Trying to get B2B deals done over WhatsApp? You’re not alone. It’s fast, everyone’s on it, and—if you’re honest—your clients often reply here quicker than email. But sharing proposals and tracking what happens after? That’s where things can get messy. If you’re tired of sending PDFs into the void and wondering if anyone even looked, this guide is for you.
Below, you’ll find clear, real-world tips for sharing digital proposals over WhatsApp, tracking opens and responses, and keeping things professional without overcomplicating your life.
1. Know When (and When Not) to Use WhatsApp for Proposals
First, a reality check: WhatsApp is great for quick communication, but it’s not a document management platform. Here’s when it makes sense to use WhatsApp for proposals:
- Your client already uses it for business chats. If they prefer WhatsApp, meet them where they are.
- You need a fast response. WhatsApp messages tend to get seen faster than email.
- You’re sending a follow-up, not the first formal proposal. For first-time, high-value deals, email might still be better.
When to avoid:
- If you’re sharing highly confidential information. WhatsApp is encrypted, but it’s not bulletproof.
- If the recipient’s company has strict IT policies or bans WhatsApp for business.
Pro tip:
Ask your contact up front: “Would you prefer I send the proposal via email or WhatsApp?” You’ll look thoughtful, and they’ll show you their preferred channel.
2. Pick the Right Format for Your Proposal
You can send a proposal as: - PDF attachment: Most common, but you lose tracking. - Link to an online document (e.g. Google Docs, DocSend, PandaDoc): Lets you track views and control access. - Plain text in the chat: Okay for small, simple deals, but not great for anything detailed.
What works best:
- For serious B2B proposals, a link to a trackable online doc is the sweet spot. You get analytics, version control, and you can revoke access if things go sideways.
- If your client is old-school and only wants PDFs, just accept you won’t know if they opened it.
Avoid:
- Sending Word docs. Formatting breaks, and not everyone can open them easily on mobile.
- Sending proposals as images/screenshots. It looks amateurish and can’t be searched or copied.
3. How to Share Proposals Over WhatsApp—Step-by-Step
Here’s a simple, repeatable way to send and track proposals:
Step 1: Prepare Your Proposal
- Use a tool that generates a link with view tracking (examples: Google Drive, Dropbox, DocSend, PandaDoc).
- Make sure permissions are set correctly. If you need to control access, require an email to view.
- Double-check formatting on mobile—most clients will open on their phone.
Step 2: Craft a Clear, Contextual Message
Don’t just drop a link or file with no explanation. Instead, write a short message that explains what you’re sending and why it matters.
Example:
Hi Priya,
As discussed, here’s the updated proposal for your review: [Proposal Link]
Let me know if you have any questions, or if you’d like to hop on a call to go through it together.
Step 3: Send at the Right Time
- Avoid weekends and late nights unless your client specifically works those hours.
- If you’re sending internationally, check their time zone.
Step 4: Track Opens and Engagement
If you used a trackable link: - Get notified when your proposal is viewed. - See how much time they spent on it (some tools offer page-by-page analytics).
If you sent a PDF: - You’re in the dark unless they reply. See “Following Up” below.
Step 5: Record Everything
- Log the sent proposal, time, and link in your CRM or a shared spreadsheet.
- Note any replies, questions, or activity.
4. Following Up Without Being Annoying
Nobody likes being chased, but deals rarely close themselves. Here’s how to follow up without coming off as desperate:
- Wait at least 1–2 business days after sending.
- Use WhatsApp’s “reply” feature to reference your original message—keeps the thread clear.
- Be direct, but polite:
Just checking in to see if you had a chance to look at the proposal. Happy to answer any questions!
- If you have tracking and see they haven’t opened it, mention that you’re available if they have any trouble accessing the file.
Don’t:
- Spam with multiple follow-ups in a row.
- Send “Did you see my message?” texts every few hours.
5. Managing Versions and Avoiding Confusion
WhatsApp threads get messy, especially if proposals change. Here’s how to keep your client (and yourself) sane:
- Always include the date or version in your proposal file name and link.
- Example: “Acme_Proposal_2024-06-15.pdf”
- In your message, reference what’s changed since the last version.
- If there are multiple stakeholders, consider creating a dedicated WhatsApp group (with permission).
- If the deal drags on, periodically resend the latest version so it’s easy to find.
6. Keeping It Secure and Professional
It’s easy to get casual on WhatsApp, but B2B deals still require professionalism.
- Use a business WhatsApp account if possible. It looks more credible than a personal number.
- Double-check you’re sending the proposal to the right contact (it’s easier than you think to send to “Priya S.” instead of “Priya M.”).
- Avoid sharing sensitive financial or personal data over WhatsApp if you can avoid it.
- Don’t rely on WhatsApp as your only record—save copies of all important documents and chats somewhere more permanent.
7. What to Ignore (and What Not to Overthink)
- Ignore chatbot “AI” plugins promising instant deal closings. They’re often more distracting than helpful.
- Don’t obsess over read receipts. Some people turn them off, and some will “read” your message without really reading it.
- Don’t try to automate everything. A well-written, personal message beats any canned sequence.
Quick Checklist: WhatsApp Proposal Sharing Done Right
- [ ] Client prefers WhatsApp for business.
- [ ] Proposal is in a mobile-friendly, trackable format.
- [ ] Message is clear, polite, and gives context.
- [ ] Link/file permissions tested on your phone first.
- [ ] Sent at a reasonable time.
- [ ] Follow-up is timely, not spammy.
- [ ] Everything logged outside WhatsApp.
Wrap-Up: Keep It Simple, Iterate Fast
WhatsApp can absolutely help you move B2B deals along, but it’s not magic. Use it where it makes sense, keep your proposal process tidy, and don’t overcomplicate things. Most winning deals come down to clarity and follow-through—not fancy tools.
Try one or two of these tactics on your next proposal. If it works, great—keep it. If not, tweak it. You’re aiming for fewer headaches, not more. Good luck!