonials work best. Too many becomes overwhelming.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Send proposals without previewing first | Review every proposal before sending |
Use low-quality or irrelevant cover images | Use compelling, relevant visuals |
Include outdated team member information | Keep team information current |
Forget to update testimonials | Add fresh, relevant testimonials |
Leave terms and conditions vague | Make terms crystal clear |
Send and forget. Always follow up | Follow up strategically |
Overcomplicate with too much detail | Balance detail with readability |