Sharing a Proposal with your Clients within SmartVault

With Quoters, you can share proposals directly with your clients and prospects within SmartVault. The workflow automation allows the routing of signed proposals automatically to the correct folder within your SmartVault account.

Identifying Proposals for Prospective Clients

Before we dive into the steps to share a proposal, it's important to know how to identify proposals intended for prospective clients. Those proposals are distinctly labeled as "Prospective" in your Quoters Dashboard.
QT - Prospective clients dashbord.png
The yellow label QT - Prospective label.png helps you quickly differentiate between proposals for your existing clients and those crafted for potential clients.

Sharing a Proposal

  1. If you are sharing with a prospective client:  On your Dashboard, you can find the specific proposal intended for the prospective client. Click the Share icon QT - Share icon small.png.
    QT - Prospective clients dashbord share icon.png
    Or click the proposal name on the Dashboard to open it and click the Share icon QT - Share icon small.png at the top right. Once done, proceed to Step 3.
    QT - Prospective client proposal share.png
  2. If you are sharing with an existing client: Locate the proposal on your Dashboard and click the Share icon QT_-_Share_icon_small.png.
    QT_-_Share_proposal_-_Dashboard.png
    Or click the proposal name on the Dashboard to open it and click the Share icon QT_-_Share_icon_small.png at the top right.
    QT_-_Open_proposal_share_icon.png
  3. From the Share screen, click the checkbox to make the proposal public to the client/prospect, or leave the box unchecked if you want to share the proposal privately (only accessible by your business users).
    QT_-_Share_proposal.png
  4. Click the GMAIL button to share the proposal using your Gmail account; otherwise, click EMAIL to share the proposal using your standard email account. Any option will compose a basic email inserting the link to access the proposal. You can customize it and add more details as needed. 
  5. Also, you can click Copy Link to copy the unique link to your clipboard. Paste the link into a personal email or another document and close the window.
    QT_-_Share_Copy_Link.png
  6. When the proposal is shared, the Share icon changes its color on the Dashboard.
    QT_-_Shared_proposal_dashboard.png

Your client or prospect will receive the proposal via the shared link; they can accept or reject it.

Acceptance Workflow

When clients or prospects open a proposal, they can review and approve it with a simple click.

Here is the Acceptance experience:

  1. The client or prospect clicks the shared link.
  2. A validation screen appears. The client or prospect enters their email address and clicks Validate

      Important

    The email must match the email you set up on the proposal creation page.

    QT - Validate email.png
  3. After validating the email address, the proposal opens, and the client or prospect can review it. If all the details, terms, and conditions of the proposal are acceptable, the client clicks the ACCEPT button.
    QT_-_Accept_proposal.png

      Note

    If you had more than one acceptor on the proposal, both contacts must accept the proposal to be considered complete and routed to SmartVault.

  4. The client or prospect receives a confirmation notification and clicks ACCEPT.
    QT - Accept this proposal.png
  5. The client or prospect gets an email with a link to download a PDF file with the acceptance information.
  6. Here is a preview of the email you receive.
    QT_-_Firm_email_confirmation.png
    Click Take me to Quoters to view your Dashboard.
  7. You will see the proposal labeled ACCEPTED.
    QT_-_Dashboard_accepted_proposal.png
  8. The accepted proposal is also routed to SmartVault. To review it:
    • Sign in to your SmartVault account.
    • For prospective clients: Click View Files and Folders in the navigation bar and open the Prospective Clients vault.
      FF - Prospective Clients vault.png
      You will see the Quoters folder, where SmartVault stores all the proposals for prospective clients.
      FF - Quoters folder.png
      FF - Quoters folder content.png
    • For existing clients: Click Client Management in the navigation bar and open the client's vault.
      QT_-_SV_Client_vault.png
    • You will see the Quotes folder, where SmartVault stores all the proposals for the client.
      QT_-_SV_Quotes_folder.png

        Note

      If you had more than one acceptor on the proposal, both copies are stored in the client Quotes folder within your SmartVault account.

Rejection Workflow

When clients or prospects open a proposal, and it is not acceptable under their terms and conditions, they can reject it.

Here is the Rejection experience:

  1. The client or prospect clicks the shared link.
  2. A validation screen appears. The client or prospect enters their email address and clicks Validate

      Important

    The email must match the email you set up on the proposal creation page.

    QT - Validate email.png
  3. After validating the email address, the proposal opens, and the client or prospect can review it. If some details, terms, and conditions are unacceptable, the client clicks the REJECT button. 
    QT_-_Reject_proposal.png
  4. The client or prospect enters the reason for rejection and then clicks REJECT.
    QT - Reject proposal+.png
  5. When your clients or prospects reject a proposal, you will see the proposal labeled REJECTED on the Dashboard.
    QT_-_Rejected_proposal.png
  6. You can open the rejected proposal and click SAVE to make a new version.
    QT_-_Save_new_proposal_version.png
  7. Edit it as needed and share the new version with your client or prospect.
    QT_-_New_version_proposal.png
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