If you’re tired of spending hours rewriting the same proposal for every client, you’re not alone. Most sales teams and freelancers burn way too much time reworking the same sections, copy-pasting, and hunting down the right pricing table. If you want proposals that look custom but don’t eat your week, this guide is for you.
Octavehq (here’s the link) promises to make client proposals faster, more consistent, and less painful—especially if you use templates the right way. But not all templates are created equal, and it’s easy to end up with “personalized” docs that still sound like a robot wrote them. Here’s how to actually make Octavehq templates work for you, without falling into the copy-paste trap.
1. Get Your Content in Order Before Touching Templates
Here’s the hard truth: no tool, not even Octavehq, can organize your proposal content for you. If your boilerplate is a mess, your templates will be, too.
What to do now:
- Gather your best proposal sections. Dig up your last few proposals. Copy out the intro, about section, pricing, case studies—anything you reuse.
- Pick your strongest versions. Don’t just grab the last draft. Choose the ones that felt clear and got results.
- Clean up the language. Shorten sentences. Cut fluff. Make sure it sounds like you, not a template mill.
- Decide what should be personalized. Mark sections that always need tweaking—like the client’s name, industry, or scope.
Pro tip: Make a simple Google Doc with all your “evergreen” proposal pieces. It’ll save you headaches if your Octavehq account gets messy or you want to refresh your templates later.
2. Set Up Your First Template in Octavehq
Once your content is ready, it’s time to build your first template in Octavehq. The process is simple, but there are a few things to get right if you want to avoid headaches later.
Create a New Template
- Log in to Octavehq and go to “Templates.”
- Click “Create Template.” Give it a name you’ll recognize later (think “SaaS Proposal Base” not “Template 1”).
Structure Your Proposal
- Break it into sections. Use Octavehq’s sections or pages for each major part—Intro, About Us, Pricing, Scope, Case Studies, Next Steps.
- Paste in your cleaned-up content. Drop in the text you prepped earlier.
Use Placeholders for Personalization
This is where most people mess up: don’t hard-code client names or industries into your template. Use placeholders (also called variables or merge tags).
- In Octavehq, insert placeholders like
{{client_name}},{{project_scope}}, etc. - Anywhere you want a detail to change for each client, use a placeholder.
- Keep the placeholders obvious. You don’t want to send a proposal that still says “Dear {{client_name}}.”
Add Pricing Tables and Options
Octavehq lets you add dynamic pricing tables, optional add-ons, or interactive elements. These are great—just don’t overcomplicate it.
- Start with a basic pricing table that covers your standard services.
- Use placeholders for numbers you’ll customize.
- If you offer add-ons, keep them simple and avoid listing every possible service under the sun.
What’s overrated: Fancy animations or tons of interactive widgets. Most clients just want to read the numbers and see what’s included. Save the bells and whistles for your website.
3. Build a Library of Reusable Content Blocks
Templates are great, but sometimes you need to swap in different case studies or bios depending on the client. Octavehq lets you create reusable content blocks (sometimes called “snippets” or “partials”).
How to do it:
- In the Octavehq editor, create content blocks for things like:
- Industry-specific case studies
- Team member bios
- Common FAQs or terms
- Name them clearly—e.g., “Case Study: SaaS Startup” or “Bio: Lead Designer.”
- Next time you build a proposal, drag-and-drop the right blocks into your template.
Why bother?
It’s way faster than copy-pasting from old proposals or digging through Google Drive. Plus, if you update a block (say, a new client win), you only have to update it once.
4. Personalize Your Proposal—But Don’t Overdo It
Personalization sells, but only if it feels real. Here’s how to personalize without going down a rabbit hole.
Fill in the Placeholders
- When you create a new proposal from your template, Octavehq will prompt you to fill in your placeholders.
- Double-check every variable. Don’t just trust the preview.
- Change anything that feels too generic. If your “industry” section sounds like a Wikipedia entry, rewrite it for the client.
Swap In Relevant Blocks
- Drop in the case study or team member that matches the client’s industry.
- If you have a relevant testimonial, add it here.
Add a Short Custom Note
- Write a quick intro or closing paragraph just for this client. It doesn’t have to be long—just enough to show you understand their situation.
- Avoid canned lines like “We’re passionate about delivering innovative solutions.” If you wouldn’t say it out loud, don’t write it.
What to skip: Don’t waste time rewriting your whole process for every client. Focus on the intro, the scope, and anything that impacts pricing or deliverables.
5. Preview, Test, and Send
Before you hit “send,” take a minute to put yourself in your client’s shoes.
Preview Your Proposal
- Use Octavehq’s preview feature to check the full proposal.
- Look for any missed placeholders (the classic
{{client_name}}mistake). - Make sure links, tables, and formatting look right—especially if you use a lot of content blocks.
Test the Interactive Elements
- If you included pricing options or e-signature blocks, test them out.
- Make sure your proposal works on mobile. Many clients will open it on their phone.
Send with Confidence
- Send directly through Octavehq, or export to PDF if your client prefers.
- Track open and view stats if your plan includes it, but don’t read too much into them. Some clients just forward things to themselves.
Honest take: Don’t sweat perfection. A proposal that’s 90% polished and sent today beats a “perfect” one that sits in drafts for a week.
6. Iterate and Improve Your Templates Over Time
No template is ever “done.” The best proposals get better with every deal.
- Every time you close a deal, copy any new language, case studies, or client questions that worked well.
- Update your templates and content blocks every quarter—or whenever you notice something’s out of date.
- Delete things that never get used. The more clutter, the more likely you’ll make a mistake.
What to ignore: Don’t chase every new proposal feature Octavehq rolls out. Stick to what actually saves you time and helps you close deals.
Summary: Keep It Simple, Stay Human
Templates in Octavehq can save you hours and help you look more professional—if you build them with care. Just remember:
- Start with solid content before you mess with formatting.
- Use placeholders and reusable blocks, but don’t let your proposals get generic.
- Personalize the parts that matter, and don’t lose sleep over the rest.
- Review and update your templates regularly, but don’t overthink it.
The goal isn’t to automate yourself out of the process, but to free up time for the real work—understanding your clients and closing the deal. Start simple, keep tweaking, and don’t fall for the “more features = better proposals” myth. Good luck.