What Clients See When They Receive a Proposal

Summary #

When you send a proposal to a client, they receive a professional, branded presentation showcasing your packages, pricing, and credentials. Understanding what clients see helps you create better proposals and set proper expectations.

This guide walks through the entire client experience from receiving the email to accepting a package.

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The Email They Receive #

Email Content #

Subject Line:

Proposal from [Your Group Name]

From:

[Your Name/Group Leader] via BookLive

Email Body:
Professional email template with:

• Greeting
• Brief message about the proposal
• Prominent link to view the proposal
• Your group’s information
• Call to action

Note: Email template is automatically generated. You cannot currently customize the email text (as of October 2025).

What the Email Link Does #

When client clicks the link:
1. Opens the public proposal page
2. No login required
3. First non-logged-in view sets the “Viewed At” timestamp
4. Fully accessible on mobile and desktop

URL Format:

https://booklive.com/proposals/[unique-code]

Security:

• Unique, unguessable URL
• No sensitive payment information visible
• Can be shared if client forwards it

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The Proposal Page Layout #

Hero Section (Top of Page) #

Background:

• Your group’s cover photo
• Full-width, professional presentation
• Sets the tone immediately

Content:

• Proposal Name (large headline)

– Example: “Sarah & Mike’s Wedding – June 15th, 2025”

• “Presented by [Your Group Name]”
• Location (if you set venue/city)

– Example: “The Grand Ballroom, Denver, CO”
– Or: “Denver, CO”

Visual Impact:

• Professional, clean design
• Your branding front and center
• Immediately communicates what this is for

Packages Section #

Heading:

Choose Your Package

Layout:

• Package cards displayed side-by-side
• 1 package: Full width card
• 2 packages: Two columns
• 3+ packages: Grid layout (responsive)

Each Package Card Shows:

1. Package Name

• Prominent headline
• Example: “Premium Wedding Package”

2. Products/Services Included

• Checkmark icon (✓) next to each product
• Product name
• Price for each product

Example:

✓ Solo Ceremony Performance         $400
✓ Duo Cocktail Hour                  $600
✓ Travel fee (2 musicians, 45 mi)   $45

3. Offer Items (if enabled)

• Star icon (⭐) next to each offer item
• Shows “value” designation
• Displayed in orange/accent color

Example:

✓ DJ Services - 4 Hours             $800
  ⭐ Professional Sound System      ($500 value)
  ⭐ Wireless Microphones           ($200 value)
  ⭐ Uplighting Package              ($400 value)

4. Discounts (if any)

• Minus icon (❌) or strikethrough
• Discount name
• Amount deducted

Example:

❌ Early Booking Discount           -$100

5. Pricing Display

If offer stack shown:

$1,900 value (strikethrough)
Total: $945

Standard display:

Total: $945

6. Accept Button

If proposal not accepted:

[Accept Package] (prominent button)

If THIS package accepted:

[✓ Package Accepted] (disabled, green)

If DIFFERENT package accepted:

[Another Package Selected] (disabled)

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Reviews Section (If Applicable) #

Displays only if:

• Your group has reviews
• Reviews have 4+ star rating

Content:

• “Reviews” heading
• Average star rating (visual stars)
• Number of reviews
• Individual review cards with:

– Reviewer name
– Star rating
– Review text
– Date

Purpose:

• Build credibility
• Social proof
• Help client feel confident

Note: Only high-rated reviews shown to maintain professional image.

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Contact Information Form #

Heading:

Your Information

Purpose:

• Capture client details before acceptance
• Update client record
• Ensure you have contact info

Fields:

• Name (required)
• Email (required)
• Phone (required)

When it appears:

• Always visible
• Required before accepting a package

What happens:

• If client already exists: Updates their information
• If new client: Creates client record
• Information saved before package acceptance

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Mobile Experience #

Fully Responsive:

• Adapts to phone, tablet, desktop
• Package cards stack vertically on mobile
• All functionality works on mobile
• Easy to read and navigate

Mobile-Specific:

• Click-to-call phone numbers
• Touch-friendly buttons
• Optimized images
• Fast loading

Why it matters:

• Most clients review proposals on mobile first
• Professional mobile experience is essential

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The Acceptance Process #

Step 1: Review Packages #

Client browses all package options, compares pricing and inclusions.

