Proposals

Creating a proposal starts with selecting the services the client needs. Pricing is pulled from your service definitions, but you can override it for individual clients when needed.

The proposal automatically includes:

• Service descriptions from your content management system
• Pricing adjusted by any applicable factors
• VAT at the rate configured on each service (if your practice is VAT registered)
• Terms and conditions specific to each service
• Your branding and design theme

Proposals use the design themes you've configured in the content management system. Your logo, colours, and fonts are applied automatically, so every proposal looks professionally designed.

Generate a PDF preview to see exactly what the client will receive. Make adjustments, regenerate, and send when you're happy with the result.

When you send a proposal, the client receives an email with a secure link. They can:

• Review the proposal at their convenience
• Download the PDF for their records
• Accept with a digital signature

No printing, scanning, or posting required. The entire process happens online, and you're notified the moment they accept.

The proposal acceptance flow doesn't just cover the proposal itself. Clients also review and sign the engagement letter as part of the same process.

Engagement letter content is pulled from the content management system, with service-specific terms automatically included based on what they're signing up for.

Need to send an engagement letter without a proposal? That works too. Engagement letters can be created and sent independently when you don't need the full proposal flow - for example, when renewing an existing client's terms.

Once a proposal is signed, Sodium takes care of the paperwork. A copy of both the proposal and the engagement letter is automatically saved to the client's documents folder, giving you a permanent, searchable record without any manual filing.

The client also receives a copy by email for their own records. This is fully configurable - you can turn the email off entirely, or customise the wording to match your firm's tone.

Want to get Direct Debit mandates set up from day one? Configure your proposal acceptance flow to include Direct Debit setup as an optional step.

The client's journey becomes:

• Review the proposal
• Sign the engagement letter
• Set up their Direct Debit mandate
• Done

By the time they've finished, they're fully onboarded and ready for billing - no additional back-and-forth required.

When a proposal is accepted, Sodium doesn't just update its status. It triggers everything you've configured for those services:

• Services on the client are set to 'Active' rather than just 'Proposed'
• Recurring tasks are scheduled based on service requirements
• Workflows are attached to those tasks
• Onboarding tasks are created for first-time setup

Your team immediately knows what needs to happen for the new client without anyone having to set things up manually.

Know exactly where every proposal stands:

• Unsent - Draft proposals still being prepared
• Sent - Delivered to the client
• Viewed - The client has opened the link
• Accepted - Signed and ready to go
• Rejected - Client declined

Filter and search proposals by status, client, or date range. Your dashboard can show proposals awaiting response so nothing falls through the cracks.