Wix Proposals by Prospero helps you win clients with professional proposals. You can create a proposal from scratch or choose from several professionally designed templates.
You also set the payment terms and the payment schedule. Once your clients accept the proposal, you then send invoices automatically according to the agreed schedule. You can also choose to send the invoices manually, if you prefer.
Step 1 | Create a proposal
Once you have given Prospero permission to access your site, you can start creating your proposals. Follow the steps below to create your proposal from scratch. The steps for creating proposals using templates are in the next section.
To create and customize your proposal:
- Go to Proposals in your site's dashboard.
- Click Create Proposal under General information.
- (First time only) Click Agree & Add to accept the terms in the popup.
- Enter the proposal Title.
- Click the Customer drop-down and select an existing client or click + Add Contact to add a new one.
- Click to select the Proposal expiry date.
- Choose from the following options:
Add a catalog item (Stores products)
Choose this option to add your existing products to the proposal.
To add a Stores product to your proposal:
- Click Add Catalog Item next to Products and services.
- Click Product.
- Click the checkbox next to the relevant Stores products.
- For catalog items with variants (e.g. size and frame for art prints) click to select the relevant variant from the drop-downs as shown below.
- Click Add to proposal.
- (Optional) Repeat the previous two steps to add more catalog items from other relevant categories.
Add a catalog item (Bookings services)
Choose this option to add your existing services to the proposal.
Note: Adding a service to a proposal doesn't schedule the session for the client. You can
schedule the session manually once the client accepts the proposal.
To add a Bookings service to your proposal:
- Click Add Catalog Item next to Products and services.
- Click Service.
- Click the checkbox next to the relevant booking service.
- Click Continue.
- (Optional) Click the Location field and choose the relevant option if you offer services in different locations.
- Click the Staff drop-down and select the relevant staff member.
- Enter the Date & time for the service.
- Enter the Price for the service.
- (Optional) Click to select the Notify client with an email checkbox.
- Click Add to Proposal.
Add a catalog item (Restaurants menu items)
To add menu items to your proposal:
- Click Add Catalog Item next to Products and services.
- Click Menu item.
- Click the checkbox next to the relevant menu item. Choose the relevant dish options:
- Variants: Select the relevant option. For example, if you are adding a burger to the proposal, specify chicken, beef or mushroom.
- Modifiers: For example, if you offer toppings on the menu item, make sure to list all relevant options the client wants to be included.
- Click Continue.
- (Optional) Enter any Special requests.
- Click Add to Proposal.
Choose this option to custom add products or services outside your normal catalog items.
To add a custom item to your proposal:
- Click Add Custom Item.
- Enter the Name of the custom item in the first field.
- Enter the Description in the second field.
- Enter the Quantity of custom items you are including in the proposal.
- Enter the Price.
- Click + Add tax to assign the relevant tax group to the custom item.
8. Select the relevant option under Payment settings:
Charge a one-time payment
Choose this option to send an invoice for the full amount once the client signs the proposal. Then select the relevant options:
- Invoice due within: Set how many days the client has to pay the invoice after they sign the proposal.
- Deposit (Optional): Choose either a percentage or a monetary deposit amount for the invoice.
Split total into multiple payments
Choose this option to charge several amounts over a set period of time. You send a separate invoice for each individual payment. Then select the relevant options:
- Set payments as: Click the relevant option [%] or [$] to choose whether to divide the total invoice into either percentage or monetary amounts.
- (Optional) Click to select the Split equally checkbox to evenly divide the invoice payments.
- Enter the Payment title, Amount, 1st invoice Issue date and Invoice due within for each of the payment milestones you create.
- (Optional) Click + Add another payment to create more payment milestones.
9. Enable automated invoices: Enable the toggle to issue invoices to the client by email on the dates you defined in step 7.
10. Click Next at the top.
11. Hover over the relevant template and click Use template.
Step 2 | Customize your proposal
Once you have chosen your preferred template, you can begin customizing it to suit the project, and your company's style and branding. Most proposal templates consist of the following sections, though there may be others: Cover, Cost, Payment Schedule, Terms, and Signature.
Within each of these sections, you can click any element (e.g. text, button, table, or image) to customize it. You can also drag and drop any additional items from the elements tab on the right.
Step 3 | Preview, save and share your proposal
When you finish customizing your proposal, you can then preview, save, and share it with your client once you're ready.
To preview, save, and share your proposal:
- Click Preview when you finish customizing your proposal.
Tip: Click Desktop and Mobile at the top to preview how your proposal will look on both types of devices. - Click Share at the top and choose the relevant option:
- Copy Link URL: Click Copy Proposal link to share the link manually, via messaging platform, for example.
- Send via email: Click Send Proposal.
- Save as a template for future use: Click to save and reuse the proposal as a template. Learn more about saving your proposals as templates.
Frequently asked questions (FAQs)
Click a question below to learn more.
Why did my proposal status change to “On hold”?
If your proposal status changes to "on hold", this usually means your site’s premium plan has expired. To continue using proposals, you must upgrade or renew your premium plan.
What happens if a client doesn't agree to the proposed terms?
If the client doesn't agree to the proposed terms, the proposal remains open for negotiation. You can communicate with clients to discuss and make necessary adjustments.
How do clients accept the proposal, and what happens next?
When your client receives the proposal, they click the Sign Proposal button in the email to accept the proposal. Wix Proposals then sends the relevant invoices automatically based on the payment schedule you and your client agreed to.
Can I modify the payment schedule after the proposal has been accepted?
Yes, you can edit the payment schedule even after the client has accepted the proposal.
To modify the payment schedule:
- Go to Proposals in your site's dashboard.
- Click the More Actions icon
next to the relevant proposal. - Click Manage proposal.
- Click the More Actions icon next to Payments.
- Click Edit Schedule.
- Click to modify the relevant due dates.
- Click Save.
What should I do if there are failed payments within one of my proposals?
Failed payments can occur for various reasons:
If you accidentally delete the client's email address after you've sent the proposal, this can prevent the system from issuing the invoice. In this case, you can edit the contact information, before resending the invoice for the failed payment.
Failed payments can also occur due to internal errors, if your Wix premium plan expires, or if the issue date for the failed invoice has passed (which places payments 'On hold'). In these cases, if there is only one failed payment, you can reissue the invoice for that failed payment. The remaining invoices will continue to send according to schedule, once your premium plan is active.
If you have 2 or more failed payments on the proposal, you need to disable automatic invoices, then enable it again and fix the schedule of the non-issued payments manually to occur on upcoming dates.
Do I need to set up taxes for my Wix Proposals?
Please consult with a local tax authority or accountant.
How do I set up taxes on my Wix website?
Before you start setting up tax, make sure you figure out which tax rules apply to your particular business. This prevents you from taxing your customers unnecessarily or failing to collect taxes from those you are supposed to collect from. We recommend consulting with your local tax authorities for guidance.
Can I automate tax calculations on my Wix website?
Yes, Wix offers integrations with Avalara a third-party tax calculation services that can
automate tax calculations based on your location and the locations of your customers. These integrations can streamline the tax setup process and help ensure accuracy in tax calculations.
Where can I find more information about tax setup for Wix Proposals?
For more detailed information about tax setup for Wix Proposals, you can refer to the
Wix Help Center or consult with a tax professional who can provide personalized guidance based on your specific business needs and circumstances.
