Proposals are used to formalize an offer—they help service-based businesses clearly present what they’re offering, how much it costs, and under what terms. In Hubflo, they’re easy to build, brand, send, and e-sign.
Here’s what you can do with proposals in Hubflo:
Create branded proposals
Include your service contract with e-signature
Add payment terms and pricing sections
Enrich with client case studies, links, or visual content
Send and track client engagement, including reminders
Create a New Proposal
Head to Billing → Proposals on the Hubflo sidebar (left hand side)
Click New → Proposal
(Optional) Link to a Project. Skip this if the proposal isn’t tied to a specific project yet.
(Optional) Use a Previous Proposal as a Template. Hubflo will copy its structure, items, payment terms, and contract.
Add a client-facing title. (e.g. “Ongoing Legal Advisory – Retainer Proposal”)
Click Create and continue
Select the Recipient. You can choose an existing contact or create a new one.
Note: If you linked a project in the previous step, Hubflo will automatically choose an existing contact. You can change it by clicking on Change Contact.
Add Line Items
You can add new line items manually by adding a title and description, or choose from your catalog or pre-made packages. Additionally, you can define section title and subtotal amounts.
Set Payment Terms and Schedule
When creating a proposal in Hubflo, you can define how and when you expect to be paid. As soon as your proposal is accepted, Hubflo will automatically generate "draft" invoices for each payment request.
Set Payment Schedule
Choose between:
One-time payment: The client pays the full amount in a single transaction once the proposal is accepted.
Multiple payments: The total amount is split into several payments (e.g., 50% upfront, 50% on delivery). You can define each payment step and its due date or label (like “Final invoice”).
Set Payment Terms
Choose how many days your client has to pay after the invoice is issued:
Options range from 0 to 60 days
Common choices: Immediate (0 days), Net 15, Net 30, Net 60
Select Payment Methods
You can offer multiple payment options to suit your client’s preferences. Available options include:
Bank Transfer
Direct Debit
Check
Cash
ACH
PayPal
Other (define in instructions)
Add Payment Instructions & Conditions
Use this section to clarify:
Your banking details (for transfers)
Any reference numbers or codes to include
Payment deadlines or discounts for early payment
Late fee policies, if applicable
Customize Your Proposal (Settings)
Expires In
Choose how long the proposal stays valid:
Options: 15, 30, 60, or 90 days
The expiration date will be shown to the client on the proposal page
Introduction Message
A short message your client sees when receiving the proposal via email or public link. Not included in the PDF.
Proposal Comment
Optional note that will appear in the PDF version—use it for legal terms, disclaimers, or key details you'd like in the document itself.
Set a Custom Issue Date
Leave this blank to use today’s date, or pick a custom one if needed (e.g. to align with project or fiscal dates).
Add Your Contract + Optional E-signature
Adding a contract isn’t required—but it’s strongly recommended for clarity and legal protection. Simply toggle on/off the options as needed:
Attach your terms of service or project agreement directly to the proposal. Choose from your saved contract templates or create one from scratch.
Note: Your client can sign both the proposal and contract online with legally binding e-signatures powered by Yousign.
Add Extra Content (Optional)
Make your proposal stand out by adding:
Case study links
PDFs or brochures
Videos or visuals from your device, Google Drive, Dropbox, or mobile
💡 You can save reusable content in the Content module to quickly add later
Before You Send
Your proposal is still in draft—this is your final review stage. Here’s what you can do:
Preview the Proposal
Review the full layout and content
Generate a PDF preview to check formatting and design
Choose how you’d like to send it
👉 Send via Hubflo
Sends an email with a secure link to the proposal
Option to send a test email to yourself first
👉 Send Manually
Download the PDF
Attach it to your own email if you prefer full control over the message
Manage Proposals
Go to Billing → Proposals in the sidebar.
Here you’ll see tabs to view proposals by status:
Draft
Issued
Accepted
Rejected
Use filters to quickly find proposals by:
Date Issued
Date Accepted
Contact
Proposal Settings
Click the gear icon (⚙️) in the top-right corner to:
Update your branding (logo size, colors, footer)
Import or export proposals as needed
Editing a Proposal (Issued or Not)
Need to make a change?
Open the proposal
Click the orange pencil icon to edit
Click Create the Proposal again to confirm and update
⚠️ While editing, the proposal's public link is temporarily disabled for clients.
Managing Reminders
Open the proposal
On the left sidebar, click Manage Reminders
Toggle On/Off automated follow-ups as needed
Our reminder emails:
Clearly state that they are automated
Are written in a friendly, professional tone
Have been crafted with input from customer communication and collections experts
Reminders are only sent for proposals that are still pending (not yet accepted or rejected)
No reminders are sent once a proposal has been signed or declined
💬 Need help or want tips on optimizing proposals for your workflow? Reach out via the chat—we’re happy to help!