> 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/intro.md).
# Intro
Proposals let you send engagements to new and existing clients. They are an extension of the Opportunity object in Salesforce.
They integrate with payment tools such as **Stripe** and **Fat Zebra**, invoicing systems such as **Xero**, and can link services to jobs or tasks in workflows.
You can also import proposals or engagements from other systems, such as **Practice Ignition**. This has been done for you.
Imported proposals can reference the signed engagement PDF, copy services across, and retain the relevant Xero configuration to make the transition smoother.
### Proposal stages
Proposals move through these stages:
* **Draft**
* **Review**
* **Prepare & Send**
* **Awaiting Acceptance**
* **Closed** — won or lost
{% hint style="info" %}
Clients can only view a complete proposal when it is in **Awaiting Acceptance** or **Closed**.
{% endhint %}
### Signatories
Rubica proposals support up to **2 signatures** for acceptance.
Use the **Signatories** sub-tab to choose who needs to sign.
Each signatory receives a unique link, which they must use to accept the proposal.
Proposals that only require one signatory do not need signatories configured, the proposal link is all you need.
### The Details tab
The **Details** tab holds everything about the proposal that isn't a service. The form is on the left. On the right, **What the client sees** shows the client's proposal page as you build it. Click into any field and the part of the client's page it changes is outlined.
Each field lights up the part of the client's page it changes. Hide folds the preview away.
Need more room? Click **Hide ›** to fold the preview into a slim strip on the right, and click the strip to bring it back. Rubica remembers your choice on that computer.
Changes save as you go. **Saved** appears next to the tabs when they have.
| Field | What it does |
| ----------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Proposal name** | The heading the client sees. |
| **Billed to** | The company, trust, SMSF or person being invoiced. Search household members or all accounts. Click **✕** to change it. Each proposal invoices **one** entity or person. |
| **Addressed to** | Who the proposal is for, in your words, for example *Homer & Marge Simpson*. It personalises the proposal without changing who is invoiced. |
| **Service period** | Start and end dates. **FY26–27** and **FY27–28** fill in a whole financial year. The line underneath says how many months that is, and how many invoices have already passed if the start date is behind you. |
| **Recurring Services** | How often recurring services bill (**Weekly** or **Monthly**, plus **Quarterly** where your site offers it), the **Invoice day** and when each invoice is **Due**. The line underneath reads it back, for example *12 monthly invoices on the 28th, each due 14 days later*. Each service can still bill on its own frequency. |
| **How the client pays** | **Collect a card or bank account** (blue when chosen): the client adds one before they can accept, and invoices are collected automatically on their due date. **They pay each invoice** (amber when chosen): the client just accepts, and each invoice arrives by email with a pay link. Nothing is collected automatically, so you may need to chase late payments. See [Payment Methods](/proposals/payment-methods.md). |
| **Introduction** | An optional opening, shown as the **Executive Summary** before the services. Format it with bold, italics, lists and links. Untick **Show on the proposal** to leave it off. **Generate with AI** drafts a short summary from the proposal: your firm's name, the client, the period and what the services cover. Click **Use this** to put it in the box, then edit it. **Undo** puts back what you had. |
**Expand** (next to **Saved**) opens the builder over the page so you have more room. **Close** puts it back.
Proposals are shown in your brand colours.
#### Copying the proposal number
Click the **Proposal no.** box at the top of the builder to copy the number. The label changes to **Copied ✓** for a moment.
### Opportunity Logs
**Opportunity Logs** captures a timeline of internal and external proposal activity.
This includes events such as:
* adding, editing, or removing services
* proposal views and interactions
* signatures, invoices, payment method changes, and failures
### Renewals
From the **Opportunities** tab on the home screen, open the **Ending Soon** sub-tab.
Select one or more opportunities and click **Renew**.
Proposal start and end dates are automatically moved forward by **12 months**. For example, `1 July 2025 – 30 June 2026` becomes `1 July 2026 – 30 June 2027`.
You can also apply a percentage increase during renewal.
For imported proposals, such as those from **Ignition**, you should see this banner after renewal:
> **This engagement was renewed from a previous opportunity**\
> The original engagement `(2025 Annual Tax & Compliance)` has a linked PDF proposal. Import services from it before making changes.
Click **Import services** to read the imported proposal services, then review them before confirming.
This process uses AI to update service-period wording, such as changing `FY26` to `FY27`.
### Linked Accounts
With **Linked Accounts**, you can map services to the entities and people the work relates to.
This removes the need to manually type each person or entity into the proposal.
