--- title: Proposal Management & Client Communication description: Sending proposals through Buildern allows you to manage client communication, track engagement, and control proposal statuses - all from one place. --- [Skip to content](https://help.buildern.com/en/articles/13889465-proposal-management-client-communication#main-content) ![logo\_icon\_text](https://help.buildern.com/hubfs/Buildern%20logo.svg) - [My Account](https://app.buildern.com/signin) Open main navigation Close main navigation - [My Account](https://app.buildern.com/signin) - [Get Started Free](https://app.buildern.com/signup) [Get Started Free](https://app.buildern.com/signup) Welcome to Buildern Help Center! - There are no suggestions because the search field is empty. 1. [Buildern Help Center](https://help.buildern.com/en/articles?hsLang=en-gb) 2. [Proposals](https://help.buildern.com/en/articles/proposals?hsLang=en-gb) # Proposal Management & Client Communication ### Proposal Management & Client Communication Sending proposals through Buildern allows you to manage client communication, track engagement, and control proposal statuses - all from one place. July 31, 2026 **πŸ“‹ Requirements** Before sending a proposal, make sure that: - The proposal is complete and reviewed - All required clients are linked to the project - The proposal is complete and ready to be sent. ### **Send a Proposal to the Client** Once the proposal is ready: 1. Open the proposal you want to send. Β  Β  Β  2.Β  Β Click Send Proposal. [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/72bbfa11-9d3c-4292-a9e4-9e6ed43ef691.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111459370/87713b1141f5f8c07cbea8712ec1/72bbfa11-9d3c-4292-a9e4-9e6ed43ef691?expires=1792671300&signature=dbf905923575a19bb320bba6479e9242148b726fa5bda43203a935cd6d8b694e&req=diEmF817lIJYWfMW1HO4zfZHRCiCXDzIh0UhZZl4fWOG%2BSA1c2koH%2FWkHynT%0AGOurCOSjHW%2FebUz7%2BAc%3D%0A) ​ Β  Β Β Β  3.Β  Β Select all clients associated with the project who are eligible to review the proposal. ​ Β  Β  Β Β 4.Β  Β Customize the email subject and message if needed. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/93bae346-040e-4047-9797-d654f238e97f.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111464897/250504d3dfecbf05ff331300d72a/93bae346-040e-4047-9797-d654f238e97f?expires=1792671300&signature=2308f426876d8c77b8f641f94518c7f6e3481d37fbca68220bc858484e5a08de&req=diEmF814mYlWXvMW1HO4zeVeUIzHq4KQyL7rBlHSL3mXWeznKCGlsITa96Ny%0Aj%2B6pX3ENpxz87Rt4CqQ%3D%0A) *πŸ‘‰ Learn more [How to Create a New Proposal in Buildern](https://help.buildern.com/en/articles/13890227-how-to-create-a-new-proposal-in-buildern?hsLang=en-gb)* ### **Using Placeholders** When sending a proposal, you can personalize the email subject and message using placeholders. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/377a4ae3-5af5-44c4-ab7c-f9812b4b31b5.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111557593/d9277dde4823ca9ffa740509b28f/377a4ae3-5af5-44c4-ab7c-f9812b4b31b5?expires=1792671300&signature=c28c27750201493278dd084fc4c387247c1fdda6f5f5ea3f873b6af1c6eb542b&req=diEmF8x7moRWWvMW1HO4zaqpIlRHkhfcOAryELAR5SWZ67f1Kt8MesySdk3S%0AujcUePKV0QYat2h9l1A%3D%0A) ​ When sending a proposal, you can personalize the email subject and message using placeholders. They are especially useful when sending proposals to multiple clients, as they ensure each recipient receives a personalized email without manual edits. ***ℹ️ Note:*** *Before sending the proposal, you can enable Attach Proposal PDF to include a downloadable PDF copy in the email, and Send me a copy to receive the same email in your inbox for reference or record-keeping.* ### **Saving Email Layouts** You can save customized email layouts for future use. Once an email is sent, its layout is automatically saved, allowing you to: - Reuse consistent messaging - Save time when sending similar proposals - Maintain a professional communication style ### **What the Client Receives** After the proposal is sent, the client receives an email with a secure link to view the proposal. