Understanding Proposal Actions and Operations

Every proposal has a set of actions you can perform depending on its status. Understanding which actions are available—and when—helps you manage proposals confidently throughout their lifecycle.

Where to Find Actions

[Screenshot: Actions dropdown menu in proposal view]

Proposal actions typically appear in:

• Actions dropdown menu (⋮ or • • •) at the top or side of the proposal
• Inline buttons in the list view
• Context menu (right-click on proposal)
• Toolbar buttons in the editor

Location varies by system, but actions are always accessible.

Universal Actions (Available for All Statuses)

[Screenshot: Universal actions shown]

These actions work regardless of proposal status:

View

Opens the proposal in read-only or preview mode.

Use when:
You want to see what the client sees without editing.

Edit

Opens the proposal in the editor for modifications.

Note:
Editing capabilities vary by status (Pending proposals often require recalling first).

Copy Link (Public URL)

Copies the public proposal link to your clipboard.

Use when:
Sharing via text, chat, or social media.

Duplicate

Creates an exact copy of the proposal with a new proposal name.

Use when:
Creating a similar proposal for a different client or reusing successful proposals.

Delete

Permanently removes the proposal.

Use when:
Proposal was created by mistake or is no longer needed.

Warning:
Deletion is often permanent. Some systems allow recovery; others don’t.

Draft-Specific Actions

[Screenshot: Actions available for Draft proposals]

Send via Email

Composes an email to send the proposal to the client. Changes status to Pending.

Use when:
Proposal is complete and ready for client review.

Change Status to Pending

Manually moves the proposal to Pending without sending an email.

Use when:
You’ve already shared the proposal via other means and want to track it as pending.

Export PDF (if available)

Downloads the proposal as a PDF file.

Use when:
You want to send the proposal via your own email client or archive a copy.

Pending-Specific Actions

[Screenshot: Actions available for Pending proposals]

Recall to Draft

Moves the proposal back to Draft status, allowing full editing.

Use when:

• You spotted an error after sending
• Client requested changes
• You need to adjust pricing or content

Effect:
Client loses access to the proposal until you resend. Public link becomes inactive or shows “draft” mode.

Resend via Email

Sends another email to the client with the proposal link.

Use when:

• Client didn’t receive the original email
• Client lost the link
• Following up after several days

Change Status

Manually update status to:

• Accepted: If client agreed verbally or via email
• Declined: If client rejected but didn’t click the decline button
• Cancelled: If you’re calling off the opportunity

Copy Link

Share the public URL for quick access.

Accepted-Specific Actions

[Screenshot: Actions available for Accepted proposals]

View Signature Details

See who signed, when, and the signature image.

Use when:
You need confirmation of acceptance or for record-keeping.

Generate Invoice (if integrated)

Creates an invoice based on the accepted proposal’s pricing.

Use when:
Billing the client after acceptance.

Change Status to Ended

Marks the contract complete after the contract period finishes.

Use when:
Work is done and you want to archive the proposal as complete.

Download Signed PDF (if available)

Export a PDF with signature and acceptance details.

Use when:
Creating records or sending confirmation to client.

Declined-Specific Actions

[Screenshot: Actions available for Declined proposals]

Duplicate

Create a new proposal to revise and try again.

Use when:
Client said no, but you want to offer different terms or pricing.

View

Review the declined proposal to understand what didn’t work.

Change Status to Draft (if allowed)

Some systems allow moving a declined proposal back to draft for editing and resending.

Cancelled and Ended Actions

[Screenshot: Actions available for Cancelled/Ended proposals]

Proposals in Cancelled or Ended status are typically read-only:

• View: Review the proposal details
• Duplicate: Create a new proposal based on this one
• Delete: Remove if no longer needed for records

Most editing and sending actions are unavailable.

Status-Dependent Action Summary

[Screenshot: Table showing which actions are available for each status]

Action Confirmations

[Screenshot: Confirmation dialog for critical actions]

Critical actions often show confirmation dialogs:

“Are you sure you want to delete this proposal?”
Prevents accidental deletion.

