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Creating a Proposal

Learn how to create a Proposal in a Project, draft it with the Assistant, and add line items, a deposit, and an e-signature.

Proposals are a document builder inside CompanyCam Projects. Use them to lay out your scope of work, break down line items, and collect a deposit before the job starts. You’ll get a notification whenever a Proposal’s status changes, so you know the moment a customer accepts or declines.

This feature is available on select plans.

On the web

Note: Restricted Users can create Proposals, but can only view, download, and duplicate Proposals they created on Projects they're assigned to.

Starting a Proposal

Open the Project > click the Sales Tab > click the + Create Proposal Button. You can also click Proposals in the left-hand navigation > click the + Create Proposal Button > choose a Project > click Create.

Creating a first draft with the Assistant

You don’t have to build the Proposal from scratch. Let the Assistant write a first draft, then edit from there.

  1. In the right panel, describe the job you want to quote.

  2. Click the + Icon to add Files or Documents from the Project as context. This step is optional.

  3. Send your description to generate a first draft.

  4. Edit any section of the draft.

Note: A prompt is required to start a draft. Adding a File or Document on its own won't generate anything, so type a short description of the job along with it.

Building the Proposal

A Proposal is made up of the sections below. Fill in the ones that apply to your job.

Note: Admins, Managers, Standard Users, and Restricted Users can edit the Proposal ID. Restricted Users can only edit it on Proposals they created.

  • Basic details: If the Project already has a Customer with contact info, the Title and Customer details fill in automatically. If it doesn’t, add them here, then click the Pencil Icon to edit the contact info. Each Proposal gets an auto-generated Proposal ID. Edit it to match your own numbering system. See Creating and Managing Customers to set up a Customer record.

  • Scope & Timeline: Describe the work you’re quoting, including materials and site conditions.

  • Line Items: Add what you’re charging for one item at a time, with a name, quantity, price, and an optional description. Click Add from Price Book to pull in saved items instead of typing them out. See Creating a Price Book to build one first.

    • Set a Markup percentage on each line item to build your margin in on top. A Price Book item’s saved markup carries over automatically.

    • Turn on Non-taxable for any item that shouldn’t be taxed, like labor.

    • Click the Trash Can Icon next to an item to remove it.

    • Totals update as you build. Line Item costs feed the subtotal, and your customer only sees the final numbers.

  • Deposit and payment options: Choose whether to require a Deposit before work starts. Enter the deposit as a percentage, like 25%. Then pick which payment options to accept. If you take card payments, you can decide whether to pass the processing fee to your customer.

  • Add Ons: Attach extra detail in any order.

    • Photos from the Project, so your customer can see the site or the work.

    • Files that support the Proposal, like specs or warranties.

    • Terms and Conditions with default text you can edit or remove.

  • E-signature: To let your customer sign off, turn on Sign and collect e-signature from client, check the electronic signature agreement box, and enter your name.

Note: If you turn on Sign and collect e-signature from client, you’ll need to sign the Proposal yourself before you can send it.

Duplicating a Proposal

Note: Duplicating a Proposal is only available on the web app.

A Proposal can be duplicated in any status, including Draft, Sent, and Approved. Click Proposals in the left-hand navigation > click the Three-Dot Menu next to the Proposal > click Duplicate.

In the app

Note: Restricted Users can create Proposals, but can only view Proposals they created on Projects they're assigned to.

Starting a Proposal

Open the Project > tap Sales Tab > tap the + Button > tap Proposal.

Creating a first draft with the Assistant

  1. Type or speak a description of the job you want to quote.

  2. Tap to add Files or Documents from the Project as context. This is handy when you have measurements or a walkthrough note. This step is optional.

  3. Send your description to generate a first draft.

  4. Edit any section of the draft.

Files with restricted access only appear for Users who already have access. To build manually instead, tap outside the AI Assistant to dismiss it.

Note: A prompt is required to start a draft. Adding a File or Document on its own won't generate anything, so type a short description of the job along with it.

Building the Proposal

A Proposal is made up of the sections below.

  • Basic details: If the Project already has a Customer with contact info, the title and contact details fill in automatically. To change the title, tap it, edit it, then tap Save. The Proposal ID fills in automatically. To match your own numbering system, tap it, edit it, then tap Save.

  • Customer: Tap to edit, enter the Customer details, then tap Save.

  • Scope: Tap Add scope of work, describe the job, then tap Save.

  • Line Items: Add what you’re charging for one item at a time. Tap + Add Item, enter a name, quantity, unit cost, unit type, and Markup percentage, then tap Save Item. Tap Pricebook to pull in saved pricing instead. A Price Book item’s markup carries over automatically.

    • Turn on Non-taxable for any item that shouldn’t be taxed, like labor.

    • Turn on Hide line item prices from customer to keep pricing off the Proposal. The PDF hides them too.

    • Totals update automatically, and your customer only sees the final numbers.

  • Deposit and payment options: Choose whether to require a Deposit before work starts. Enter the deposit as a percentage, like 25%. Then pick which payment options to accept. If you take card payments, you can decide whether to pass the processing fee to your customer.

  • Add ons: Attach extra detail in any order.

    • Photos from the Project, so your customer can see the site or the work.

    • Files that support the Proposal, like specs or warranties.

    • Terms and Conditions with default text you can edit or remove.

  • E-signature: To let your customer sign off, turn on Sign and collect e-signature from client, check the agreement box, and type your full name.Note: If you turn on Sign and collect e-signature from client, you’ll need to sign the Proposal yourself before you can send it.

Note: If you turn on Sign and collect e-signature from client, you’ll need to sign the Proposal yourself before you can send it.

FAQs

Can Restricted Users create Proposals?

Restricted Users can create Proposals, but can only view, download, and duplicate Proposals they created, and only on Projects they created or are assigned to.

How many Proposals does my plan include?

The number of Proposals you get depends on your plan.

  • Core includes 5 Proposals a month, company-wide.

  • Crew includes 15 Proposals a month, company-wide.

  • Scale includes unlimited Proposals for accounts that signed up on or after September 17, 2026. Older Scale accounts are limited to 15 a month unless they move to the new Scale plan.

Your limit resets each month on your company’s billing day, and unused Proposals don’t roll over. See CompanyCam Plans Explained for the full comparison.

Can I create a Proposal without Stripe?

You can create a Proposal without connecting Stripe, but your Invoices will be limited to offline payments only. Connecting Stripe to CompanyCam is free. See Connecting Stripe to CompanyCam to get started.

Can I set a flat dollar deposit?

Deposits can only be set as a percentage of the Proposal total, like 25%. Flat dollar amounts aren’t available. A Proposal can’t be approved until you enter a deposit.

Can I add a cover photo to a Proposal?

Proposals don’t have a cover or header photo. You can add Photos from the Project in the Add Ons section.

Can I add photos from my camera roll?

Photos can’t be added to a Proposal directly from a camera roll. Add the photo to the Project first, then select it for the Proposal.

Can I edit the Proposal ID?

The Proposal ID can be edited on the web and in the app. Any User role can edit it on a Proposal they created to match your own naming convention. It just can’t be left blank. Clear the field and CompanyCam resets it to the original auto-generated ID.

Can I duplicate a Proposal in any status?

A Proposal can be duplicated in any status, including Draft, Sent, and Approved, on the web only. Restricted Users can duplicate a Proposal they created.

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