Create a Proposal Template

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Proposal Templates are reusable proposal shells. Set up settings, packages/services, terms, optional billings, eForms, and integration jobs once, then start new proposals from that template so staff do not rebuild the same structure every time.

Who can do this

  • You must be a practice Admin or Owner.

  • Other roles cannot open this page.

Before you start

Templates pull from other library items. Create or review these first where you need them:

  • Templates - Proposals - Services & Packages - catalogue services and package templates used on the Services step

  • Templates - Proposals - Terms & Documents - proposal terms and additional documents

  • Templates - Proposals - Introduction Messages - introduction / welcome message templates

  • Templates - Proposals - Proposal Attachments - PDF attachments

  • Templates - Emails - proposal invitation email templates

  • Templates - eForms - form templates (if you use the eForm step)

  • Templates - Template Bills - if you will use Use Template Bills

  • Connect integrations (XPM, FYI Elite, GreatSoft/MYOB, payment provider, Xero/QuickBooks) if you want those options on the template

Open Proposal Templates

  1. In the main menu, open Templates.

  2. Open the Proposals submenu.

  3. Select Proposal Templates.

You will see the list of templates with Template Name, Status (Active / Inactive), and Last Updated.

  • Use Search (by template name) to find a template.

  • Turn on Show inactive to include inactive templates in the list.

  • Click New Template to create one, or click a row / the edit icon to edit.

Create a new template

  1. Click New Template.

  2. A full-screen editor opens titled New proposal template.

  3. Work through the vertical steps on the left (you can jump between steps).

  4. When ready, click Create template from any step. Use Next / Back to move through the stepper, or Cancel to close without saving.

Step overview

The steps depend on the switches you turn on in Setup and on which integrations are connected:

  1. Setup - always shown

  2. Services - always shown

  3. XPM Jobs - if XPM is connected and XPM Jobs is on

  4. FYI Jobs - if FYI Elite is connected and FYI Jobs is on

  5. GS Tasks or MYOB Tasks - if GreatSoft is connected and that toggle is on (label is GS for South Africa practices, otherwise MYOB)

  6. Billings - if Billings is on

  7. Terms & Documents - always shown

  8. eForm - if eForm is on and Include Onboarding is off

1. Setup

Template identity

  • Template name (required) - how the template appears in the list and when selecting a template for a new proposal.

  • Inactive - mark the template inactive so it is hidden from the default list (use Show inactive to find it later). Prefer inactive over deleting when you may reuse it.

Proposal Settings

These become defaults on proposals created from this template:

  • Default Proposal Name

  • Currency and Proposal Length

  • Start option: On Acceptance or Specific Date (with Start Date / End Date when Specific Date is selected)

Optional inclusions (switches)

  • Include Onboarding - proposals from this template can start onboarding after acceptance. Turning this on disables the template eForm option.

  • Billings - adds the Billings step.

  • Payment Details - shown only if your practice has an active payment provider; require payment details before the client can accept.

  • Requires approval - when on, choose an Approver.

  • XPM Jobs / FYI Jobs / GS or MYOB Tasks - shown when the matching integration is connected; each adds its own step.

  • eForm - adds the eForm step. Turn off Include Onboarding if you need proposal eForms from this template.

Introduction message and email

  • Email to your client - optional proposal invitation email template (managed under Templates / Emails).

  • Introduction Message Template - optional; you can also edit the introduction / welcome message body in the rich text editor.

  • Proposal Attachment - optional PDF attachment for proposals using this template.

2. Services

Configure up to three packages with services and pricing defaults using the Package Manager.

  • Add packages from existing package templates or from catalogue services.

  • Set package name, total price, notes, and options such as Popular and Show Service Menu.

  • Adjust service lines and pricing as needed. If you use custom pricing on the template, catalogue price changes will not auto-update those lines - you can Reset all to catalog pricing when you want to realign.

Build your catalogue under Templates - Proposals - Services & Packages first if you have not already.

3. Integration steps (optional)

XPM Jobs

Add one or more XPM jobs. For each job, enter a Job name and choose either an XPM job template or individual XPM tasks (not both). You can also set reference, budget, and description. Job start/due dates come from the proposal dates when the proposal is created - they are not fixed on the template.

FYI Jobs

Either select an FYI Job Template, or configure jobs manually (Add FYI Job). Choosing a template clears manual jobs, and adding a manual job clears the template selection.

GS / MYOB Tasks

Select the standard tasks to create when a proposal from this template is accepted (label depends on your practice region).

4. Billings (optional)

Only appears when Billings is on in Setup. This stores defaults for proposals - client, dates, and full ledger mapping are completed on each proposal, not on the template.

Choose how bills are set up:

  • Use Template Bills - select one or more Template Bills from your library.

  • Create bills manually - add default bills and/or recurring billing schedules (line items, bill upfront / on completion, sync options where your accounting integrations allow).

5. Terms & Documents

  • Proposal Terms - select the terms template that should default when creating a proposal from this template.

  • STP Authority (Optional) - available for Australian practices.

  • Document 1 to Document 4 - optional additional document templates.

Manage terms and documents under Templates - Proposals - Terms & Documents.

6. eForm (optional)

Choose Start from form template so proposals from this template can send a selected eForm. Create form templates under Templates - eForms. This step is hidden when Include Onboarding is enabled.

Save and validation

Click Create template. Common checks:

  • Template name is required

  • If Billings is on and you use Template Bills - select at least one Template Bill, or switch to creating bills manually

  • If Billings is on in manual mode - set at least one bill or recurring schedule, and ensure each bill has at least one line item

  • If XPM Jobs is on - add at least one valid XPM job (name plus template or tasks)

On success you will see Template created successfully, and the template appears in the list as Active (unless you marked it Inactive).

Edit or delete a template

  1. Open the template from the list.

  2. Change any step, then click Update template.

  3. To remove it, click Delete (this permanently deletes the template). Prefer Inactive if you only want to stop using it.

Tips

  • Start with Setup switches first - they control which steps appear.

  • Keep package and terms libraries tidy so templates stay easy to maintain.

  • Use one template per common engagement type (for example new client onboarding or annual compliance) rather than one oversized template for everything.

  • After saving, create a test proposal from the template to confirm packages, terms, and optional steps look right before staff use it widely.

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