Summary #
After sending a proposal to a client, BookLive automatically tracks key metrics so you know exactly what’s happening with your proposal. You can see when it was sent, when the client viewed it, if it’s been accepted, and whether it’s expired.
This guide explains how to track proposal performance, interpret the metrics, and use this information to follow up effectively with clients.
What BookLive Tracks Automatically #
BookLive tracks four key timestamps for every proposal:
1. Sent At #
What it is: The exact date and time you sent the proposal to your client via email.
When it’s set: When you click “Send Proposal” button
What it means:
- The proposal email was successfully sent to your client’s email address
- The tracking period begins
- You can now see how long it takes for the client to respond
Where to see it: Proposal list and proposal detail page
2. Viewed At #
What it is: The exact date and time a non-logged-in user (your client) first opened the proposal link.
When it’s set: The first time someone clicks the proposal link from the email and loads the page
What it means:
- Your client received the email
- They were interested enough to open it
- They’ve seen your packages and pricing
- The proposal is now “in play”
Important notes:
- Only tracks the FIRST view by a non-logged-in user
- If you (logged in) view the proposal, it doesn’t set this timestamp
- Multiple views by the client don’t update this – only the first matters
Where to see it: Proposal list and proposal detail page
3. Accepted At #
What it is: The exact date and time the client accepted one of your packages.
When it’s set: When the client clicks “Accept Package” on your public proposal page
What it means:
- 🎉 You got the gig!
- A performance (booking) was automatically created
- A contract was generated
- No other packages can be accepted (proposal is closed)
- You should follow up to finalize details
Where to see it: Proposal list, proposal detail page, and package detail page
4. Expires At #
What it is: The date and time when the proposal expires (if you set an expiration).
When it’s set: When you create or edit the proposal and set an expiration date
What it means:
- Creates urgency for the client to make a decision
- After this date, the proposal shows “Expired” to the client
- The client cannot accept packages after expiration
- You can extend the expiration if needed
Where to see it: Proposal detail page
How to View Proposal Metrics #
Option 1: From Client Profile #
Steps:
- Go to Clients in the main navigation
- Click on the client’s name
- Scroll to the Proposals section
- You’ll see all proposals for this client with their status
What you’ll see:
- Proposal name
- Date created
- Sent at date/time
- Viewed at date/time (if viewed)
- Accepted status
- Expired status
Option 2: From Proposal Detail Page #
Steps:
- Navigate to a specific proposal
- View the proposal builder page
- Status information displays at the top
What you’ll see:
- Full timeline of events
- Which package was accepted (if any)
- Current status (Draft, Sent, Viewed, Accepted, Expired)
- Time elapsed since sent
Understanding Proposal Status #
Proposals progress through different states based on the tracking timestamps:
Draft #
Status: Not yet sent
Indicators:
- No “Sent At” timestamp
- Client hasn’t received it yet
What to do:
- Finish building your packages
- Review pricing and details
- Send when ready
Sent (Not Viewed) #
Status: Sent but client hasn’t opened it yet
Indicators:
- ✅ “Sent At” timestamp exists
- ❌ No “Viewed At” timestamp
What it means:
- Email was delivered to their inbox
- Client hasn’t clicked the link yet
- Could be in spam folder
- Could be busy and hasn’t checked email
What to do:
- Wait 24-48 hours
- Then follow up with a friendly reminder
- Ask if they received the proposal
- Suggest checking spam folder
Example follow-up:
Hi Sarah! I sent over the proposal for your June 15th wedding yesterday. Just wanted to make sure it didn’t end up in your spam folder. Let me know if you have any questions!
Viewed (Not Accepted) #
Status: Client opened the proposal but hasn’t accepted yet
Indicators:
- ✅ “Sent At” timestamp
- ✅ “Viewed At” timestamp
- ❌ No “Accepted At” timestamp
What it means:
- Client is interested (they opened it)
- They’re reviewing the options
- Might be comparing with other vendors
- Might have questions
- Might need more time to decide
What to do:
- Wait 2-3 days after viewed date
- Send a check-in message
- Ask if they have questions
- Offer to discuss packages or customize
- Create gentle urgency (if expiration is set)
Example follow-up:
Hi Sarah! I noticed you had a chance to review the proposal. Do you have any questions about the packages? I’m happy to hop on a quick call to discuss which option might work best for your celebration!
