If you're tired of reinventing the wheel every time you need to send out a new proposal, you're not alone. Most people using Betterproposals want to save time and avoid busywork—especially when most deals look pretty similar. This guide is for folks who need to quickly copy, update, and send out past proposals without making rookie mistakes or getting lost in a maze of templates.
Let's get you duplicating and editing proposals the smart way—no fluff, no confusion, just practical steps and a few honest warnings about what actually works (and what wastes your time).
Why Duplicate Proposals Instead of Starting From Scratch?
Let’s get the obvious out of the way: starting from a blank page is usually a waste, especially if your offers or clients don’t change much. Duplicating past proposals:
- Saves time (duh)
- Keeps your formatting and branding consistent
- Reduces the chances you’ll forget important sections
- Lets you piggyback off language that’s already worked
But—there are traps to avoid (like forgetting to update client names—awkward).
Step 1: Find the Proposal You Want to Clone
Before you duplicate anything, you need to choose a proposal that makes sense as your starting point. Don’t just grab the first thing you see—take 30 seconds to make sure it’s actually up to date.
What to look for: - Recent proposals that landed you the deal - Proposals with the closest scope or pricing to your new client - Documents that aren’t full of old info or embarrassing typos
Pro tip: If you send a lot of similar proposals, keep a “master” version that’s always up to date. It’ll save you from endlessly tweaking old, messy files.
Step 2: Use Betterproposals' Duplicate Feature
This is where Betterproposals actually makes life easy (as long as you use the built-in tools). Here’s how to do it:
- Log in and head to your Dashboard.
- Go to the Proposals tab—usually in the main left-hand menu.
- Find the proposal you want to copy. Use the search or filters if you have a huge list.
- Click the three dots (or “More” options) next to the proposal.
- Select Duplicate (sometimes labeled “Clone” depending on the UI updates).
- Betterproposals will instantly make a copy, usually adding “Copy of” or similar to the title.
Don’t overthink this: You’re not creating a new template—just a one-off copy you can edit.
Step 3: Edit the Basics—So You Don’t Look Sloppy
Before you get into the details, fix the obvious stuff. This is where most people get tripped up and accidentally send “Dear [Old Client]” to someone new.
Checklist: - Change the proposal title (remove “Copy of” if you don’t want it showing) - Update the client name and contact info - Double-check the project name and any reference numbers - Swap out the dates if you mention them anywhere
Biggest mistake: Forgetting to update the recipient’s name or company. Nothing says “you’re just another number” like getting the wrong name.
Step 4: Update Pricing, Scope, and Specifics
Now that the basics are done, make sure the guts of your proposal actually fit the new client or project.
- Pricing: Adjust line items, discounts, or payment terms as needed. Don’t just copy old numbers—double-check them.
- Scope of Work: Is the deliverable the same? If not, edit the task lists, timelines, or descriptions so you’re not promising things you won’t do.
- Deadlines: Update all dates, timelines, and milestones.
- Custom Sections: If you included special requests, references, or case studies for the last client, swap them out or remove them.
Pro tip: If you find yourself making the same edits every time, it’s a sign you should update your “master” proposal or template. Don’t keep fighting the same battle.
Step 5: Review for Leftovers and Personalization
Even seasoned pros miss things when copying proposals. Here’s how to catch the stuff that makes you look lazy:
- Search for the old client’s name (use Ctrl+F or Cmd+F) and make sure it’s gone everywhere.
- Look for any industry-specific details that might not fit the new client.
- Swap out case studies or testimonials if they’re irrelevant (e.g., don’t show off a healthcare win to a SaaS client).
- Personalize one or two lines so it doesn’t feel like a total copy-paste job.
Hint: If the proposal feels generic to you, it’ll feel that way to the client too.
Step 6: Double-Check Settings and Integrations
Betterproposals isn’t just a static document—it can pull in integrations and automated settings. Before you hit send:
- Check the signing process (e.g., who’s assigned as the signer)
- Review any payment integrations (PayPal, Stripe, etc.)
- Make sure notifications are set up to alert you when the proposal is viewed or signed
Don’t ignore: If you’ve integrated calendars, payment plans, or CRMs, make sure all those details match the new client and deal.
Step 7: Preview and Test Before Sending
Don’t trust the editor preview alone—Betterproposals has a “Preview” or “Send Test” feature for a reason.
- Click Preview to see exactly what your client will get. Check on both desktop and mobile.
- Send yourself a test proposal to catch any weird formatting or broken links.
- Check that your branding, logo, and contact info are correct.
Worth the extra five minutes: This is where you catch those tiny errors that make a big difference.
What About Templates? When to Use (and When to Avoid)
Betterproposals pushes its template feature, but templates and duplication serve different purposes.
- Templates are great if your proposals are super standardized and you rarely tweak them.
- Duplicating is faster if your deals are similar but always need small changes.
My take: Don’t waste time building the “perfect” template if you’re always customizing proposals anyway. Start with duplication, and only invest in templates if you really see repeatable patterns.
Things That Don’t Work (and What to Ignore)
A few honest warnings from someone who’s seen proposal chaos:
- Copy-pasting into Word or Google Docs: You’ll lose formatting, break integrations, and create more headaches.
- Blindly duplicating old proposals: If you never update your “source” documents, you’ll keep copying outdated or incorrect info.
- Skipping the review: One missed name or outdated price can lose you a deal—or worse, make you look sloppy.
Shortcuts and Hacks to Speed Things Up
- Use naming conventions: “Web Design Proposal – Template” or “2024 Master SEO Proposal” makes it easy to find the right starting point.
- Archive old versions: Don’t clutter your dashboard with dozens of outdated proposals.
- Keep a checklist: Run through a quick pre-send checklist (title, client name, pricing, deadlines) every time.
- Automate reminders: Betterproposals can remind you to follow up after sending—set this up once, and you won’t have to chase people manually.
Keep It Simple—And Iterate
The real trick to working fast in Betterproposals is not overcomplicating things. Start with a solid past proposal, make your edits, and send it. If you notice you’re making the same changes every time, build that into your “master” version or template.
Don’t get sucked into tweaking for perfection or building complex systems you won’t use. The goal is to spend less time fiddling and more time winning deals. Stay sharp, keep your proposals clean, and don’t be afraid to update your process as you spot patterns. That’s how you keep proposal work from taking over your day.