How To Create A Proposal

Once you have had your initial discovery call with a client and confirmed that they would like you to go ahead and send through a proposal, you can draft this up in Better Proposals.

1. From the Better Proposals dashboard > click the + in the top right hand corner of the screen.

2. You are likely going to be sending a proposal to a new contact, so select this option. Ensure that the company name is correct (copy and paste this from the Juicy deal) > select the template that you want to use. Read more about each template below.

3. Leave the pre-filled settings on section 3 - “How are you going to charge for this?”

4. Make sure that you change the answer under section 4 “Do you want to take a payment from your client after they sign” to no.

5. Choose a cover – we usually use the ‘Savvy Services’ cover, unless this looks as though it will be too feminine for the company you are sending the proposal too. Use your judgement for this.

6. Click where it says ‘Plan for Test’ on the cover page. Replace ‘Test’ with the client/company name.

7. Once the proposal has been drafted (this will depend on the template used, read more about each below), click ‘next’ in the top right hand corner. Add the client’s first and last name where specified, and use the account manager’s email address > click ‘send now’. The account manager will delete this email from their inbox as it's not needed, but this step is required to generate a shareable link to the proposal.

8. Back in Juicy open the deal and click on the emails tab > Click Create email > In the pop up window that opens click templates > Choose template ‘1 – Proposal – New Proposal send’

9. Within this template, the words ‘you can view here’ need to be linked to the proposal you have created. Highlight the words, and click the link button that looks like a chain at the bottom of the email window.

10. From here, head back into Better Proposals > find the draft proposal under Proposals > outstanding > Click into the proposal and then click Re-send proposal > Copy the direct link from here and paste it into the email template > Delete and replace the highlighted VA’s with the VA(s) that you included in the proposal.

11. The template is now ready to send. Click send, and then move the deal in your sales pipeline to ‘Proposal sent’. Enter the details about who the Head VA will be, the rate and the type of plan.

The templates:

MASTER TEMPLATE – PHOTOGRAPHY PROJECTS

Use this template for any photography projects.

Ensure that the information on ‘The Overview’ page is correct and relevant to your client.

Check that the information contained on the ‘Photography Plan’ page is correct (removing any packages or information that isn’t relevant).

Remove any unnecessary pricing, packages or information from the ‘Your Investment’ page.

MASTER TEMPLATE – PROJECTS

Remove any pages that aren’t relevant to this proposal (Website, Logo and Branding, or Digital Marketing)

After removing the unnecessary pages, remove the same from the ‘Your Investment’ page, leaving only the packages relevant to this proposal

‘Terms of engagement’ can remain the same – no changes needed.

‘Let’s get started’ no changes needed.

MASTER TEMPLATE – SERVICE PLAN OR FLEXI PLAN

Use this template for virtual assistant service proposals.

‘The plan’ add bullet point notes at the top of the page to recap the client’s main problems

Underneath that replace the words in brackets with the areas we agreed to support them. Use bullet points if there are a large number of tasks.

Under Relax, we’re here to help, ensure that you replace [Company] with the company name, [##] recommended service plan hours, and include the $[XXX] per annum cost

‘How we help’ leave all information on this page as is.

‘Meet your team’ click the + under the white section at the top of the page > content gallery option > search for the VA name > add block

‘Your investment’ remove any irrelevant plans, change the hours, pricing etc. as necessary. If you are sending a quote for more than 40 hours, change the name of the ‘Sorted’ plan to ‘Sorted Plus’.

If you are sending through multiple plan options, click the settings wheel in the top black section of the page and tick ‘Force a Choice’ so the client has to choose an option.

‘The process’ nothing on this page needs changing

‘Terms of Engagement’ nothing needs changing on this page

‘Let’s get started’ if you are providing multiple plan choices, add the words “choose the plan you would like, then” at the start of point one.