Accepted #
Status: Client accepted a package ✅
Indicators:
- ✅ “Sent At” timestamp
- ✅ “Viewed At” timestamp
- ✅ “Accepted At” timestamp
- Shows which package was accepted
What it means:
- 🎉 Booking confirmed!
- Performance created automatically
- Contract generated
- Client is committed
What to do:
- Celebrate! 🎊
- Review the generated contract
- Contact client to finalize event details
- Send contract for signature
- Collect deposit
- Assign musicians
- Update performance date/time/details
Automatic actions that already happened:
- Performance created in your calendar
- Contract generated from your template
- Email notification sent to you
- Client’s information captured
Expired #
Status: Proposal passed its expiration date
Indicators:
- ✅ “Expires At” date is in the past
- Shows “Expired” status
- Client sees “This proposal has expired” message
What it means:
- The offer is no longer valid
- Client cannot accept packages
- Protects your availability and pricing
- Client can request a new proposal
What to do:
- Contact the client to gauge continued interest
- Create a new proposal if they’re still interested
- Update pricing if needed
- Set new expiration date
Example follow-up:
Hi Sarah! I noticed the proposal for your wedding expired. Are you still interested in booking us for June 15th? I’d be happy to create an updated proposal with current availability and pricing.
Time-Based Follow-Up Strategy #
24 Hours After Sending (Not Viewed) #
If: Sent but not viewed
Action: Soft reminder
Message Template:
Hi [Name]! Just wanted to make sure you received the proposal I sent yesterday for your [Event Type] on [Date]. Sometimes these emails end up in spam. Let me know if you need me to resend it!
2-3 Days After Viewed (Not Accepted) #
If: Viewed but not accepted
Action: Check-in with value add
Message Template:
Hi [Name]! I hope you had a chance to review the proposal. I wanted to see if you had any questions about the packages or if there’s anything I can customize for your event. Would you like to schedule a quick call to discuss?
5-7 Days After Viewed (Still No Response) #
If: Viewed but no response to check-in
Action: Create urgency or offer help
Message Template:
Hi [Name]! I wanted to reach out one more time about your [Event Type] on [Date]. Just a heads up – the proposal expires on [Date], so I wanted to make sure you have time to review before then. Let me know if you’d like to move forward or if you have any questions!
2-3 Days Before Expiration #
If: Expiring soon and not accepted
Action: Expiration reminder
Message Template:
Hi [Name]! Quick heads up – the proposal for your [Event Type] on [Date] expires in [X days]. I wanted to give you a heads up in case you’d like to move forward or if you need me to extend the deadline. Just let me know!
After Expiration #
If: Proposal expired without acceptance
Action: Final check-in
Message Template:
Hi [Name]! The proposal for your [Event Type] has expired, but I wanted to reach out to see if you’re still interested in booking. If so, I’d be happy to create an updated proposal for you. Let me know!
Reading the Signals #
Good Signs 👍 #
Quick View (Within 24 Hours)
- Client is actively looking
- High engagement
- Decision is top of mind
- Follow up timing is critical
Acceptance Within 3-5 Days
- Normal booking timeline
- Client did their research
- Confident in their decision
Warning Signs ⚠️ #
Not Viewed After 3+ Days
- Email might be in spam
- Wrong email address
- Client might have gone cold
- Other priorities came up
Follow-up: Send reminder, consider calling
Viewed But No Response for 7+ Days
- Might be shopping around
- Budget concerns
- Decision-maker unavailable
- Lost interest
Follow-up: Create urgency, offer to answer questions
Using Metrics to Improve #
Analyze Your Patterns #
Track your conversion rates:
Sent → Viewed Rate = (Proposals Viewed / Proposals Sent) × 100 Goal: 80%+ (most clients open proposals) If low: Check email deliverability, subject lines Viewed → Accepted Rate = (Proposals Accepted / Proposals Viewed) × 100 Goal: 30-50% (industry varies) If low: Review pricing, package structure, follow-up timing
What to Test #
Email Subject Lines:
- “Your Wedding Proposal from [Group Name]”
- “[Client Name] – Your Custom [Event] Proposal”
- Test which gets more opens
Number of Packages:
- 1 package vs. 3 packages
- Track acceptance rates for each structure
Expiration Dates:
- 7 days vs. 14 days vs. 30 days
- Track if urgency improves acceptance rates
Common Questions & Troubleshooting #
❓ The “Viewed At” timestamp isn’t showing even though I clicked the link #
Answer:
The “Viewed At” timestamp only records views by non-logged-in users (your clients). When you’re logged into BookLive and view the proposal, it doesn’t count as a client view.
