Proposals are the financial counterpart to your project plan. Add a proposal to a folder first to create a project and invoice, or add a proposal to existing projects to track changes in scope. Use a single proposal and invoice based on individual line item(s) or reference multiple proposals to invoice change orders. Your PM sees an accurate record of customer/stakeholder requests and changes.
Add a proposal for a future project
- If the proposal comes prior to creating a project, add the proposal to a folder
- Complete the information in the form
- The information presented may vary based on your organizations use of optional custom data fields
- If the proposal is assigned to another user, that user is notified
- Save the new proposal
- When ready to proceed with the work, navigate to the Proposal's detail page and select the "[Create Project]" link
- This will launch the Project Add/Edit form to build a project like any other (including using a template)
- Launching a project this way links the Proposal to this Project for reporting and comparing planned vs actuals
Add a proposal to an existing project
Proposals on existing projects are used to propose changes and record the acceptance of those changes
- View existing project proposals
- Use the Views option for Invoice Records & Approvals
- Click the Add button under Proposals
- Complete the proposal form
- If the proposal is assigned to another user, that user is notified
- The proposal form will auto-populate data from the project
- Save the new proposal
Comparing Proposal $$$ vs Actual $$$ vs Invoiced $$$
- Use the Views option for Invoice Records & Approvals
- Check out the graph that displays Proposed Totals, Billable Totals, and Invoiced Totals
- Proposed Totals come from the proposals' totals
- Billable Totals come from the billable hours entered (multiplied by their rates)
- Invoiced Totals come from the Invoice Records' totals
- Create invoices from this screen
- Use the "[Create New Invoice]" from the Proposal table to invoice based on the line items from the proposal
- Use the Invoice Records table and Add button to invoice based on Time Entries or Expenses
View "Proposals I'm Assigned To" on Proposal Reports
- Navigate to the PI reports section
- Run a Proposal report
- Quick Tip: Under display the "Proposal Report Types" has the option to filter for "Proposals I'm Assigned To"
- View your results!
View Last Comment on Proposal Report
- Navigate to the PI reports section
- Run a Proposal report
- Display the Last Comment column in "Table Column Selection Options"
- View your results!
Connecting Proposal Expenses to Corresponding Tasks
- Add an expense deliverable to the proposal
- Make sure this expense deliverable has an "expense code" that can be defined in your "Time and Expense Settings" under Administration
- Add the expense deliverable to the project
- On the proposal form under "Description" click the option "Add to Project"
- After adding the expense deliverable to the project you will see it as a task on the project view
- When adding a work expenses on the project task it will default to that expense code
Add a Line Item from Project
- Assign a project to the proposal
- When in the edit view of the proposal, choose a project to assign it to in the field "Project Affiliation"
- The box "Add from Project" will appear under the Description section of the proposal
- Add deliverable from project
- By clicking "Add from Project" you can choose any task from the affiliated project to add as a line item
Please see the Adding Line Items to your Proposal article for more information
Open/Close State
A proposal can be changed to a Closed or an Open state. When marked as Closed, you cannot make any edits or delete the Proposal.
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