If you’ve ever struggled to get your team on the same page while building sales proposals, you’re not alone. Email chains get lost, feedback slips through the cracks, and by the end, nobody’s sure which version is “final.” If you’re using Betterproposals, you have tools that can actually help—if you use them right. This guide is for anyone who wants less chaos and more clarity when working together on proposals.
Let’s cut through the noise and walk through how to actually collaborate in Betterproposals, step by step.
1. Get Your Team Set Up the Right Way
Before you even touch a proposal, make sure your team is set up correctly in Betterproposals. It’s basic, but skipping this step means headaches later.
Add Your Team Members: - Only Admins can add new users, so if that’s not you, rope in someone with the right permissions. - Go to “Settings” > “Users” and invite everyone who should be editing, reviewing, or sending proposals. - Assign clear roles: “Admin,” “Editor,” or “Viewer.” Don’t give everyone admin rights just because it’s easy—trust me, you’ll regret it.
Pro Tip:
Set up user permissions carefully. Limit who can delete or send proposals. Not everyone needs to see every draft or client.
What to Ignore:
Don’t bother onboarding everyone at once if they won’t actually be collaborating. Keep your user list lean—too many cooks spoil the proposal.
2. Build a Shared Library (Templates, Content, and Branding)
A good chunk of “collaboration” is just getting everyone to start from the same playbook. Betterproposals has shared templates and content libraries for this.
Create and Use Templates
- Build proposal templates that fit your main services or products.
- Make sure everyone knows how to find and use them. Templates save time and help keep things consistent.
- Lock down sections that shouldn’t change (like legal copy or pricing structure).
Shared Content Library
- Store reusable blocks (case studies, bios, pricing tables) so nobody has to dig through old proposals to copy-paste.
- Update these blocks regularly, so everyone’s pulling from the latest version.
Pro Tip:
Don’t go overboard and create a template for every possible scenario. Start with 1–2 solid, flexible templates and add as you go.
What Doesn’t Work:
Letting everyone freestyle their own templates. You’ll end up with a Frankenstein mess of styles and typos.
3. Drafting a Proposal Together
Here’s where most teams get tripped up: who does what, and when.
Assign Roles Early
- Decide up front: Who drafts? Who reviews? Who approves?
- Assign collaborators directly in the proposal draft so everyone can see their role.
Use the Editor (But Don’t Edit Blind)
- Betterproposals lets multiple people work on a proposal, but it’s not Google Docs—there’s no true real-time editing.
- Only one person should edit at a time. If two people have it open, whoever saves last wins. (Otherwise, you’ll overwrite each other’s work.)
How to Avoid Collisions: - Use an internal checklist (literally a Google Doc or Notion page) to note who’s “got the pen” at any given time. - Communicate. A quick message in Slack or Teams—“I’m editing the ACME proposal now”—goes a long way.
Pro Tip:
If you’re expecting a lot of back-and-forth, make small, frequent saves and let the next person know when you’re out. Avoid monster editing sessions.
4. Gathering Feedback and Making Edits
Everyone’s got opinions. Here’s how to channel them without losing your mind or your changes.
Use Comments (But Know the Limits)
- Betterproposals lets you leave internal comments on proposals, which is helpful for quick notes or reminders.
- Comments are not threaded discussions. They’re basic, and you can’t tag people for notifications.
For Real Discussions: - Use your team’s chat tool (Slack, Teams, etc.) to talk through big changes. - Paste proposal links and reference specific sections (“See page 3, pricing table”) so it’s clear what you’re talking about.
Version History and Reverting
- There’s no deep version control in Betterproposals. Once you save over something, it’s gone.
- If you need to keep track of major changes, duplicate the proposal before making big edits. That way you always have a backup.
What Works:
Short, clear comments for minor fixes. Real conversation elsewhere for anything strategic.
What Doesn’t:
Relying on comments for big-picture feedback. It gets messy fast.
5. Approval and Sending: Avoid Last-Minute Surprises
Nothing’s worse than sending the wrong draft—or realizing someone edited the client’s name at the last second.
Use the Approval Workflow
- If your team needs manager or legal review, set up an approval step before sending.
- Make it policy: nobody hits “Send” until the right person signs off.
Double-Check Everything
- Run through a checklist: correct client, accurate pricing, up-to-date terms.
- Preview the proposal as the client will see it. Fix anything weird with formatting or personalization.
Assign a Single Sender
- Only one person should actually send the proposal to the client, ideally the account owner or project lead.
- This avoids confusion about who’s responsible for follow-up.
Pro Tip:
If you send a lot of proposals, use naming conventions (“ClientName_Service_Date”) so there’s no mix-up.
What to Ignore:
Don’t assume “final” means the same thing to everyone. Spell it out—who gives the green light, and when.
6. Tracking, Updates, and Handoffs
Once your proposal is out in the wild, collaboration isn’t over.
Track Opens and Interactions
- Betterproposals will show you when your proposal’s been opened or signed.
- Share these updates with your team, especially if you’re handing off to sales or project managers.
Make Handoffs Explicit
- If someone else is taking over (e.g., from sales to account management), assign them in the system and let them know.
- Document any special notes or client preferences in your CRM or shared notes—don’t just leave it buried in the proposal.
Real Talk: What Works, What Doesn’t, and What to Skip
What Works: - Clear division of roles. Fewer people editing at once. - Shared templates and content blocks—less time redoing the same work. - Quick, honest communication outside the proposal tool for anything complicated.
What Doesn’t: - Treating Betterproposals like Google Docs. Real-time co-editing isn’t its thing. - Letting everyone “just jump in” without a plan. That’s how mistakes and resentments happen. - Relying solely on Betterproposals for feedback and collaboration. It’s a proposal tool, not a chat app.
What to Ignore: - Fancy add-ons or integrations unless you actually need them. Focus on nailing the basics first. - Chasing “perfect” proposals. You’ll spend forever tweaking and never send.
Keep It Simple and Iterate
Collaboration doesn’t have to be complicated. Start with a clear workflow: right people, right roles, shared templates, and real communication. Use Betterproposals for what it’s good at—building and tracking proposals—not as your all-in-one collaboration hub. The simpler your system, the fewer mistakes and the faster your deals move.
Don’t wait for perfect. Set up your basics, give it a shot, and tweak as you learn what your team actually needs. Good luck—and remember, the “final” version is usually just the next draft.