To test the client view:
- Open the proposal link in an incognito/private browser window
- Or log out and click the link
- The first non-logged-in view will set the timestamp
❓ Can I see HOW MANY times a client viewed the proposal? #
Answer:
No, BookLive only tracks the first view. It doesn’t count multiple views by the same client.
Why: The important metric is whether they engaged at all (first view), not how many times they returned. Once they’ve seen it, the ball is in their court.
❓ How do I extend a proposal that’s expired? #
Answer:
Steps:
- Go to the proposal detail page
- Click Edit or find the expiration date field
- Set a new expiration date (in the future)
- Save
- The “Expired” status will clear
- Client can now access and accept again
Alternative:
- Create a brand new proposal if significant time has passed
- Allows you to update pricing or packages
- Gives you a fresh start with tracking
❓ Can a client accept a proposal after it expires? #
Answer:
No. Once a proposal expires:
- Client sees “This proposal has expired” message
- Accept buttons are disabled
- They cannot submit acceptance
To fix: Extend the expiration date (see above)
❓ Does the client get notified when I send the proposal? #
Answer:
Yes! When you click “Send Proposal,” BookLive automatically:
- Sends an email to the client’s email address
- Includes a link to view the proposal
- Uses your group’s information in the email
Email details:
- Subject: Professional subject line with your group name
- From: Your group leader email
- Content: Link to the proposal with brief message
Best Practices #
1. Set Expiration Dates #
Why: Creates urgency and protects your availability
Recommended timeframes:
- Weddings: 14-30 days
- Corporate events: 7-14 days
- Last-minute bookings: 3-5 days
- Off-season events: 30+ days
2. Follow Up Proactively #
Don’t wait for clients to come to you:
- Check proposals daily
- Set reminders for follow-ups
- Reach out based on metrics
- Be helpful, not pushy
3. Use Status to Prioritize #
Hot leads (Viewed within 24 hours):
- Top priority for follow-up
- Quick response time
- Offer to answer questions immediately
Warm leads (Sent but not viewed):
- Medium priority
- Gentle reminder
- Check deliverability
Cold leads (Viewed 7+ days ago, no response):
- Lower priority
- One final check-in
- Move on if no response
4. Respond Quickly to Acceptance #
When a proposal is accepted:
- Respond within 2-4 hours (same day if possible)
- Thank them for choosing you
- Outline next steps clearly
- Send contract immediately
- Set clear expectations for deposit/payment
Speed matters: Quick response reinforces their decision and builds confidence
What Success Looks Like #
Healthy Metrics #
Viewed Rate: 75-90%
- Most clients open proposals they request
- Email deliverability is good
- Timing is right
Acceptance Rate: 30-50%
- Industry varies, but this is a solid range
- Not everyone books, and that’s normal
- Higher rates might mean you’re underpriced
- Lower might mean pricing or follow-up needs work
Time to Acceptance: 3-7 days
- Normal decision-making timeline
- Faster can indicate hot leads or urgency
- Longer might need better follow-up
Related Articles #
Related Topics:
- 📦 How to Create and Send a Proposal to a Client
- 💰 Understanding Packages in Proposals
- ⏰ Setting Proposal Expiration Dates
- 👀 What Clients See When They Receive a Proposal
- ✅ What Happens When a Client Accepts Your Proposal
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
Article ID: BL-TRACK-PROPOSALS-001
Category: Proposals & Quotes