Step 2: Fill Out Contact Form #

If not already filled:
1. Client enters name, email, phone
2. Clicks “Submit” or similar
3. Information saves to their client record

If already filled:

• Form pre-populates
• Can update if needed

Step 3: Accept Package #

Client clicks “Accept Package” button

What happens immediately:

1. Button Changes
– From: “Accept Package”
– To: “Package Accepted ✓”
– Other packages become disabled

2. Confirmation Message
– “Thank you for accepting!”
– Or similar success message
– Next steps explained

3. Behind the Scenes (automatic):
– Package marked as accepted
– Proposal marked as accepted
– Performance (gig) created
– Contract generated
– You receive notification email

4. Redirect (usually):
– Client may be redirected to contract page
– Or shown next steps
– Depends on your system configuration

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What Clients DON’T See #

Internal Information Hidden:

• ❌ Product costs (your internal cost tracking)
• ❌ Profit margins
• ❌ Your notes or internal comments
• ❌ Other clients’ information
• ❌ Your full client list
• ❌ Backend proposal editing tools

Only Proposal-Specific:

• ❌ Other proposals you’ve sent
• ❌ Other clients’ proposals
• ❌ Proposals to different clients

Financial Privacy:

• ❌ No payment processing on proposal page
• ❌ No credit card fields
• ❌ Payment happens later (via contract/invoice)

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Expiration Display #

Active Proposal #

If expiration set:

• “Valid until [Date]” or similar
• Countdown may display
• Creates urgency

If no expiration:

• No deadline shown
• Proposal stays valid indefinitely

Expired Proposal #

Client sees:

❌ This proposal has expired

What’s disabled:

• All “Accept Package” buttons
• Contact form (usually)
• Client cannot take action

What still works:

• Can view packages and pricing
• Can see what was offered
• Can request new proposal

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Common Client Questions #

“Can I accept multiple packages?” #

Answer they’ll discover:

• No – once one package is accepted, others are disabled
• This is one event = one package
• For multiple events, you’d send multiple proposals

“Can I customize a package?” #

Answer from their view:

• Packages are presented as-is
• No customization tool on client side
• They need to contact you to discuss changes

Your role:

• If client emails asking for changes
• You edit packages on your end
• Client sees updates when they refresh

“How do I pay?” #

From proposal page:

• No payment options visible
• Payment comes later via contract/invoice
• Acceptance is commitment, not payment

Next step:

• You send contract
• Contract includes payment instructions
• Deposit and payment handled separately

“Can I share this with someone?” #

Yes:

• URL is shareable
• They can forward email
• Or copy/paste the proposal link
• Anyone with link can view (no login required)

Use cases:

• Share with spouse/partner
• Get approval from event planner
• Show to decision-makers

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Making Your Proposal Stand Out #

1. Professional Cover Photo #

Your group cover photo is the first thing they see.

Best practices:

• High-quality professional photo
• Shows you performing
• Good lighting, clear faces
• Represents your style/brand

Avoid:

• Blurry or dark photos
• Random stock images
• Unrelated visuals

2. Clear Package Names #

Good examples:

• “Ceremony + Cocktail Hour Package”
• “Premium Full-Day Experience”
• “Classic Jazz Trio Package”

Avoid:

• “Package 1”, “Package 2”, “Package 3”
• Vague names that don’t communicate value

3. Descriptive Product Names #

Good:

• “Solo Violin – 30 Minute Ceremony”
• “String Quartet – 2 Hour Reception”

Avoid:

• “Music”
• “Performance”

4. Show Value #

Use offer stacks when you have genuine added value:

• Equipment included that others charge for
• Extra services bundled in
• Special perks or bonuses

Don’t:

• Inflate values artificially
• Claim value that’s not real
• Overuse – keep it honest

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Testing the Client View #

See What They See #

Steps:

1. Log out of BookLive
– Or use incognito/private browser window

2. Click the Proposal Link
– Use the unique URL from the proposal

3. Browse as a Client
– See exact layout they see
– Test all functionality
– Check mobile view

Why test:

• Catch typos or formatting issues
• Verify pricing displays correctly
• Ensure professional presentation
• Test on different devices

Share with Colleagues #

Get feedback:

• Ask team member to review
• Do they understand the packages?
• Is pricing clear?
• Does it look professional?

Iterate:

• Adjust based on feedback
• Improve package descriptions
• Refine pricing presentation

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Best Practices #

1. Keep It Simple #

Don’t overwhelm:

• 2-3 packages maximum
• Clear product names
• Straightforward pricing
• No confusing jargon

2. Make Pricing Transparent #

Clients appreciate:

• Clear breakdown of what’s included
• No hidden fees
• Discounts shown prominently
• Total price easy to find

3. Tell a Story with Package Names #

Create a narrative:

• “Essential” → “Popular” → “Ultimate”
• “Bronze” → “Silver” → “Gold”
• “Ceremony Only” → “Ceremony + Reception” → “All-Day Coverage”

4. Use Your Branding #

Make it yours:

• Professional cover photo
• Group name prominent
• Consistent with your website/marketing
• Reflects your brand personality

5. Highlight What Makes You Different #

In product/package descriptions:

• “Award-winning string quartet”
• “20+ years experience”
• “Voted best jazz band 2024”

In offer items:

• “Premium sound system included”
• “Unlimited song requests”
• “Professional MC services at no extra charge”

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Related Articles #

Related Topics:

• 📦 How to Create and Send a Proposal to a Client
• 💰 Understanding Packages in Proposals
• 📊 Tracking Proposal Performance
• ✅ What Happens When a Client Accepts Your Proposal
• 🎨 Customizing Your Group’s Cover Photo and Branding

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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