Searching and Filtering Your Proposals
As you create more proposals, finding specific ones quickly becomes essential. Robust search and filtering tools help you locate proposals by client, status, date, or any other criteria—keeping your workflow organized and efficient.
The Proposals List
[Screenshot: Proposals list view with table or cards]
Your proposals appear in a list or grid view showing:
- Proposal name
- Client name
- Status (Draft, Pending, Accepted, etc.)
- Date created or sent
- Total pricing
- Quick action buttons
This is your command center for all proposals.
Search Bar
[Screenshot: Search bar at top of proposals list]
Quick search by keyword:
Type in the search bar to instantly filter proposals by:
- Proposal name: “Website Redesign”
- Client name: “Acme Corp”
- Content keywords: “branding” or “social media”
- Proposal number or reference ID
How it works:
As you type, the list updates in real-time to show matching proposals.
Use when:
You remember part of the proposal name or client name but don’t want to scroll through dozens of entries.
Status Filters
[Screenshot: Status filter dropdown or tabs]
Filter proposals by status to focus on specific stages:
Common status filters:
- All: Show everything
- Draft: Proposals you’re still working on
- Pending: Sent to clients, awaiting response
- Accepted: Signed and agreed
- Declined: Client said no
- Cancelled: You cancelled before acceptance
- Ended: Completed contracts
Use cases:
Show only Pending:
See what’s in clients’ hands and needs follow-up.
Show only Accepted:
View signed proposals for invoicing or project kickoff.
Show Drafts:
Find proposals you started but haven’t sent.
Status tabs:
Some systems use tabs (Draft | Pending | Accepted | Declined) for one-click filtering.
Date Range Filters
[Screenshot: Date range picker for proposals]
Filter proposals by date created or date sent:
Presets:
- Today
- This Week
- This Month
- This Quarter
- This Year
- Last 30 Days
- Last 90 Days
Custom ranges:
Select start and end dates to filter proposals within a specific period.
Use cases:
Show proposals from Q1 2026:
Review proposal volume and acceptance rates for quarterly reporting.
Show proposals sent this week:
Track recent outreach and follow-up needs.
Show proposals created last year:
Analyze trends or reference past work.
Client Filters
[Screenshot: Client dropdown filter]
Filter proposals by client:
- Select a client from the dropdown
- See all proposals you’ve created for that client
- Useful for clients with multiple proposals over time
Use when:
- Client calls asking about their proposal
- You need to reference a past proposal for a repeat client
- Tracking proposal history per client
Project Filters
[Screenshot: Project filter dropdown]
If proposals are linked to projects:
- Filter by specific project
- See all proposals related to that project
- Useful for complex projects with multiple proposal iterations
Sorting Options
[Screenshot: Sort dropdown or column headers]
Change the order proposals appear:
Sort by:
- Date Created (newest or oldest first)
- Date Sent (most recent or oldest first)
- Proposal Name (A-Z or Z-A)
- Client Name (alphabetical)
- Total Price (highest or lowest first)
- Status (grouped by status)
Use cases:
Sort by price (high to low):
Quickly see your highest-value proposals.
Sort by date sent (oldest first):
Find proposals pending the longest that might need follow-up.
Sort by client name (A-Z):
Browse proposals alphabetically by client.
Combining Filters
[Screenshot: Multiple filters applied simultaneously]
Apply multiple filters together for precise results:
Example 1:
Status = Pending + Date Sent = Last 30 Days
→ See recent proposals awaiting client response
Example 2:
Client = Acme Corp + Status = Accepted
→ View all accepted proposals for Acme Corp
Example 3:
Status = Draft + Date Created = This Month
→ Find drafts you started this month but haven’t sent
Combining filters narrows results to exactly what you need.
Clearing Filters
[Screenshot: Clear filters button]
To reset the view:
- Click Clear Filters or Reset
- All filters return to default (usually “Show All”)
- Full proposals list is restored
Saving Filter Presets
[Screenshot: Save filter preset option]
Some systems allow saving common filter combinations:
Examples:
- “Follow-Up Needed” (Pending + Sent 7+ days ago)
- “This Month’s Wins” (Accepted + This Month)
- “Open Drafts” (Draft + Last 30 Days)
Save presets for one-click access to frequent views.
Proposal Quick Actions
[Screenshot: Action buttons or dropdown in list view]
From the proposals list, you can often:
- View: Open the proposal
- Edit: If status allows
- Send/Resend: Email to client
- Duplicate: Create a copy
- Delete: Remove the proposal
- Change Status: Mark as Cancelled, Ended, etc.
- Copy Link: Get public URL
- Download PDF: Export as PDF (if available)
Quick actions save time—no need to open each proposal.
Bulk Actions
[Screenshot: Selecting multiple proposals with checkboxes]
Some systems support bulk operations:
- Select multiple proposals (checkboxes)
- Apply an action to all selected (e.g., Delete, Change Status)
Use when:
Cleaning up old drafts or archiving completed proposals.
Viewing Proposal Details
[Screenshot: Proposal details sidebar or modal]
Click a proposal to see:
- Full details (client, project, status, dates)
- Pricing summary
- Actions available
- Activity log (status changes, when sent, when accepted)
Details view provides context without opening the full editor.
Search Tips
✅ Use specific keywords: “Branding proposal for Acme” is better than “proposal.”
✅ Try partial names: “Acme” finds “Acme Corp,” “Acme Industries,” etc.
✅ Use status filters first: Narrow to Pending or Accepted, then search.
✅ Clear filters if results are empty: You might have conflicting filters applied.
✅ Check spelling: Typos prevent matches.
✅ Use date ranges for older proposals: If you know roughly when a proposal was created.
Organizing Workflows with Filters
Morning routine:
Filter to Pending + sort by Date Sent (oldest first) → Follow up on proposals awaiting response
Weekly review:
Filter to Accepted + This Week → See wins and prepare for project kickoffs
Monthly reporting:
Filter to Accepted + This Month → Calculate revenue and close rate
Quarterly clean-up:
Filter to Draft + Last Quarter → Delete or finalize old drafts
Proposal Dashboards
[Screenshot: Dashboard with proposal statistics]
Some systems offer dashboard views:
- Total proposals by status (pie chart or cards)
- Acceptance rate
- Average proposal value
- Proposals sent this month
Use dashboards for high-level insights before drilling into lists.
Exporting Search Results
[Screenshot: Export button]
If supported, export filtered results:
- Download CSV or Excel
- Includes proposal names, clients, statuses, dates, totals
- Useful for reporting or analysis
Common Questions
Why don’t I see a proposal I know exists?
Check your filters. You might have a status filter applied that excludes it.
Can I search by proposal content (not just name)?
Some systems support full-text search across proposal content. Try keywords from sections.
Can I search by package selected?
Advanced systems might allow this. Check filter options or use tags/custom fields.
How far back do proposals go?
Unless deleted, proposals persist indefinitely. Use date filters to find old proposals.
Can I hide old proposals?
Use filters or status changes (e.g., mark as “Ended” or “Archived”) to remove from default view.
Can clients search my proposals?
No. Clients only see proposals you send them. Your list is private.
Can I tag proposals for custom organization?
Some systems support tags or labels. Check settings.
What’s the best way to organize proposals for multiple team members?
Use consistent naming conventions, client linking, and project linking. Filter by team member if system supports user assignment.
