Send a Proposal to Your Customer

Email the proposal with a secure link, personalize the message, and understand how the access link stays safe over time.

When your proposal looks the way you want, you send it to the customer by email. They receive a secure link that opens the proposal in their browser, where they can review it, choose a payment option, and sign — no account or password needed.

Video: Sending and Presenting Proposals to Clients (2:17)

Send the proposal

1. Click Send Proposal

   On the Proposal Preview, click Send Proposal. A window opens titled Email proposal to [customer name].

2. Check the recipients

   The customer’s email is filled in for you when it’s on file. Add more people with Add Recipient (for example, a spouse or business partner), or remove a row with the trash icon. Everyone you list gets their own secure link.

3. Review the subject and message

   The Subject and Body come pre-filled from your branch’s template, with the customer’s name, your name, your phone number, and the date already merged in. Edit them however you like.

4. Polish the message with AI (optional)

   Click Enhance with AI to have Menaia rewrite your message into a clean, professional version. Don’t like it? Use the revert option to put your original wording back.

5. Send

   Click Send Proposal. Menaia emails each recipient a secure link. You’ll see a confirmation that the proposal was sent.

If you start from a brand-new preview and haven’t saved a draft yet, sending creates the proposal automatically — you don’t need to save first.

If another estimate in the same project has already been sold, this proposal can no longer be sent — that project’s proposal cycle is closed. The Send Proposal button (or Resend Proposal, if it was sent before) is disabled, and hovering it explains: “Another estimate in this project is already sold, so this proposal can no longer be sent.” Only one estimate per project can be sold; to work a different estimate, move the sold one out of Sold first.

What sending does

Sending the proposal kicks off a few things at once:

• Each recipient gets an email with a secure link to view and sign the proposal. The email goes out under your company’s name, and if the customer replies, their reply comes straight back to you — the person who sent it — rather than a shared inbox.
• The proposal is stamped with a Sent Date, which now shows in the header.
• The estimate it’s based on moves to a Released state, so your team can see it’s out with the customer and awaiting a response.

You can keep working on most of the proposal after sending. If you make changes you want the customer to see, just resend (see below) so they get an up-to-date link.

Resend a proposal

After a proposal has been sent, the Send Proposal button becomes Resend Proposal. Use it to email a fresh link — handy if the customer lost the original email, you added a recipient, or you updated the proposal.

Resending issues a new secure link and clears any earlier response (such as a request for changes) so the customer is looking at the current version. Their previously recorded signature is not affected by resending.

Expiration: how the secure link stays safe

The link you email is a secure, time-limited link. After a period of time it expires automatically — this protects the customer’s information so an old email link can’t be opened by just anyone later.

You don’t set an expiration date yourself; it’s built into the secure link. Here’s what that means in practice:

What the customer sees when a link expires

If the customer clicks an expired link, they land on a friendly page that says This proposal link has expired and explains the link expired to protect their information. When self-service is available, they can request a new link right there and it’s emailed to them immediately.

Getting the customer a fresh link

Either the customer requests a new link from the expired page, or you simply click Resend Proposal to email them a new one. The proposal contents are unchanged — only the access link is refreshed.

If a signature is already recorded

A proposal the customer has already signed stays signed. An expired link only affects opening the page again; it doesn’t undo a completed signature.

Present to the customer in person

Sitting with the customer? As soon as the proposal exists — saved as a draft or sent — open the More actions menu (or the Present to Client button on mobile) and choose Present to Client. This opens the live customer-facing proposal right on your device, so you can walk through it together and even capture the signature on the spot.

You don’t have to send the proposal before presenting it:

• While the estimate is still In Progress, you see the real customer view when you’re signed in. A customer who opens an email link at this stage still sees “Your proposal is under construction” until the proposal is sent.
• Your preview doesn’t count as the customer opening it. Presenting never marks the proposal as viewed or sends the “viewed” notification.
• WisePick is hidden in the preview while the estimate is In Progress — comparing competing quotes is a step for the customer once the proposal has been sent.

What’s next

What the customer sees

Review, payment options, and signing — from the customer’s side.

Handle their response

Signed, rejected, changes requested, or expired — and what to do next.