Looking to stop wasting time rewriting the same sales proposals? Or maybe you’re just tired of templates that look great but don’t actually help you close deals. If you want a proposal template that’s easy to use and helps you win business, this guide is for you. I’ll walk you through setting up a sales proposal template in Betterproposals, what to include (and skip), and how to make sure your template helps you, not just your boss’s vanity metrics.
Why Templates Matter (And Where Most Go Wrong)
Before jumping into screens and steps, let’s be brutally honest: most sales proposal templates are bloated, generic, or so full of buzzwords they might as well be lorem ipsum. A good template should:
- Save you real time (not just look pretty in a sales kick-off)
- Be flexible enough for real deals, not just “ideal” ones
- Actually help you win, not just check a box
The trick is to start with the minimal essentials—then improve as you learn what works for your clients. Let’s get started.
Step 1: Get the Basics Right in Betterproposals
First things first: log into Betterproposals. If you’re new, set up your account and poke around for ten minutes—don’t skip this. The interface is pretty straightforward, but you’ll save headaches later if you know where things are.
Do: - Click on “Templates” in the sidebar. - Hit “Create New Template.” Name it something you’ll recognize, like “Sales Proposal – [Your Service/Product].” - Decide if you want to start from a blank template or one of their pre-made ones.
Pro tip: Most of the built-in templates are pretty but generic. You can use them as a starting point, but you’ll end up deleting half the sections.
Step 2: Structure Your Template for Real Conversations
Don’t overcomplicate this. A sales proposal isn’t an eBook; it’s a bridge between your last conversation and a signature. Here’s a basic flow that works:
- Cover / Title Page
- Keep it simple: Client name, your company, proposal title, and date.
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Add a logo if you must, but don’t let design slow you down.
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Introduction / Executive Summary
- One short paragraph. Remind them what problem you’re solving.
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Personalize this each time. “We understand X is costing you time/money. Here’s how we’ll fix it.”
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The Solution
- Spell out what you’ll do. Clear, bullet-pointed deliverables win over vague promises.
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Avoid jargon. If you wouldn’t say it aloud, don’t type it.
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Investment / Pricing
- Be upfront. No one likes hunting for the price.
- Use Betterproposals’ pricing tables if your offer has options or add-ons.
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Include what’s not included if there’s fine print (scope creep kills deals later).
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Timeline
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Short and sweet. “Project starts within X days of signing; delivery in Y weeks.”
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Call to Action / Next Steps
- Tell them exactly what to do next—sign, schedule a call, whatever.
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Use Betterproposals’ built-in signature block and payment integration if you want to close deals faster.
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About Us / Credentials
- Optional. Skip the ten-page company history. One paragraph or a few bullet points about relevant experience is plenty.
What to skip: - Long sections about your company’s “vision” or “mission statement.” - Endless testimonials. One or two, max; otherwise, it reeks of desperation. - Legalese, unless your lawyer makes you (Betterproposals lets you add terms easily, but keep it readable).
Step 3: Make It Personal (Even If It’s a Template)
There’s nothing worse than getting a proposal that screams “mail merge.” Betterproposals lets you use merge tags (like {{client_name}}), but don’t rely on those alone.
How to keep it human: - Add “personalization reminders” in your template—highlighted notes to yourself like:
[Add a line about their recent project or pain point here.] - Remove these before sending. It’s easy to forget, so double-check.
Pro tip: Save snippets for common client objections or custom sections, but don’t try to automate empathy.
Step 4: Use Betterproposals’ Features That Actually Help
Some features are genuinely useful. Others? Meh. Here’s what’s worth using:
Worth it: - Pricing tables: Makes options and upsells clearer for clients. - Digital signatures: Cuts out the “can you print and sign?” nonsense. - Notifications: See when a client opens the proposal, so you know when to follow up. Just don’t be creepy.
Optional: - Payment integration: If you collect deposits, this can speed things up. - Custom domains and branding: Nice if you’re sending a lot, but not worth hours fiddling unless image matters to your business.
Skip (unless you have time to burn): - Over-styling and animations. If it looks like a PowerPoint, you’ve gone too far. - Embedding long videos. A quick intro video can help, but nobody wants a sales pitch that feels like a Netflix marathon.
Step 5: Test, Learn, and Improve (But Don’t Wait for “Perfect”)
Here’s where most people get stuck—they fuss over the template for weeks, tweaking fonts and colors. Don’t. Get your basic template live, send it to a real client, and see what happens.
- Watch what questions clients ask (that’s where your template is unclear).
- Notice where deals stall (maybe your pricing or next steps need work).
- Update your template after you see real-world results.
Pro tip: Set a calendar reminder to review your template every quarter—just 15 minutes. Small tweaks beat big overhauls.
The Stuff That Actually Moves the Needle
Let’s be honest: clients care about clarity, price, and whether you can deliver. Not your brand’s Pantone color. Here’s what actually helps close deals:
- Clear, plain language—ditch the fluff.
- Obvious next steps—tell them what to do.
- Fast follow-up—Betterproposals’ notifications help, but you still need to reply quickly.
What doesn’t matter as much as you think:
- Fancy graphics or stock photos
- 10-page company histories
- Over-complicated pricing tables
A Few Common Mistakes (And How to Dodge Them)
- Over-customizing for every client: The whole point of a template is to save time. Personalize key details, not every sentence.
- Hiding the price: If your client has to scroll or click around to find the cost, you’ll lose trust.
- Assuming your template is “done”: It isn’t. Treat it as a living document.
Keep It Simple, Ship It, and Improve Over Time
Your first template won’t be perfect, and that’s fine. The goal is to stop reinventing the wheel every time a client asks for a proposal. Build a clean, honest template in Betterproposals, send it, and learn from what happens. Make updates as you go. Most of all, remember: simple wins deals. The rest is just noise.
Now, go make your template—and don’t let anyone talk you into adding a “vision statement” page.