Duplicating and Recalling Proposals

Two powerful operations—duplicating and recalling—help you reuse successful proposals and fix mistakes. Understanding when and how to use each keeps your workflow efficient and your proposals accurate.

Duplicating Proposals

[Screenshot: Duplicate action in proposal dropdown menu]

Duplication creates an exact copy of an existing proposal with a new name, allowing you to reuse content without starting from scratch.

How to Duplicate

Open the proposal you want to copy (or find it in the list)
Click Actions dropdown (⋮ or • • •)
Select Duplicate or Copy
A new proposal is created with a name like “Copy of [Original Name]”
Edit the duplicate as needed

[Screenshot: Newly duplicated proposal in editor]

The duplicate is a completely independent proposal—changes to it don’t affect the original.

What Gets Copied

Everything from the proposal:

All sections (Intro, Text, Image, Item, Signature)
Packages with pricing, services, and products
Section order and formatting
Images and content
Agreement link
Contract period settings
Proposal notes (if any)

What’s NOT copied:

Status (duplicate starts as Draft)
Client information (you choose a new client)
Acceptance signature (obviously)
Activity history (status changes, timestamps)
Public link URL (duplicate gets a new unique link)

When to Duplicate

Creating similar proposals for different clients:
You sent a website design proposal to Client A. Client B needs a nearly identical proposal. Duplicate and customize.

Revising a declined proposal:
Client declined Proposal v1. Duplicate it, adjust pricing or scope, and send Proposal v2.

Reusing a successful proposal structure:
That branding proposal worked great for Client X. Duplicate it for Client Y with similar needs.

Seasonal or recurring services:
Annual retainer renewal? Duplicate last year’s proposal, update dates and pricing, and send.

Testing variations:
Want to offer two different pricing structures to the same client? Duplicate and modify one copy.

Creating a template from a proposal:
Duplicating is faster than building a template from scratch. Duplicate, clean up client specifics, and save as a reusable starting point.

Customizing Duplicated Proposals

[Screenshot: Editing duplicated proposal details]

After duplicating:

1. Rename the Proposal

Change “Copy of Website Redesign Proposal” to “Website Redesign Proposal for New Client.”

2. Select a New Client

Link the duplicate to the appropriate client. Client information from the original is not carried over (or needs replacing).

3. Update Client-Specific Content

Replace references to the original client:

Names in intro text
Project details
Specific goals or pain points

4. Adjust Pricing

If needed, modify package pricing, services, or quantities to match the new client’s needs.

5. Review Sections

Ensure all content is relevant to the new client. Remove or add sections as needed.

6. Update Dates

Set new expiration date and contract period (if using custom dates).

7. Save and Send

Once customized, send the duplicate just like any new proposal.

Duplicates vs. Templates

[Screenshot: Comparison graphic of duplicates and templates]

Duplicating:

Creates a copy of a specific proposal
Includes all customizations from that proposal
Fast for one-off reuse
May include client-specific details that need cleaning up

Templates:

General, reusable starting points
Clean, evergreen content
No client-specific details
Designed for repeated use

Use duplicates when:
A recent proposal is 90% right for a new situation.

Use templates when:
You frequently create similar proposals and want a clean starting point.

Recalling Proposals

[Screenshot: Recall action in Pending proposal menu]

Recalling moves a Pending proposal back to Draft status, removing client access and allowing you to edit.

How to Recall

Open the Pending proposal
Click Actions dropdown
Select Recall or Recall to Draft
Confirm the action
Proposal status changes to Draft

[Screenshot: Proposal status changed to Draft after recall]

You now have full editing control.

Why Recall a Proposal

You spotted an error:
Typo in the client’s name, wrong pricing, or incorrect scope details.

Client requested changes:
“Can you add an extra revision round?” or “Can we adjust the payment terms?”

Pricing needs adjustment:
You miscalculated or quoted the wrong rate.

Missing information:
Forgot to include an important section or image.

Agreement needs updating:
Wrong agreement linked or agreement has errors.

Wrong client or project linked:
You sent the proposal to the wrong person or linked incorrect details.

What Happens When You Recall

Status changes:
Pending → Draft

Client access is removed:
Public link becomes inactive or shows “This proposal is being revised.” Clients cannot view or sign.

Editing unlocked:
You regain full editing capabilities.

Activity log updated:
Recall action is recorded with timestamp.

Notifications (if enabled):
Client might receive a notification that the proposal was recalled (system-dependent).

Recalling Best Practices

✅ Communicate with the client: Send a quick message: “I’m making a couple updates to the proposal and will resend shortly.”

✅ Recall only when necessary: Frequent recalls can look unprofessional.

✅ Fix issues quickly: Don’t leave a recalled proposal in Draft for days. Edit and resend promptly.

✅ Double-check before resending: Avoid recalling twice for the same proposal.