“Recalling will remove client access. Continue?”
Warns about impact of recalling.

“Mark proposal as Cancelled?”
Confirms you intend to cancel.

Read these carefully before confirming.

Batch Actions

[Screenshot: Selecting multiple proposals and applying batch action]

Some systems allow bulk operations:

• Select multiple proposals (checkboxes in list view)
• Choose an action from a batch menu:
  • Delete selected
  • Change status for all
  • Export all

Use when:
Managing many proposals at once (e.g., archiving old drafts).

Keyboard Shortcuts

[Screenshot: Keyboard shortcuts list]

Some systems support shortcuts for common actions:

• E: Edit proposal
• D: Duplicate proposal
• Delete: Delete proposal
• Enter: Open/view proposal
• Esc: Close proposal view

Check documentation for available shortcuts.

Action Permissions

[Screenshot: Team member permissions settings]

In team workspaces, actions might be restricted by role:

• Admins: Full access to all actions
• Managers: Can send, recall, and change status
• Members: Can create drafts and view proposals but not delete

Check your permissions if an action is unavailable.

Actions from List View vs. Editor

List view actions:
Quick operations without opening the full proposal (delete, duplicate, send, copy link).

Editor actions:
Full editing and detailed management when proposal is open.

Both provide access to the same actions, just different contexts.

Undoing Actions

Can you undo actions?

Some actions can be undone:

• Recall (resend to move back to Pending)
• Status changes (change status again if allowed)

Some actions are permanent:

• Delete (often cannot be undone)
• Acceptance (client-triggered, binding)

Be cautious with permanent actions.

Disabled Actions

[Screenshot: Grayed-out or disabled action]

If an action is grayed out or unavailable:

• Wrong status: Action not allowed for current proposal status
• Permissions: Your role doesn’t permit that action
• System constraints: Proposal is locked or in use

Hover over disabled actions for explanations (if available).

Best Practices

✅ Use Recall sparingly: Only recall if truly necessary. It disrupts the client experience.

✅ Confirm before deleting: Proposals are valuable records. Delete only if certain.

✅ Duplicate instead of editing accepted proposals: Never change terms after acceptance. Create a new proposal or addendum.

✅ Track status changes: Use status changes to keep your pipeline accurate.

✅ Export PDFs for records: Keep local copies of important accepted proposals.

✅ Use Copy Link for quick sharing: Faster than composing emails for informal follow-ups.

✅ Check permissions: Ensure team members have appropriate access to actions.

Common Questions

Why can’t I edit a Pending proposal?
Most systems prevent direct editing to maintain integrity. Recall it to Draft first.

Can I send a proposal again after recalling?
Yes. Recall → Edit → Send again.

What’s the difference between Resend and Recall + Send?
Resend sends another email without changing the proposal. Recall + Send allows editing first.

Can clients delete proposals?
No. Only you control proposal actions.

What happens to linked invoices if I delete a proposal?
Depends on system. Invoices might remain independent, or deletion might be blocked if invoices exist.

Can I restore a deleted proposal?
Some systems have a trash/recycle bin. Otherwise, deletion is permanent.

Why don’t I see all actions?
Actions depend on status and permissions. Check both.

Can I schedule sending a proposal?
Rarely. Most systems require manual sending. Use reminders to send at the right time.

Action Workflow Examples

Sending a new proposal:
Draft (Edit) → Send → Pending → (Client accepts) → Accepted

Fixing an error after sending:
Pending → Recall → Draft (Edit) → Send → Pending

Client declines, you revise:
Declined → Duplicate → Draft (Edit) → Send → Pending

Completed contract:
Accepted → Change Status to Ended → Ended

Related Articles

• Managing Proposal Status Transitions
• Duplicating and Recalling Proposals
• Searching and Filtering Your Proposals
• Sending Proposals to Clients via Email