Proposals that carry straight into the work
Price from your own rate cards, get it signed online, and turn the approved lines into tasks with the hours already attached.
Your proposal shouldn't end at the PDF
Most agencies write proposals in a document or a spreadsheet. It gets priced, sent, chased and signed. Then it’s filed away.
The project starts in a different tool, with its own list of tasks. Time goes into a third. By the time anyone compares the hours with what was sold, the job’s finished and the overrun has already happened.
It isn’t that nobody cares about scope. It’s that the proposal and the work were never connected.
From first draft to signed and scoped
One proposal, from pricing to the work it becomes.
Price it with your real rates
Build the proposal from deliverables and line items. A deliverable is something the client gets, like a new website. A line item is the work or cost that makes it up, like design or hosting. Each line is priced from your rate cards in hours or days, and you can see what it's expected to cost you before you send it.
Share a link, not an attachment
Your client opens the proposal in their browser. They don't need an account. They can comment on any section, and you can reply or add an internal note they'll never see. When they're happy, they sign it online with their name and a drawn signature.
Signed work becomes the project
When a proposal's approved, Rofinery can set up the tasks for you. Each deliverable becomes a task. Each line item becomes a subtask, with its description, discipline and estimated hours carried across. Every subtask stays linked to the line it came from.
See if it's on budget while it's running
Time your team logs against those subtasks rolls back up to the proposal. You'll see hours by person and discipline against what you sold, while there's still time to do something about it.
Everything else a proposal needs
The details that usually live in a separate document, or in someone's head.
Four ways to price
Hour-based, fixed fee, retainer, or capped time and expense
Revisions
Start a new version when things change. It gets its own link, and the earlier one stays as it was
Assumptions and exclusions
Write down what the price relies on and what it doesn't cover, from your own templates
Risk register
Score each risk for likelihood and impact. It stays internal - your client never sees it
Expenses
Add hosting, licences or freelancers with a supplier, a markup and the currency you were charged in
Discounts
Take an amount or a percentage off the labour or the expenses
Pricing detail
Show your client the full breakdown, sub-totals per line, or deliverable totals only
Ready to share
Before it goes out, see whether the introduction, deliverables, assumptions, exclusions or terms are missing
Templates
Start from a saved proposal, or drop in deliverables that arrive already priced
Who's read it
See who opened the proposal and what they did
Validity date
Once a proposal is past the validity period you set, it can't be signed
Payment schedule
Agree when you'll be paid, shown to the client with tax included
How proposals connect to everything else
The proposal is where the numbers start. These are the places they go next.
It starts with a lead
Create a project straight from the lead or link one, so the sale and the pricing stay together
Approved lines become tasks
Deliverables and line items turn into tasks and subtasks, each still linked to what was sold
Hours roll back to the budget
Time logged on those subtasks is measured against the proposal, line by line
Payments go to Xero
The payment schedule you agreed becomes invoices in Xero, and paid status comes back
Questions about proposals
No. They open a link in their browser. If you want to be sure only the right people see it, you can ask for a code sent to their email first, so only your client's own contacts and email domains get in.
Yes. Choose how much pricing detail they see - the full breakdown, sub-totals per line item, or totals per deliverable.
Rofinery records who signed, their signature and when they accepted your terms. Your client gets a confirmation email with the PDF attached, and the project manager is copied in if the project has one. If you've switched it on, the tasks are created straight away.
Create a revision. The new version gets its own link and PDF, and the earlier one stays as it was. You decide whether your client can see earlier versions.
Yes. You can download a PDF of any version, and so can your client from the proposal link.
No. It's a setting on each proposal, with a default you choose for the whole team.
Only people you've given permission to see financial figures.
Price, share and deliver from one proposal
Or read more about the parts of a proposal you'd use most.