✅ Use preview mode first: Before sending, preview proposals to catch errors and reduce the need for recalls.

Recalling vs. Duplicating

Recall:
Fixes errors in a proposal already sent. Same proposal, same link (once resent).

Duplicate:
Creates a new, separate proposal. Original remains unchanged.

Example:

Recall: Sent proposal with wrong price. Recall, fix price, resend.
Duplicate: Sent proposal to Client A. Need similar proposal for Client B. Duplicate.

Resending After Recalling

[Screenshot: Send button after editing recalled proposal]

Once you’ve recalled and edited:

Review all changes
Use Preview to see client view
Click Send or Send via Email
Compose email message (acknowledge updates if appropriate)
Send to client

Proposal status returns to Pending, and the client regains access.

Messaging When Resending

Be transparent:

“Hi Sarah, I’ve updated the proposal to include the additional revision round we discussed. Please review and let me know if you have any questions!”

“Hey Marcus, Quick update—I fixed a typo in the pricing section. Everything else remains the same. Here’s the updated link.”

Acknowledging updates builds trust.

Cannot Recall Accepted Proposals

[Screenshot: Recall option disabled for Accepted proposal]

Important limitation:
You cannot recall accepted proposals. Once a client signs, the proposal is binding.

If you need changes after acceptance:

Discuss with the client (outside the system)
Create an addendum or change order
Create a new proposal if scope significantly changes

Never try to change accepted proposals without client awareness and agreement.

Duplicating Accepted Proposals

[Screenshot: Duplicating an Accepted proposal]

You CAN duplicate accepted proposals, even though you can’t recall them:

Use cases:

Renewal: Duplicate last year’s accepted proposal, update dates, and send for renewal.
Similar project: Duplicate a successful accepted proposal to reuse structure for a new client.
Revision: Client wants additional work beyond original proposal. Duplicate, modify scope, and send as a new proposal.

The duplicate is a new, independent Draft proposal.

Duplicating vs. Creating New Proposals

Create from scratch when:

Project is unique and unlike past proposals
You have a template that fits better
Starting fresh is clearer than modifying a duplicate

Duplicate when:

Recent proposal is very similar to what you need
You want to reuse specific customizations
Templates don’t capture the nuances you need

Both methods are valid. Use what’s faster.

Common Duplicate and Recall Workflows

Scenario 1: Revising for the Same Client

Client reviews Proposal v1 and requests changes:

Recall the Pending proposal
Edit based on feedback
Resend to client

Scenario 2: Similar Proposal for New Client

Client A accepted your proposal. Client B needs something similar:

Duplicate the accepted proposal
Update client details, pricing, and specifics
Send to new client

Scenario 3: Annual Renewal

Time to renew a yearly retainer:

Duplicate last year’s accepted proposal
Update dates, adjust pricing if needed
Send renewal proposal

Scenario 4: Declined, Try Again

Client declined your proposal. You want to offer revised terms:

Duplicate the declined proposal
Adjust scope or pricing based on feedback
Send as a new proposal

Potential Pitfalls

⚠️ Forgetting to update client details: Duplicating and forgetting to change the client name or specifics looks unprofessional.

⚠️ Recalling too often: Frequent recalls signal lack of preparation. Preview and proofread before sending.

⚠️ Not communicating recalls: Clients might be confused if the proposal suddenly becomes unavailable. Send a quick message.

⚠️ Duplicating without customization: Don’t send a duplicate with the wrong client’s name or project details.

⚠️ Assuming recalls work for accepted proposals: They don’t. Accepted proposals are locked.

Best Practices Recap

✅ Duplicate for reuse, recall for fixes: Different purposes, use accordingly.

✅ Always customize duplicates: Change client-specific details and review all content.

✅ Preview before sending: Catch errors before clients see them; reduce need for recalls.

✅ Communicate when recalling: Keep clients informed about updates.

✅ Use templates for common services: Cleaner than duplicating; builds better workflows.

✅ Edit quickly after recalling: Don’t leave recalled proposals in limbo.

✅ Check activity logs: Understand proposal history and status changes.

Common Questions

Can I duplicate multiple proposals at once?
Usually no. Duplicate one at a time.

Does the client see duplicate proposals?
Only if you send them. Duplicates start as Drafts, invisible to clients.

Can I recall a proposal after the client viewed it?
Yes. Recalling works anytime while the proposal is Pending, regardless of whether the client viewed it.

What if I recall and never resend?
The proposal stays in Draft. You can edit, delete, or send whenever you’re ready.

Can I duplicate a Draft?
Yes. Duplicate proposals in any status.

Do duplicates share the same public link?
No. Each duplicate gets a unique public URL.

Can I undo a recall?
Yes, by resending the proposal (returns status to Pending).

What happens to invoices if I recall a proposal?
Depends on system. Typically, invoices aren’t auto-generated until acceptance, so recalling a Pending proposal has no effect on invoices.