Invoice guide
Free proposal template: what to put in a business proposal
A good proposal template has eight parts: a cover with the client's name, a short letter, the scope of work, what you'll deliver, a timeline, a price table (with optional extras the client can add), a payment schedule, and the terms with a page to sign. Invoice's proposal template has all eight, fills them in for your kind of work, and sends the finished PDF for signature without a subscription.
The eight parts of a proposal
| Part | What goes in it |
|---|---|
| Cover | The project's name, who it's for, your business, the date and how long the price holds. |
| Letter | Two or three sentences in your own voice: thanks, what you understood, what happens next. |
| Scope | What the work is, in plain words. Say what's included and, just as important, what isn't. |
| Deliverables | The things they'll actually get: files, sessions, a fitted kitchen, 40 edited photos. |
| Timeline | Milestones with dates, so both sides know when each stage is done. |
| Prices | Each line with a quantity, rate and amount. Extras the client can choose sit apart as options. |
| Payments | When money is due: a deposit on signing, then at milestones or on completion. |
| Terms and signature | Payment terms, changes, cancellation, who owns the work, then signature lines for both sides. |
Five starting points
Pick the one closest to your work and change the words. Each comes with sections, milestones, prices, optional extras and a payment schedule already in place:
- Design project: discovery, two creative routes, final files and a brand guide; 40% on signing, 60% on delivery.
- Consulting: interviews, a findings report and a planning workshop; half up front.
- Building job: strip-out, fitting and finishing, with what's not included spelled out; three stage payments.
- Photography: a shoot day, editing per image and the usage licence; half to book the date.
- Event: planning, food per guest and the night itself; a booking deposit and final numbers.
Optional extras: let the client say yes to more
Put the things you'd love to add, but that the job doesn't need, in the price table as options. They're listed separately and left out of the total, so the price you lead with stays honest. When the client says which they want, tick them and the total and every payment update.
A payment schedule that protects you
Ask for a deposit before you start: 25 to 50% is normal for most freelance and trade work. Tie the rest to milestones the client can see, such as "after first fix" or "on delivery". Invoice works out each payment to the penny and, once the proposal is signed, drafts the invoice for each one, due on its milestone's date.
Getting it signed
Tap Send for signature. The proposal becomes a PDF and opens in PDF Tools' Ask others to sign with your client and their boxes already on the acceptance page. Send them the file; they sign at yuzool.com/sign for free, with no account. When the signed copy comes back, add it to the proposal: Invoice checks it's the one you sent and marks it accepted.
Questions
What should a business proposal include?
A cover, a short letter, the scope of work, the deliverables, a timeline, a price table, a payment schedule, and the terms with a place for both sides to sign. Keep each part short and in plain words.
How long should a proposal be?
As short as it can be while still answering what, when, how much and on what terms. For most small jobs that's four to six pages including the cover and the acceptance page.
Is this proposal template free?
Yes. The five templates, proposals, the PDF, sending for signature and invoices from the payment schedule are free. Invoice Pro adds your logo, your own saved templates, colours, a cover picture and reminders.
Can the client choose optional extras?
Yes. Mark a line as optional and it's shown as an option, left out of the total. When they choose, tick it and the total and payments update.
Is a signed proposal a contract?
A signed proposal with clear terms usually works as a simple agreement between you and your client. It's a plain-English starting point, not legal advice: for large or unusual work, ask a lawyer.