How to Create and Send a Proposal to a Client

Summary #

Proposals allow you to create professional, multi-package pricing presentations that you can send to clients via email. Clients receive a beautifully formatted proposal page showcasing your packages, group branding, reviews, and can provide their contact information.

This guide walks you through creating a proposal, building pricing packages, and sending it to your client.

Prerequisites #

Before creating a proposal, make sure you have:

• ✅ At least one group created in BookLive
• ✅ Group leader permissions for that group
• ✅ A client added to your BookLive account
• ✅ (Optional) Contract templates created for your group
• ✅ (Optional) Products created for use in packages

Step 1: Navigate to Your Client #

1. Log in to your BookLive account at https://booklive.com
2. Click on “Clients” in the main navigation
3. Find and click on the client you want to send a proposal to
4. This opens the client’s profile page

💡 Tip: If you haven’t added the client yet, see the article “How to Add a Client to BookLive” first.

Step 2: Create a New Proposal #

1. On the client’s profile page, look for the “Create Proposal” button
2. Click “Create Proposal”
3. A dialog box will open with a form

Step 3: Fill Out Proposal Details #

The Create Proposal dialog has the following fields:

Proposal Name (Required) #

Enter a descriptive name for this proposal. This will be displayed prominently on the proposal page.

Examples:

• “Sarah Johnson’s Wedding – June 15th”
• “Corporate Holiday Party Proposal”
• “Anniversary Celebration – String Quartet”

💡 Tip: Include the client’s name and event type to make it easy to identify later.

Select Group (Required) #

Choose which of your groups this proposal is for.

• Click the “Group” dropdown
• Select the appropriate group
• This determines which contract templates are available

Note: You can only select groups where you have leader permissions.

Contract Template (Optional) #

Choose which contract will be used when the client accepts the proposal.

• The dropdown will populate with contract templates from the selected group
• If you have templates, the first one will be auto-selected
• You can change this or leave it blank

💡 Tip: Having a contract template selected streamlines the booking process—when the client accepts, the contract is automatically generated.

Expiration Date (Optional) #

Set a date when this proposal expires.

• Click the calendar icon
• Select a future date
• Clients will see a countdown on the proposal page
• You’ll receive reminders before it expires

Why set an expiration?

• Creates urgency for the client to decide
• Protects your availability
• Keeps your pricing current
• Typical range: 7-30 days

What happens when it expires?

• Proposal is marked as expired
• Client sees “This proposal has expired” message
• You can create a new proposal if needed

💡 Tip: For weddings and major events, 14-30 days is common. For corporate events, 7-14 days works well.

Step 4: Create the Proposal #

1. Review your entries
2. Click “Add” to create the proposal
3. You’ll be automatically redirected to the proposal builder page

The proposal is now created with:

• A unique ID
• A UUID for the public URL
• Linked to your client and group
• Ready for you to add packages

Step 5: Build Your Packages #

Now you’ll add pricing packages to your proposal. Most proposals have 2-3 package options (e.g., “Basic,” “Premium,” “Deluxe”).

What Are Packages? #

Packages are pricing tiers that give clients options. Each package contains:

• A name (e.g., “Premium Package”)
• Products (what’s included)
• Pricing
• Optional discounts

Common Package Structures:

• Single Package: One option, take it or leave it
• Good/Better/Best: Basic, Standard, Premium
• A la Carte: Multiple add-on options

Adding a Package #

1. On the proposal builder page, click “Add Package”
2. Enter a package name (e.g., “Premium Wedding Package”)
3. Add products to the package:
   • Select from your existing products
   • Set quantity/musician count
   • Set price for this package
4. (Optional) Add discounts:
   • Early booking discount
   • Package deal discount
   • Custom discount
5. Click “Save Package”

💡 Tip: The system automatically calculates the total price after discounts.

Repeat for Multiple Packages #

Add 2-3 packages to give clients choice:

1. Basic Package – Essential services at the best price
2. Standard Package – Most popular option with extras
3. Premium Package – Everything included, top-tier experience

💡 Tip: Clients most often choose the middle option. Price your packages strategically!

Step 6: Set Venue and Location (Optional) #

Help clients visualize the event by adding venue information.

Option A: Select an Existing Venue #

1. Click “Set Venue” or “Add Location”
2. Search for the venue in the dropdown
3. Select the venue
4. The proposal will display: “{Venue Name}, {City}, {State}”

Option B: Enter City and State Only #

If you don’t have a specific venue yet:

1. Enter City
2. Enter State
3. Leave venue blank

The proposal will display: “{City}, {State}”

Distance Calculation (Automatic) #

If you set a venue, BookLive can calculate travel distance:

• Uses Google Distance API
• Calculates from your group’s address to the venue
• Helps determine travel fees
• Displayed in your internal view (not shown to client unless you include a travel fee product)

💡 Tip: Even if you don’t know the exact venue, adding city/state helps the client see the proposal is customized for them.

Step 7: Review Your Proposal #

Before sending, review what the client will see:

Internal Preview #

1. Look over your packages
2. Check pricing calculations
3. Verify discounts are applied correctly
4. Ensure the proposal name is clear
5. Confirm expiration date (if set)

What the Client Will See #

When you send the proposal, the client receives a link to a public page with:

Hero Section:

• Your group’s cover photo as background
• Proposal name as headline
• “Presented by {Your Group Name}”
• Venue/location (if you set it)

Packages Section:

• “Choose Your Package” heading
• Cards displaying each package:
  • Package name
  • Products/services included
  • Pricing (with discounts shown)
  • Optional “value stack” showing total value

Reviews Section (if applicable):

• Only displays if your group has reviews with 4+ stars
• Shows average rating
• Number of reviews
• Individual review cards

Contact Form:

• Fields for client’s name, email, phone
• Required before they can accept

Step 8: Send the Proposal to Your Client #

Once your proposal is complete, send it to your client.

