If you've ever found yourself groaning at yet another clunky proposal Word doc—or worse, copy-pasting from a Frankenstein's monster of old files—this guide is for you. Creating a custom template in Proposify isn't magic, but there are traps and time-wasters even seasoned users fall into. Let's cut through the noise and get you set up with templates that actually make your life easier.
Why Bother With Custom Templates?
- Consistency: Your team stops reinventing the wheel (and making embarrassing typos).
- Speed: Proposals go out faster. No one’s waiting on design fixes or legal copy.
- Professionalism: You look put together, even if you’re writing proposals in your pajamas.
But here's the honest truth: Proposify’s template tools are powerful, but not always intuitive. Out of the box, the templates are generic, and if you treat them like Word docs, you’ll hit a wall fast. Let's walk through building something that works in the real world.
Step 1: Map Out What You Actually Need
Don’t open Proposify yet. Seriously.
First, sketch out your ideal proposal:
- What sections do you need every time? (e.g., Cover, About Us, Pricing, Terms)
- What’s custom per client, and what’s boilerplate?
- Are there any must-have visuals, case studies, or team bios?
Pro tip: If your team gripes about proposals, ask them what they wish they didn’t have to redo every time. Build those pieces into the template.
What to skip: Don’t try to cram every possible scenario into one template. It’ll get bloated and confusing. Start simple.
Step 2: Set Up Your Brand Settings
Before you even touch a template, knock out your global settings. It’ll save you hours of tedious tweaks later.
- Go to Account Settings > Branding
- Upload your logo(s).
- Set your brand colors and default fonts.
- Add your company info (address, legal text, etc.).
Why bother? These settings become the default for every new template. If you skip this, you’ll be fixing colors and fonts page by page.
Watch out: Proposify’s font choices are limited. If you have a super custom font, be ready to compromise or use images for headers.
Step 3: Create a New Template
Now you’re ready to build.
- In your Proposify dashboard, click “Templates” in the sidebar.
- Hit “New Template.”
- Choose “Start from Scratch” if you want total control—or pick a Proposify template if you want to hack it up.
Honest take: Most built-in templates are fine for inspiration, but they’re generic. If you want something that feels like your company, “Start from Scratch” is worth the upfront work.
Step 4: Build Out Your Sections
Think of templates as a stack of “sections” (pages or blocks you can mix and match). Here’s how to make them work for you:
- Add Sections: Title them clearly. “Investment & ROI” beats “Section 4.”
- Drag and Drop: Move sections into the order you want.
- Edit Content: Add your boilerplate text, images, tables, and any must-have legalese.
Pro tips: - Make heavy use of placeholders (like {{client_name}}). You’ll fill these in per proposal, saving tons of time. - For content you want to swap out often (like testimonials), create a few versions and note which to keep or delete. - Use tables for pricing. Proposify’s calculators aren’t perfect, but they beat doing math in your head.
What not to do: Don’t over-design. Fancy layouts break more often than they impress. Stick to clean, readable blocks.
Step 5: Add Variables and Custom Fields
Variables are where Proposify gets clever. They let you pre-fill data automatically, so you’re not typing “Acme Corp” fifty times.
- Click into any text box and choose “Insert Variable.”
- Use built-in variables for things like client name, address, proposal date.
- For custom stuff (like “Project Phase” or “Key Deliverables”), set up Custom Fields in your account settings.
Reality check: Variables save time, but only if your team actually fills them in before sending. Build a quick checklist for yourself or your team.
Step 6: Set Up Fees, Pricing Tables, and Optional Items
This is where things can get fiddly. Proposify’s fee tables work, but they’re not Excel. Plan for a little trial and error.
- Add a “Fees” or “Pricing” section.
- Insert a fee table, and build out your standard line items.
- Set up optional fees if you upsell services (e.g., “Add-on Support: Yes/No”).
Pro tips: - Use the “Optional Fee” setting for upsells, but keep the pricing simple. - If your pricing changes a lot, use variables or leave notes for what needs updating per proposal.
What to ignore: Don’t get lost trying to automate every possible combo of pricing. It’s fine to have a few manual edits here.
Step 7: Lock Down the Legal Stuff
No one loves this part, but it matters. Add a “Terms & Conditions” section and paste in your boilerplate.
- Use variables for things like client names and project dates.
- If you need signatures, add a signature box at the end.
Heads up: Proposify’s e-signatures are legally binding in most places, but check your local laws if you’re in a regulated industry.
What to skip: Don’t use a different legal section for every client. Keep it standard, and just update the key details via variables.
Step 8: Preview and Test Your Template
Never trust what you see in the editor—always preview.
- Use the “Preview” button to see the client view.
- Double-check all variables, links, and tables.
- Send a test proposal to yourself or a teammate and walk through it like a client.
Pro tips: - Try messing with the template on mobile. Some layouts look great on desktop and break on phones. - If you spot weird formatting, fix it now. It never gets better later.
Step 9: Set Permissions and Sharing
If you’re in a team, decide who can edit the template.
- Under template settings, adjust permissions so only trusted folks can make changes.
- Make the template “shared” if you want the whole team using it.
Reality check: The more people can edit, the messier your template gets over time. Lock it down when you’re happy with it.
Step 10: Create a Proposal From Your Template
When you need to send an actual proposal:
- Click “New Proposal,” pick your shiny new template, and fill in the client-specific details.
- Double-check all variables and pricing.
- Send it out, track views, get signatures, and move on with your life.
What works: Once your template is set up, sending new proposals is genuinely fast. The upfront work pays off.
What doesn’t: If you skip steps or let templates get messy, you’re back to square one. Keep things tight.
Common Pitfalls (and How to Dodge Them)
- Over-customizing every proposal: You built a template for a reason. Customize only what’s needed.
- Ignoring mobile views: Clients open proposals on their phones. Preview like they do.
- Letting old templates linger: Archive or delete what you don’t use. Old junk confuses everyone.
- Not training the team: A 10-minute walkthrough saves hours of “Wait, how do I…” Slack messages.
Wrapping Up
Don’t overthink it. The best Proposify templates are clear, simple, and easy to update. Start with the basics, get feedback from your actual users (the sales team, probably), and tweak as you go. You’ll save time, look sharper, and—let’s be honest—finally stop dreading proposal season.
Now, go build something your future self will thank you for.