> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/proposals/faqs/building-a-proposal.md). # Building a proposal ## What's the quickest way to add services? There are four ways, and you can mix them on the same proposal: * **+ Add Service**: pick one service from your service library. Fees, billing type, description and workflow come from the library, and you can change any of them. * **Add** (AI): describe the services in plain language, or upload an existing engagement letter or quote as a PDF. Rubica matches what it finds against the services in your pricebook. * **Template**: add a saved set of services in one go, or create one (see [Can we start a proposal from a template?](#can-we-start-a-proposal-from-a-template)). * **Often added with these services**: one-click suggestions under the service list (see below).

Add Services with AI panel with Describe and Upload PDF options and an Extract Services button — Describe the services, or switch to **Upload PDF**, then click **Extract Services**.

Add Service window with a service search, billing type, fees, linked entities, Xero tracking category and description — **+ Add Service** adds one service. **Fill with AI** at the top fills the form from a short description.

## Can we start a proposal from a template? Yes. Click **Template** on the **Services** tab. * **Your templates**: templates your team has set up. * **Suggested from accepted proposals**: combinations your firm already sells together, with how many accepted proposals each one appeared on. Tick the services you want, adjust the fees if needed, and click **Add**. Each service comes in exactly as if you'd added it with **+ Add Service**: fees, billing type, description and job workflow included.

Add services from a template window with templates on the left and the selected template's services on the right

## How do I create or change a template? Anyone building proposals can, without leaving the proposal. In the **Template** window: * **+ New** next to *Your templates* starts a blank template. * **Save as template** on a suggested combination starts one with those services and today's fees already in it. * **Edit template** on one of your templates opens it for changes. * **Save this proposal as a template** (bottom left) turns the proposal you're building into one. Give it a name, choose which site it's offered on, add or remove services, set the fees, and click **Save template**. The same editor is also in **Service Library → Templates**.

New template editor with name, site, note, group name, introduction and a list of services with fees — Saving a suggested combination as a template. The services and fees are filled in for you.

## What if I change a template someone else made? Templates are shared with everyone on the site, so a change reaches the whole team. When you open a template a colleague created, a note says who made it and how often it's used, and you get two choices: * **Save as my own copy**: keeps their template as it was and saves your version as a new one. This is the default. * **Update for everyone**: changes the shared template. You'll be asked to confirm first. ## Can I undo a change to a template? Yes. Every change is recorded: who made it, when, and what changed (for example *"Tax Return: $2,400 on acceptance → $2,600 on acceptance"*). Open the template and click **History**, then **Undo this change**, or **Restore the version before this** on an earlier entry. Restoring is recorded too, so it can be undone as well. **Archive** hides a template from proposals without losing it. You can bring it back from **History**. Changing a template never changes proposals already built from it. ## What is the "Often added with these services" strip? Rubica looks at your accepted proposals and suggests services that are usually sold alongside the ones already on this proposal. The percentage shows how often that happened. Click **+ Add** to add one, or **Hide** to dismiss the strip.

'Often added with these services' strip suggesting services with a percentage and an Add button

## How do I change a service's fee, description or billing? Open the **···** menu on the service and choose **Edit**. The window shows the service's default from the library, and you can change: * the fee in each bucket: **On Acceptance**, **On Completion** and **Recurring** * **Linked Entities**: the individuals, trusts and companies the service covers, shown on the proposal under the service name * the **Xero Tracking Category**, if this service should be tracked differently from the rest of the proposal * the **Service Description** the client reads. **Generate with AI** drafts one for you.

Edit Service window with fee boxes for On Acceptance, On Completion and Recurring, linked entities, tracking category and description

## Can I change lots of services at once? Yes. Click **Edit** (next to **Add**) and describe the change in plain language, for example *"Update all descriptions to mention FY2026-27"* or *"Change the tax compliance fee to $8,000"*. Click **Apply**, then check the result.

AI Edit panel with a box to describe changes and an Apply button

## Can I put up all fees by a percentage? Yes. Click **% Increase**, enter the percentage and click **Apply % Increase**. It applies to every service fee on the proposal. This is handy when rolling last year's proposal forward.

Apply increase to all service fees bar with a percentage box

## Can I give the client a discount? Yes, on one service (in its **Edit** window) or on the whole proposal (the **Discount** button next to **% Increase**). The client sees the quoted price struck through next to what they pay. See [Discounts](/proposals/discounts.md). ## Can I group services together on the proposal? Yes. Click **Group Services**, give the group a name (for example *Tax Services* or *Ongoing Advisory*) and tick the services that belong in it. The services then sit together under that heading.

Group Services window with a group name and a list of services to tick

## What's the difference between the Simple and Detailed views? They only change how much you see while you build the proposal; the client's view isn't affected. **Detailed** shows each service's linked entities, description and fee breakdown, and **Simple** shows less. Drag the handle on the left of a service to change its order. ## How do I see what the client will see? Open the **Details** tab. **What the client sees** on the right updates as you type, and clicking into a field outlines the part of the client's page it changes. To see the full page as the client will, use **Preview**. See [The Details tab](/proposals/intro.md#the-details-tab). ## Does the client have to add a card or bank account to accept? Only if you want them to. On the **Details** tab, **How the client pays** has two choices: * **Collect a card or bank account**: the client adds one before they accept, and invoices are collected automatically. * **They pay each invoice**: the client just accepts, and each invoice has a pay link. Nothing is collected automatically. ## How do I copy the proposal number? Click the **Proposal no.** box at the top of the builder. The number is copied and the label briefly reads **Copied ✓**. ## Who needs to sign, and how many signatories can there be? Up to **two**. Add them on the **Signatories** tab. Each signatory gets their own link to accept with. If only one person needs to sign, you don't need to add signatories at all. The proposal link is enough.