Requirements to Send #

Before you can send, the system checks:

• ✅ Proposal must have a client assigned
• ✅ Client must have an email address

If either is missing, you’ll receive an error message.

Sending Process #

1. Click the “Send Proposal” button
2. Confirm you want to send it
3. BookLive sends an email to your client with:
   • A professional message
   • A link to view the proposal
   • Your group’s information
4. The system records the “Sent At” timestamp

What the Client Receives #

Email Subject: “Proposal from {Your Group Name}”

Email Body: Professional email with a prominent link to view the proposal

Note: The email template is automatically generated and professional. You cannot customize the email text (as of October 2025).

Step 9: Track Proposal Performance #

After sending, you can monitor your proposal’s status.

Tracking Metrics #

BookLive automatically tracks:

Sent At:

• Timestamp when you sent the email
• Displayed on your proposal list

Viewed At:

• Timestamp when the client first opened the proposal
• Only tracks the first view by a non-logged-in user
• Helps you know if the client received and opened it

Accepted At:

• Timestamp when client accepts a package
• Triggers next steps in your workflow

Expired At:

• If you set an expiration date
• Automatically marked when date passes

Following Up #

If client hasn’t viewed it (no “Viewed At” timestamp):

• Follow up after 24-48 hours
• Confirm they received the email
• Check spam folder
• Resend if needed

If client viewed but hasn’t responded:

• Wait 2-3 days
• Send a friendly check-in
• Ask if they have questions
• Offer to discuss packages

💡 Tip: Proposals with clear expiration dates get faster responses. The urgency helps clients make decisions.

Tips for Successful Proposals #

📝 Writing Tips #

Proposal Names:

• Be specific: Include client name and event type
• Make it personal: “Sarah & Mike’s Dream Wedding”
• Avoid generic names like “Proposal #1”

Package Names:

• Use aspirational language: “Premium,” “Deluxe,” “Ultimate”
• Or be descriptive: “Solo Ceremony”, “Duo Cocktail Hour”
• Avoid confusing terms or industry jargon

💰 Pricing Strategy #

Three-Package Structure:

• Low: Bare minimum to meet budget shoppers
• Middle: Your ideal package (most clients choose this)
• High: Premium option that makes middle look reasonable

Price Gaps:

• Make meaningful differences between packages
• $300-500 jumps for most events
• Include substantially more value at each level

⏰ Timing #

Expiration Dates:

• Weddings: 14-30 days
• Corporate: 7-14 days
• Last-minute events: 3-5 days

Response Time:

• Send proposals within 24 hours of client inquiry
• Faster responses increase booking rates
• Have package templates ready

🎨 Branding #

Group Cover Photo:

• Use high-quality images
• Shows you performing
• Professional and polished
• This becomes the hero image on your proposal

Reviews:

• Encourage happy clients to leave reviews
• 4+ star reviews automatically display
• Social proof increases acceptance rates

Common Issues & Troubleshooting #

❓ “Cannot send proposal without a client” #

Problem: The proposal doesn’t have a client assigned.

Solution:

• Make sure you created the proposal from a client’s profile page
• If you need to add a client, see “How to Add a Client to BookLive”
• The client must be properly linked to the proposal

❓ “Client does not have an email address” #

Problem: The assigned client has no email in their profile.

Solution:

1. Go to the client’s profile
2. Click “Edit Client”
3. Add their email address
4. Save the client
5. Return to proposal and try sending again

❓ Client says they didn’t receive the proposal email #

Possible Causes:

1. Spam folder – Most common issue
2. Wrong email address – Double-check client email
3. Email filters – Corporate emails may block
4. Typo in email – Verify spelling

Solutions:

• Ask client to check spam/junk folder
• Have them whitelist your group’s email
• Verify the email address is correct
• You can resend the proposal
• As backup, copy the proposal URL and send it directly via text/WhatsApp

❓ Proposal shows expired but I want to extend it #

Problem: The expiration date passed and client wants more time.

Solution:

• Edit the proposal to set a new expiration date
• The “expired” status will clear
• Client can now access it again
• Consider sending a follow-up email letting them know

Alternative:

• Create a new proposal (recommended for significant time gaps)
• Allows you to update pricing or packages
• Gives you a fresh tracking record

Next Steps #

Now that you’ve created and sent your first proposal, explore these related features:

Related Articles:

• 📦 Understanding Packages in Proposals
• 📍 Setting Venue and Location in Proposals
• 📊 Tracking Proposal Performance
• 📄 Using Contract Templates with Proposals
• ⏰ Setting Proposal Expiration Dates
• 👀 What Clients See When They Receive a Proposal
• 💡 Proposal Best Practices for Higher Acceptance Rates
• 🆚 Understanding Proposal vs Quote vs Booking Link

Need Help? #

If you have questions or run into issues:

• 📧 Email: support@booklive.com
• 📞 Phone: 414-253-2504 (Mon-Fri, 9 AM – 5 PM MST)
• 💬 Live Chat: Click the chat icon in the bottom right of your dashboard

Last Updated: October 30, 2025
Difficulty: Beginner
Estimated Time: 10-15 minutes