Offer customers more than one package on a proposal

Use packages when you want the client to choose between different service bundles on the same proposal (for example Basic, Standard, Premium). You can offer up to 3 packages. Only the package the client chooses is kept for billing after acceptance.

Where to start

1. Go to Proposals.

2. Click New Proposal or open an existing proposal.

3. Work through the proposal stepper. Packages are built on the Services step. Billing is configured on the Billings step (after you turn billing on).

Typical steps you’ll see: Setup → Services → Billings (if enabled) → Terms & Documents → Review & Send.

Part 1: Create one package (or several)

Single package (default)

1. Open the proposal and go to the Services step.

2. You’ll see the heading Services and Packages.

3. Add services in either of these ways:

   • Add services from your menu of services, or

   • Use Load from package templates to pull in a saved package template.

4. With only one package, package cards are hidden, you’re editing the primary set of services for that proposal.

That’s enough when the client doesn’t need a choice.

Add a second (or third) package

1. After at least one service exists, click Add Package in the top right corner.

2. The Add New Package modal opens with: Choose how to create your new package.

   

3. Pick one option:

   • From Template: choose a package template; services load automatically (Template Selected confirms this).

   • From Services: search and select services from the service menu, then click Create Package.

4. The new package is created (e.g. Package 2) and becomes the active package for editing.

You can add up to 3 packages total. If Add Package is disabled, the tooltip explains you’ve reached the maximum, delete a package first if you need another.

Customise each package

When you have more than one package, package cards appear above the services editor:

Hint shown on the cards: Drag the grip handle to reorder how packages appear to your client (left to right).

For the active package, use Services & Pricing to set prices, discounts, frequency, tax, optional services (Optional), and Show Service Menu if clients may add optional extras.

If you Load from package templates onto a package that already has services, you’ll see Replace existing services? confirm with Replace only if you want to overwrite that package’s services.

Part 2: Turn on Billings and link packages to bills

Packages and billing are connected by package number. Each bill (and recurring billing schedule) belongs to a specific package.

Enable billing

1. On Setup, turn on Billings
   

2. The Billings step appears in the stepper.

Note: For a new client, billing may be blocked until onboarding is enabled, the UI will tell you if onboarding is required.

Billing by package (multiple packages only)

When services exist on more than one package, the Billings step shows Billing by package.

1. Select the package you want to bill for.

2. Badges show how many service(s) and bill(s) that package has.

3. Individual Bills and Recurring Bills lists are filtered to the selected package.

4. New bills you create are tagged to that package.

Part 3: Set up billings for each package

For each package you expect a client might choose, set up the bills that should apply if that package is chosen.

Quick ways to create bills

On Billings, with the right package selected under Billing by package:

1. Generate from Services: builds proforma bills from that package’s services.

   • If multiple packages exist, Select Package for Invoice Generation opens.

   • Pick one package or click Generate for All Packages to generate for every package.

2. From Template Bills: apply saved Template Bills (append or Replace proforma bills for this package).

3. Add bill under Individual Bills: create a one-off bill manually.

4. Add recurring bill under Recurring Bills: create a repeating schedule.

Hint on the step: Build individual or recurring bills from your proposal services, or apply saved template bills.

Bill switches (per bill)

Open What do the bill switches mean? for the legend:

Also set dates, description, branding theme, line items, and ledger mappings as needed.

Recurring bills

• Use Add recurring bill or convert an individual bill via Set Up Recurring Billing.

• Typical fields: frequency, start / first recurring bill date, end date, due days, reference, description.

• Confirm with Add Recurring Billing, Convert to Recurring, or Save Changes.

• Optional practice mode: Xero Repeating Invoices when you use Xero-owned repeating invoices.

Tip for multi-package proposals

Build a complete bill set for each package option (Primary Package, Package 2, Package 3 as needed). After acceptance, only the chosen package’s billing is kept — the rest is removed.

Part 4: What happens when the proposal is accepted

Client path

1. The client opens the proposal link.

2. If multiple packages exist, they see Choose Your Package
   (Select the package that best fits your needs…).

3. Packages marked Popular show a Most Popular badge.

   

4. The primary signatory clicks Choose Package (button becomes Selected).

   • Non-primary signatories see Package Selection Required — only the primary signatory can choose.

5. Changing package later prompts Confirm Package Change.

6. The client accepts the proposal.

Staff path (Mark as Accepted)

If the client didn’t choose (or you’re accepting on their behalf):

1. Open Proposal Actions → Mark as Accepted.

2. If there are multiple packages and none was recorded, you’ll see:
   Which package did the client choose?
   Hint: Billing for the other packages will be removed from this proposal.

3. Confirm with Yes, Mark as Accepted.

What the system does on acceptance

1. Status becomes Accepted.

2. The chosen package is recorded.

3. Billing for unchosen packages is discarded:

   • Unchosen individual bills are deleted (or cancelled if already synced externally).

   • Unchosen OnboardMe recurring billing templates are deleted.

   • Unchosen Xero repeating invoices are marked as deleted where applicable.

4. Billing for the chosen package continues:

   • Bill Upfront → charge / raise as configured.

   • Sync on acceptance → create in the ledger.

   • Other bills follow their dates / Bill on completion rules.

   • Recurring schedules for the chosen package keep running.

5. Other acceptance workflows still run as configured (onboarding, jobs, eForms, etc.).

After acceptance, billing switches on the proposal become read-only.

Mark as Completed (related)

Proposal Actions → Mark as Completed may also ask which package was chosen if it wasn’t recorded. Confirm options can include raising Bill on completion bills or syncing to the ledger (e.g. Mark complete and raise bills).

Quick checklist

Limits and gotchas

• Maximum 3 packages per proposal.

• Only the primary signatory can choose the package on the client review.

• Only one Bill Upfront per package.

• Deleting a package permanently removes its services (Delete Package cannot be undone).

• After acceptance, unchosen-package billing is removed — set up bills for every package option you offer before sending.