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Proposals

Proposals let you build branded proposal documents, send a secure link to a client, and track when they view, accept, or decline. The feature must be enabled for your workspace and your role must allow access.

Where to find it​

  1. Sign in to Service Scout.
  2. Open the Docs menu in the top navigation.
  3. Click Proposals (if you do not see it, the workspace may have proposals turned off or your role may not include access—ask an admin).

You can also open proposals for a specific customer from their user page when your permissions allow.

Typical workflow​

  1. Create a new proposal (pick a template such as Standard or Website design—your workspace configures which templates exist).
  2. Fill in merge fields (client name, scope, pricing language, and so on—depends on the template).
  3. Preview the document and use the slideshow view when available for a presentation-style read-through.
  4. Choose the client (linked user) and set expiry if you use time-limited links.
  5. Send to client — the app emails a link to the proposal portal. You can add a short note for the client when sending.
  6. The client opens the link (they may need a one-time code if your workspace uses client portal OTP).
  7. When the client accepts or declines, staff can receive email notification so the team can follow up.

AI-assisted drafting (optional)​

Some workspaces expose AI-assisted drafting for proposal content. This is controlled by a feature flag:

  • If you see AI tools, treat them as a starting point—always review and edit before sending.
  • If you do not see them, your admin may have left them disabled.

Client portal (client experience)​

Clients use the link you email—no Service Scout login required in the default flow. They can review the proposal and submit Accept or Decline (and optional comments, depending on configuration).

Staff tips​

  • After sending, the proposal is marked sent; merge/PDF cache fields may reset so the next render matches the sent version.
  • Use resend from the proposal UI if the client needs the link again.
  • Use HTTPS links for any external files the client must open from the proposal (especially if you reference assets hosted outside Service Scout).

Who can do what​

Access is controlled by roles and workspace features. If Proposals is disabled under Settings → Workspace features, the menu hides even for admins until the feature is turned back on.

  • Settings — workspace features and company defaults used on proposals.
  • Users & teams — proposal clients are users in the system.
  • Release v3.0.0 — what shipped in this major version.