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/0aaf19d3-81e2-4e4f-b618-7d34a3c65161.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111573057/9c4bf7334a297adfc2dba0abf028/0aaf19d3-81e2-4e4f-b618-7d34a3c65161?expires=1792671300&signature=4b383a15f1e6684b14e5ee5610ca9df543e02b14bbd14dcede677249b24c2882&req=diEmF8x5noFaXvMW1HO4zcndGB7AHg%2FKW1Mrvibl5U3PzzPyOdl57HZ9zK%2BJ%0AGPC97mifMiJ8aHAlAyA%3D%0A) The email includes a **View proposal** button that opens the proposal in the browser β€” no Buildern account or login is required. After clicking View proposa**l**, the client can review the full proposal details, leave comments and attach files, and approve, reject, or sign the proposal electronically. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/7e8ad2f1-8dd9-48af-9449-41d65f37b622.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111581539/ba38bd90e9b219104c82b42b8719/7e8ad2f1-8dd9-48af-9449-41d65f37b622?expires=1792671300&signature=9ac0f3acc0ea10228f862e4c28ad0c0f1617f952e4858c2bb20729cca513a642&req=diEmF8x2nIRcUPMW1HO4zYkoolaRjGAZOc699bprfkQyMGzs6b93%2FRcXNSme%0AuH2JDXKe5m0PPlRB7qY%3D%0A) ​ Before signing a proposal, customers can leave comments directly within the proposal. These comments are automatically sent as notifications to the tenant. Tenants can also respond by leaving comments visible to the customer. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/7ee68be8-0035-44ca-a36d-2c311dca4d04.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111582717/6acbeab0d6622218c27d08eaf968/7ee68be8-0035-44ca-a36d-2c311dca4d04?expires=1792671300&signature=dee23b18eadac4300b09a6baa69680a7024a635dd7bfc729cb94ad32d3672529&req=diEmF8x2n4ZeXvMW1HO4zQl7P0Aa%2Fc466fE%2B%2FsKeyNqiZN2r7aRiubT1lOHV%0AxMCO3bfZLN3yk9UF4qI%3D%0A) ​ If the customer does not have Client Portal access, the comment is delivered via email. If Client Portal access is enabled, the customer receives both an email notification and a message inside the Client Portal. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/ae4a0940-db5a-46af-992a-e35ce54f4178.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111587091/1256f97d847757e786ae64458616/ae4a0940-db5a-46af-992a-e35ce54f4178?expires=1792671300&signature=fb3ff9387f467147f088d5bfaee48cd395c241738d469c96ca276823e57084e7&req=diEmF8x2moFWWPMW1HO4zfQbGOn1ee4ecESHTdU627Qc9d9iGSbxPWwgBWon%0Ajjozl%2BBa70Aoqeb0Aig%3D%0A) ​ When the client signs the proposal, they enter their name, confirm the date, and add their signature directly in the browser. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/86ff6be6-c42c-4095-859b-29eab71fa6e8.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111588211/e8b23c17cbbaf7a0bd4ba6d81827/86ff6be6-c42c-4095-859b-29eab71fa6e8?expires=1792671300&signature=5cdbffc0970af6f37995cf3614cfb508f030b48fb426458aba8a663ae9fb2903&req=diEmF8x2lYNeWPMW1HO4zWkSGVmwexkAYEbwbgRhdzzM3d1bVEzu7VhZ2X3I%0AEYlLZU%2BQXIsyo61P2tA%3D%0A) ​ Once submitted, the proposal status updates automatically, and all parties are notified. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/5fd939fa-2553-485a-a492-1837c209a79b.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111591500/f1e45f38b85f1389d11cbc6500c8/5fd939fa-2553-485a-a492-1837c209a79b?expires=1792671300&signature=0a92bf5c18ef4f3ee43092f0d4aa3892b6ceb1acb15a2af7b3a0ae9d6832c929&req=diEmF8x3nIRfWfMW1HO4zb4MZng7weTkdQo4VAGoRgFbbj6iyt9k3WFazlc1%0AKN37A7z7YHXWodccI5I%3D%0A) ### **Proposal Notifications** Buildern automatically sends notifications related to proposal activity, including: - When a proposal is sent - When leaving a comment - When it is approved, rejected, or signed Notifications are delivered both via email and inside Buildern, helping you stay informed without manually checking proposal activity. