> 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/previewing-and-sending-proposals.md).

# Previewing & Sending Proposals

## Previewing

Open the proposal and click the **Preview** tab to see the proposal exactly as your client will.

The preview works at every stage, so you don't need to move the proposal to **Prepare & Send** or **Awaiting Acceptance** first. It is view-only: nobody can accept the proposal from the preview.

For a quick check while you build, the **Details** tab also shows **What the client sees** beside the form. See [The Details tab](/proposals/intro.md#the-details-tab).

## Sending

Proposal emails are sent from the sender's own Microsoft 365 mailbox, so they appear in that person's Sent Items and replies come back to them. Each send is recorded in the proposal's **Logs**: who sent it, who it was sent as, and when.

The email starts from your site's proposal email template, which your team can change. Merge fields fill in the client's name and their proposal link.

### How to send a proposal

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fgit-blob-799fa27e08d49a3597312e54b70b0a0e99919e73%2Fproposal-send-email.gif?alt=media" alt="Send Proposal Email: add a recipient, choose who it is from, check the subject and email, then review the merged email before Confirm &#x26; Send"><figcaption><p>Recipients, Compose, then Review. Nothing is sent until you click <strong>Confirm &#x26; Send →</strong>.</p></figcaption></figure>

1. Open the proposal and click the **Email** tab, then **Send Proposal Email**.
2. **Recipients.** In **To**, type to search contacts and users, or enter any email address and press Enter. If you add more than one person, choose **One email to everyone** (the default, everyone sees each other on the To line) or **Separate email to each**. Click **Next →**.
3. **Compose.** Under **From**, choose the **Opportunity owner** or **You**. Replies go to whoever you choose. Check the **Subject** and the email. You can edit both. Click a merge field such as `{{proposal_url}}` under the email to copy it. Click **Review →**.
4. **Review.** Check who it's from, who it's to, how it will be delivered, and the email with every merge field filled in. Then click **Confirm & Send →**.

{% hint style="warning" %}
Take care when editing around merge fields. If a merge field is broken, the client may get an email without their proposal link. **Review** shows the email exactly as it will arrive, so check the link there.
{% endhint %}

Sending moves the proposal to **Awaiting Acceptance**. The **Logs** tab shows who sent it and who it was sent as:

If the send fails, you'll see a message saying why. Nothing has been sent, so you can try again.

### Sending a reminder

Once a proposal is **Awaiting Acceptance**, **Send Proposal Email** asks **What are you sending?** and starts on **Send Reminder**, which uses your site's reminder email. Choose **Re-send Proposal** to send the original email again. A reminder you send by hand counts toward the automatic reminders, so the next automatic one is pushed back by one interval.

## Automated follow-up reminders

The **Email** tab also shows **Automated follow-up reminders**. These go to the client automatically until they accept.

* The switch turns reminders on or off for this proposal.
* By default the proposal uses your site's settings: how many reminders, and how many days apart.
* **Override for this proposal** lets you set a different **Number of reminders** and **Days between reminders**. Click **Save reminders**. **Use site defaults** goes back to the site settings.

{% hint style="info" %}
If reminders are switched off for your whole site, a note on the card says so, and nothing is sent until an admin turns them on.
{% endhint %}