Client Proposals
A Client Proposal is a presentation layer built on top of an estimate — distinct from the estimate itself. It selects which cost information is visible to the client, controls the pricing display mode, generates narrative sections, and produces a formatted PDF document for delivery.
Create a Proposal From an Estimation
Section titled “Create a Proposal From an Estimation”Client proposals belong to a specific estimation revision. To create or manage one:
- Open the project and select the estimation revision from Estimations.
- Open its Estimation Workspace.
- Select the Proposal tab.
- Create a draft proposal or open an existing proposal for that revision.
- Configure the audience-visible content, then finalize and record delivery when ready.
The Client record holds the relationship, contacts, projects, requests, and files. It is not where proposals are built or delivered.
Pricing Display Modes
Section titled “Pricing Display Modes”Client Proposals support four pricing display modes, giving full control over how much cost detail the client sees:
| Mode | Meaning |
|---|---|
| Total Only | Just the bottom-line total — the default, most conservative view |
| Scope Value Summary | Scope-level groupings with their value, no cost breakdown |
| Commercial Summary | Aggregated commercial view suitable for executive or client review |
| Detailed Estimate Backup | Full itemized pricing — section and item-level pricing, quantities, unit rates |
Additional visibility toggles control cost breakdown, quantities, unit prices, material-labor-expense splits, and appendix inclusion. These controls allow the same estimate to serve both internal review and external presentation without duplicating data.
Status Lifecycle
Section titled “Status Lifecycle”Draft → Finalized → Sent → Accepted / Declined / Superseded- Draft — the proposal is editable; visibility settings and narrative are configured
- Finalize — the cost is locked in. From this point, the proposal is immune to subsequent changes in the source estimate. Regenerating requires creating a new proposal
- Sent — marks delivery to the client
- Accepted / Declined / Superseded — terminal states reflecting the client’s response
Decisions and Loss Reasons
Section titled “Decisions and Loss Reasons”The client’s response to a finalized proposal is recorded as a separate decision record, not a field on the proposal. Decision outcomes include:
- Accepted — the proposal was accepted
- Declined — the proposal was declined, optionally with a structured loss reason
- Negotiation Requested — the client requests changes; a new proposal can be created
Each decision records the proposal number, amount, currency, and estimation code as they stood at decision time. Decisions are numbered per project via DecisionCycleNumber, enabling Darwin to track a negotiation across multiple proposal rounds.
Proposal Narrative
Section titled “Proposal Narrative”Client proposals can include AI-generated or authored narrative sections that explain:
- Scope of work covered by the estimate
- Key assumptions and exclusions
- Pricing basis and market context
- Commercial adjustments or alternates
The narrative layer is separate from the cost data, allowing independent editing.
Audience Boundary
Section titled “Audience Boundary”A newly created proposal defaults to the most conservative visibility settings — Total Only pricing, no cost breakdown, no detailed appendix. Detailed cost backup is rendered only when explicitly opted in.
Workflow Role
Section titled “Workflow Role”- An estimate is built and reviewed internally
- A Client Proposal is created from the estimate (or cloned from a prior proposal) as a Draft
- Visibility settings and narrative are configured
- Finalize locks in the cost; Send marks delivery
- The client’s response is recorded as a decision
- A declined or negotiation-requested outcome can lead to a revised estimate and a new proposal