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/3186a1c4-7de0-4ec6-8f78-8bf431db0994.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111600570/428b75ebb0c7367babbdd903d45a/3186a1c4-7de0-4ec6-8f78-8bf431db0994?expires=1792671300&signature=b8c3b137b6561be94bccd3047ae8159e5a90eb9f2e8b2be28692d7c1fdad5ab4&req=diEmF89%2BnYRYWfMW1HO4zdTRX%2F%2B4mYGsSJki7p5LeYVEuJaOeYyeIWQLt992%0A4rjXieBl1RjTgPlSL%2B4%3D%0A) ​ ### **Tracking Proposal Activity** #### **Eye Icon (View Tracking)** Buildern includes an eye icon next to proposals to help you track engagement: - Indicates whether the proposal has been opened - Shows how many times it has been viewed - Displays the date and time of the last view - Provides total view count [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/69688196-195c-45c8-ace0-5247569e335b.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111664744/0e590c239e0852f558ddbd104867/69688196-195c-45c8-ace0-5247569e335b?expires=1792671300&signature=5a57a88a65fb1f10c8a81a81599b424481324ad0758350dfe1612f2a972ec62b&req=diEmF894mYZbXfMW1HO4zQ7iuoMNXOACZEi1qK0%2FgvUnLwat2JGFHUE3XUPL%0AEnks%0A) This gives you insight into client engagement without requiring direct follow-ups. ​ ### **Proposal Statuses Explained** Each proposal in Buildern has a status that reflects its current stage. Common statuses include: ​Draft – The proposal is still being prepared. Sent – The proposal has been sent to the client. Outdated – The proposal is no longer valid because the period has expired. Approved – The proposal has been approved by the client. Rejected – The proposal has been declined by the client.​ Proposals can be filtered by their status, making it easy to track drafts, sent proposals, and see which proposals are approved, rejected, or outdated. ​ ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/d207651e-fe3f-4505-951f-6f5775e0393d.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111668908/737812cd7ec354eb871ff371ce0d/d207651e-fe3f-4505-951f-6f5775e0393d?expires=1792671300&signature=f8b789c4bb881ac264e1399a6a619bac0d0a2ccbb3ffea1176d33d033d3ccade&req=diEmF894lYhfUfMW1HO4zQBh00As%2BKlg4ubtr81bOzZYbsn%2BwfQ4gV4D1gGw%0Aw3RO%0A) ​ Some proposal statuses are updated automatically based on client actions, such as when a client rejects or approves a proposal. You can also update the proposal status manually using the action menu, giving you flexibility to manage proposals according to your workflow. ​ [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/23d12bee-471e-48a9-8746-429d8ba8c4aa.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111674472/4081c7c4790b959196ecbf1cc067/23d12bee-471e-48a9-8746-429d8ba8c4aa?expires=1792671300&signature=2e2423eb865fc28ddf16b0e083c98ba38b4fa42b0bf082b130a7b3619cc50c39&req=diEmF895mYVYW%2FMW1HO4zYeG5Ph41n3hn7KDiwPv0%2F5v2VzY%2BSU0xN8eoZ8P%0AZs2E%0A) ​ ### **Setting Up Watchers** You can assign watchers to a proposal to ensure internal team members are notified about: ​ - Status changes - Client activity - Comments and updates [![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/b903f667-58b5-4bda-b0de-4b715096ad23.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2111697893/fe4174e00108780944c2eb5b96dd/b903f667-58b5-4bda-b0de-4b715096ad23?expires=1792671300&signature=c396e784eb6879fc43885dd4664d34fd594b7e4b32f9cccb195b3cdd6f9ffc4c&req=diEmF893molWWvMW1HO4za7J9epypfpix9DHvf47kCfG23hdQdcDljLwp2fN%0Ag8Lnr0lztF9VGAksZM8%3D%0A) ​ This is especially useful for keeping project managers, sales teams, or stakeholders aligned. ​ ***πŸ’‘ Tip:*** *After sending a proposal, you can easily track its progress from the proposal list. Use the Status column to see the current state, the eye icon to monitor client engagement, and stay informed through notifications and comments.* ​ In the next articles, we’ll continue exploring more tools and workflows to help you work efficiently in Buildern. 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