Once a proposal is created in the Proposals tab, you can send it to your client directly from Productive.
This automatically updates the proposal status to Sent.
📌 Only users with Add, edit, delete deals permissions can send proposals. By default, these are users with Manager (restricted and unrestricted), Profitability Manager (restricted and unrestricted), and Admin permissions.
Plan Differences
The features available when sending proposals vary depending on your Productive subscription plan.
Plan | Sending Options |
Essential | Send a single PDF proposal per deal. |
Professional & Ultimate | Send proposals, share via public link, allow e-signature (1 per deal). |
Ultimate | Multiple proposals per deal, plus analytics. |
Additional Link Options
Before sending a proposal, you can configure security and access options for its public link:
Open the proposal in the Proposals tab.
Click Enable e-signature in the upper right.
Toggle on any of the following:
Verify Signer Email – Requires the client to confirm their email before the proposal is accepted.
Set Proposal Link to Expire – Sets the link to expire automatically after a defined period.
Secure Sharing – Adds password protection to the link.
Disclaimer – Requires the client to accept a disclaimer text before signing.
Clients will see the relevant prompts when reviewing the proposal, depending on which options are enabled.
👉 See Accepting and Signing Deal Proposals for a full breakdown of each option and what the client experiences.
Sending a Proposal
1) Open the proposal you want to send.
2) Click Send Proposal.
3) The email modal will open, similar to sending invoices. Here you can:
Add recipients and senders – Include From, To, CC, and BCC addresses.
Edit the email body – Include a personalized message to your client.
Send me a copy – Tickbox to send yourself a copy of the email; on by default to keep a record.
Save as default email template for this template – Save the email content you typed for future use with this proposal template; off by default.
Add proposal link – Off by default; enables e-signature and adds the public link so recipients can review and sign the proposal directly from the email. If you already configured link options above, they're included automatically.
Email Templates
You can configure default email content for each proposal template in Settings > Document Templates > Proposal. This ensures that when you send a proposal, your message is consistent and aligned with your branding.
How to set up email templates:
Go to Settings > Document Templates and select a proposal template you want to configure (or create a new one).
Select the Email option in the template editor.
Fill in the email options, including:
Subject line
Email body text
Default recipients
📌 The email template you configure here automatically populates the Send Proposal modal whenever you use this template, saving time and ensuring consistent messaging. You can still manually adjust any of the options each time you send a proposal.
Sender Options
By default, proposals are sent from noreply@outbox.productive.io. You can change the From address in two ways:
Custom sender address – set up a verified domain in Settings > General > Custom Sender Email Address.
Gmail or Outlook integration – if you've connected a Gmail or Outlook inbox to Productive, that address appears in the From dropdown.
👉 Learn more:
📌 The Review & Sign Proposal visual only appears in the email if your Email Format (Settings > General) is set to HTML. If it's set to plain text, the proposal link is still included, but without the visual.
Proposal Status After Sending
Sending a proposal automatically updates its status to Sent. Users can also update the status manually if needed.
📌 Only proposals in Draft state can be edited or resynced. This means you can update the proposal’s details (name, template, tax rate, note) or refresh the document to sync it with any changes made to the services in the deal. Once a proposal has been sent, accepted, or declined, these actions are no longer available.
📌 Generating a public proposal link when enabling e-signature or adding a disclaimer, will also switch the proposal status to Sent. This ensures the proposal reflects a live, shareable version and that client interactions with the link can be properly tracked.
You can generate this link even without sending the proposal directly from Productive, allowing you to share it manually with clients.
