If building proposals in Proposable feels like rummaging through a messy garage, this guide’s for you. Whether you’re a sales pro cranking out dozens a month or a freelancer sending the occasional quote, a tidy document library means less time hunting and more time closing. Here’s how to whip your Proposable library into shape—without making it a second job.
Why Bother Organizing? (And What to Ignore)
Let’s be honest: organizing your document library isn’t glamorous. But it pays off fast. A clean library means:
- You find what you need, fast.
- New team members aren’t lost in a maze.
- You stop rewriting the same sections over and over.
Here’s what doesn’t matter: color-coding, fancy naming conventions no one remembers, or making things “perfect.” Focus on what’ll save you clicks and confusion.
Step 1: Audit Your Current Library (Don’t Skip)
First, see what’s actually in there. Most Proposable accounts get cluttered with half-finished drafts, outdated templates, and one-off documents.
Do this:
- Open your document library.
- Scan for obvious junk: old versions, test docs, or sections you never use.
- Make a quick list (paper or digital) of what’s actually useful: common intro letters, pricing tables, terms sections, case studies, etc.
Pro tip: If you find yourself thinking “I might need this someday,” you probably won’t. Archive or delete it.
Step 2: Decide What to Keep, Archive, or Ditch
Don’t overthink it. The best libraries are lean. For each document or section:
- Keep: Anything you use at least once a month, or that’s critical for compliance/branding.
- Archive: Stuff you don’t use often but might need (e.g., old contract terms).
- Delete: Outdated, redundant, or irrelevant files (like that 2018 campaign template).
How to archive in Proposable: There’s no native “archive” button, but you can add “ZZZ_” to the filename or move old docs to a dedicated “Archive” folder so they’re out of the way but not gone forever.
What doesn’t work: Keeping everything “just in case.” You’ll never find what you need.
Step 3: Build a Simple Folder Structure
Folders (or “categories” in Proposable) are your best friend. But don’t create a maze. The goal: one-click access to your most-used pieces.
What works:
- 3–5 top-level folders, max.
- Organize by function, not by project or client (unless you have a ton of repeat clients).
Example folder ideas:
- Templates: Full proposals ready to customize.
- Sections: Intro, About Us, Pricing, Terms, Case Studies—broken out for mix-and-match.
- Legal & Boilerplate: Standard terms, NDAs, disclaimers.
- Archive: Old stuff you might reference but rarely use.
What to ignore: Deep nesting (“Templates > 2022 > Q3 > Special Offers”)—it just means more clicks.
Step 4: Standardize Naming (But Don’t Go Overboard)
Clear, short names beat clever ones every time. You want your future self (or a teammate) to know what’s what instantly.
How to name docs/sections:
- State what it is, and who/what it’s for if needed.
- Example: “Pricing Table – SaaS”, “Web Design Case Study”, “Standard Terms 2024”.
What doesn’t work: Using initials, project codes, or inside jokes. If you have to explain a name, it’s wrong.
Quick fix: Batch-rename the worst offenders now—future you will thank you.
Step 5: Templetize Your Best Work
If you’re always starting from scratch, you’re wasting time. Turn your best, most-used proposals into templates. Same for key sections.
How to do it:
- Find your most successful or frequently used proposals.
- Save them as templates (or “Master” docs) in your Templates folder.
- For repeat sections (like About Us, Pricing, Case Study), save as individual reusable sections.
Pro tip: Leave obvious placeholders (like [Client Name] or [Project Start Date]) so you don’t forget to customize.
What to ignore: Making a template for every tiny variation. Stick to the 80/20 rule—cover the most common cases.
Step 6: Tag for Speed (If You Actually Use Tags)
Proposable lets you tag documents for extra sorting power. But don’t get carried away—too many tags are as bad as none.
When tags help:
- You have lots of similar docs (e.g., by product line, region, or deal size).
- You want to filter quickly across folders.
How to use tags well:
- Stick to a small, agreed set (e.g., “SaaS”, “Enterprise”, “2024”).
- Tag only what you’ll actually search for.
- Update tags when you create or revise docs—otherwise, they get stale fast.
What to ignore: Tagging everything, or inventing new tags for every doc. It gets messy and loses value.
Step 7: Keep It Up (Without Obsessing)
Even the best structure gets messy over time. Set a calendar reminder to clean up once a quarter.
Quick quarterly check:
- Delete or archive what’s outdated.
- Make sure templates and sections still match your current offers.
- Update legal or compliance docs if needed.
Don’t: Waste time making it perfect. Good enough is fine.
Pro Tips (From the Trenches)
- Bulk Actions: Proposable lets you move, delete, and tag in batches—use it to save time.
- Team Training: If you’re not a solo act, show your team how to use the new setup. Otherwise, chaos creeps back in.
- Version Control: For legal or regulated industries, keep a “Version History” doc or section so you know what changed and when.
What to Ignore Entirely
- Over-automation: Proposable has some automation features, but don’t spend hours automating for rare edge cases.
- Over-customization: You don’t need a “unique” folder structure for every client or product. Simpler is faster.
- Perfection: The library will never be perfect, and that’s fine.
Wrapping Up
An organized Proposable document library isn’t about being neat for neatness’ sake—it’s about making your real work easier. Start simple, focus on what you actually use, and don’t be afraid to clean house. When in doubt, less is more. Iterate as you go. The goal isn’t zero clutter, just zero time wasted hunting for the right doc. Happy proposing.