If you’ve just finished a big proposal in Responsive and need to get it out to a client, your boss, or your own records, you’re in the right place. This guide is for anyone who wants to export completed proposals out of Responsive—whether it’s to PDF, Word, or something a bit more creative—without wasting hours clicking around or running into gotchas.
We’ll go step-by-step, flagging things that actually matter and skipping the fluff. Expect some honest takes on what works, what’s just marketing, and where you might hit a wall.
Why Export Proposals at All?
Let’s be real: most people don’t want to live inside another SaaS tool. You or your team might need to:
- Share a branded PDF with a client
- Edit the proposal in Word because someone always wants a “few tweaks”
- Archive versions for compliance or your own sanity
- Import content into another system (hello, procurement)
Responsive is pretty good at handling exports—but there are some quirks and tradeoffs. Let’s jump in.
Step 1: Find Your Completed Proposal
Before you export, make sure you’re working with the final version of your proposal. It sounds obvious, but Responsive can get cluttered with drafts, edits, and “almost-there” versions.
- Go to your Projects or Proposals dashboard.
- Filter or search for the proposal’s name.
- Double-check the status. It should say “Completed” or whatever your team uses for “we’re done here.”
Pro tip: Open the proposal and skim it one last time. Exports are only as good as the content inside. If there are placeholders or embarrassing typos, they’ll be immortalized in your PDF.
Step 2: Open the Export Menu
Responsive buries the export option a little deeper than you’d expect.
- Open the proposal.
- Look for the “Export” or “Download” button—usually in the top-right, but it depends on your layout and permissions. Sometimes it’s under a “More Actions” (three dots) menu.
- Click it. You’ll see a list of formats and maybe a few settings.
Not seeing the export button? A few things could be going on:
- You might not have permissions (ask your admin)
- The proposal is locked or incomplete (check its status)
- Your organization’s plan might limit exports (yes, some plans are stingy)
Step 3: Choose Your Export Format
Here’s where Responsive gives you choices. Let’s break down the main formats, what they’re good for, and what to watch out for.
Best for: Sending to clients, archiving, anything “official.”
Pros: - Looks exactly like it does in Responsive (mostly) - Hard to mess up formatting - Easy to share and print
Cons: - Not easily editable (that’s the point) - Big proposals can slow down or glitch the export - Some interactive elements (videos, links) might not work
Tips: - Check the “Include attachments” box if you want supporting docs bundled in. - If you use custom branding, double-check a test export first—sometimes logos or colors get weird.
Word (.docx)
Best for: Editing, redlining, or when someone insists on “just making a few changes.”
Pros: - Fully editable - Easy to track changes or collaborate offline
Cons: - Formatting can get sketchy, especially with complex layouts or tables - Embedded images sometimes break or shift - Not as “locked” for official records
Tips: - Export, then open in Word and do a quick scan. Fix any formatting issues before sending it onward. - If you use a lot of tables or custom fonts, expect to do some cleanup.
Excel (.xlsx) or CSV
Best for: Data-heavy proposals, importing into other systems, or analytics.
Pros: - Easy to slice and dice data - Good for bulk editing or number crunching
Cons: - Loses most formatting and visuals - Not great for narrative or story-driven proposals
HTML
Best for: Developers, web publishing, or custom workflows.
Pros: - Keeps links and some interactive elements - Flexible if you know what you’re doing
Cons: - Most people don’t need this - Requires extra work to look good outside Responsive
Other Formats
Responsive sometimes offers PPTX (PowerPoint) or plain text, but these aren’t common for full proposals. If you see them, treat them as experimental—double-check the output before relying on it.
Step 4: Configure Export Settings
Don’t just smash the export button—take a minute to check the settings Responsive offers. These usually include:
- Include/exclude attachments: Useful for appendices or supporting docs.
- Branding options: Add or remove logos, colors, or custom covers.
- Section selection: Export the full proposal or just certain sections.
- Watermarks: Sometimes required for drafts or “internal use only.”
What actually matters?
- If you’re sending to a client, use your best branding. But honestly, don’t overthink it—clean and readable beats fancy any day.
- Export just what you need. If a reviewer only needs to see pricing, don’t send the whole document.
- Skip watermarks unless required. They can make your doc look unfinished or unprofessional.
Step 5: Download and Check Your Export
Once you’ve set everything up, hit export. Responsive will process your request. For big proposals, this can take a minute—don’t panic if it spins for a while.
- Save the file somewhere obvious. Don’t trust browser downloads to remember where it went.
- Open the file and check it. Seriously—open it. Skim for broken tables, missing images, or formatting that looks off.
- If something’s wrong:
- Try exporting again with different settings.
- If the issue sticks, check Responsive’s help docs or contact support. Sometimes it’s a known bug.
Pro tip: If you’re sending a PDF, open it on your phone. Sometimes mobile formatting is a mess, and clients will view it on whatever device they have handy.
Step 6: Share, Store, or Re-Edit
Now that you have your exported file:
- Send it to your client or team using email, Slack, or whatever tool you use.
- Store a copy in your own system (SharePoint, Google Drive, etc.) for records.
- If you need edits: Open the Word version, make your changes, and—if required—convert it back to PDF for final delivery.
A word on version control: - Responsive doesn’t always keep track of what you do outside the platform. If you make edits in Word and send them around, make sure you know which version is “the one.” - For teams, consider naming files with dates or version numbers. It saves a lot of confusion later.
What Doesn’t Work (and What to Ignore)
- “One-click perfect exports.” Marketing loves this phrase, but real exports always need a quick check. Formatting quirks are just part of life.
- Overly fancy design templates. The more complicated your proposal layout, the more likely you’ll hit export problems. Keep it simple.
- Relying on Responsive for long-term document storage. Always save a copy elsewhere. SaaS tools change, merge, or go down.
- Exporting interactive content. Videos, animations, or forms rarely survive the trip to PDF or Word. Don’t count on it.
Troubleshooting Common Issues
- Missing images: Try re-uploading them to Responsive or use a simpler export format.
- Weird page breaks: Tinker with section breaks or export to Word for easier fixes.
- Corrupted files: Re-export, or try a different browser.
- Permissions errors: Check with your admin—sometimes only certain users can export.
If you hit a wall, Responsive’s support is usually responsive (pun intended, sorry), but don’t expect miracles for highly custom needs.
Keep It Simple, Iterate as Needed
Exporting proposals from Responsive is mostly straightforward, but don’t expect perfection out of the box—especially if your proposal is a design masterpiece. Stick to formats that make sense for your audience, double-check your exports, and save copies somewhere you trust.
You’ll get faster each time. And next time someone asks, “Can you just send this in Word?” you’ll know exactly where to click.