Creating/Using Proposal Templates

Video Tip - Go to the 6:48 mark of the video to view information on how to use Proposal Templates.

IMPORTANT NOTE: Want to paste text from a document into Planning Pod? Read these copy-and-paste instructions first.

To Create a New Proposal Template from Scratch:

1. Click on "Templates" in the main navigation bar and click on the link to "Proposals & Invoice Templates".
2. Click on the "Add Template" button.
3. Enter the Template name; in the Type dropdown menu select "Proposal"; and click "Save".

This brings you to the Proposal Template details screen where there are areas to add things like:

• Line Items - For adding descriptions of items, quantities, costs, etc.
1. Click on the "Add Line Item" button.
2. Enter details for the item name; description; quantity/hours (must be at least "1" to calculate a subtotal for the item); unit cost; sales tax rate; and markup/discount rate.
3. Click "Save" when you are finished.
4. To add an image to the line item, click on the "Actions" button to the right of the line item; select the "Add Thumbnail Image" option; and follow the instructions to add an image from your computer.
5. Repeat until you have added all the line items you need.

• Food-&-Beverage Package Templates (VENUE SOFTWARE PACKAGES ONLY) - For adding a Food-&-Beverage package to a Proposal Template
  1. 1. Click on the "Import" button.
     2. Select the "Link Food/Beverage Package Templates" option and select the packages you want to link to the Proposal.
     3. Click "Save" when you are finished.

• Categories - For organizing line items into groups, where applicable.
  1. Click the "Add Category" button.
  2. Click in the "Select Categories" field and select one or more existing categories to add to the Proposal Template.
     • Note: To create a new category on the fly, click on the "Create New Category" button and follow the instructions.
  3. Once categories have been added, you can assign line items to them by editing the applicable items.
• Additional Fees - For adding items like gratuities, service fees, delivery and setup fees.
  1. In the "Total" area at the bottom of the Proposal or in the "Subtotal" area at the bottom of a category, click on the "Add Additional Fee" button.
  2. Select the appropriate fee option. A form will appear with the default settings of this fee taken from the Settings area of your account.
  3. Here you can edit the fee type (percentage of total or fixed fee); amount; if you want tax and markup/discount amounts from line items included in the calculation (percentage only); and the tax rate if the fee should be taxed.
  4. Click "Save" to add the additional fee.
• Introduction/Terms of Agreement Text
1. Click on the "Edit" button in this area to add or edit text for this field.
• Attached Files - For adding files to a Proposal Template (which will be attached to the Proposal and emailed along with the Proposal)
1. Click on "Upload" button in this area to upload files from your computer.
2. Once uploaded, you can download or delete uploaded files.
• Client Message - For including a brief message to the end of your Proposal (i.e., "thank you for your interest", etc.)
1. Click on the "Edit" button in this area to add or edit text for this field.
• Image Gallery - For creating a visual showcase w/ titles and captions
1. Click on "Upload" button in this area to upload images from your computer.
2. Once images are uploaded, you can add a title and description to each by clicking on the "Edit" link under the image.
3. To delete an image, click on the "Delete" link under the image.

To Create a Proposal Template from an Existing Proposal:

1. Click on the "Proposals" tool button inside the Event/Lead Dashboard - OR - click on "Proposals" in the main navigation bar.
2. Click on the "Import/Export" button and select the "Save as Template" option.
3. From the dropdown menu, select one or more Proposals that you wish to save as Templates.
4. After clicking "Save", the selected Proposals have been saved as new Proposal Templates in the Templates area, which you can now edit and modify.

To Create a New Proposal from a Proposal Template:

1. Click on the "Proposals" tool button on the Event/Lead Dashboard - OR - click on "Proposals" in the main navigation bar.
2. Click on the "Import/Export" button and select the "Import Template as New Proposal" option.
3. From the dropdown menu, select the Proposal Template that you wish to import into a new Proposal.
4. After clicking "Save", the selected Template will be saved as a new Proposal. It will include all details from the Template (including the name), which you can now edit and modify.