Create a Word document that outlines the proposed project details, and project or stage level agreed fees. For Synergy Business and Enterprise users, the budget details can also be shown.
Proposal documents are created for projects at proposal or active status.
Setup required before use | Who can use it? | Where is it? |
Proposal document template
Proposal project | Assistant project manager Project manager Director access Assistant system administrator System administrator | Project > Documents tab |
Tip: Learn more about setting a proposal document template.
What is a proposal document?
Create a proposal document to send a summary of the project details to the prospective client. In the proposal template, you can select what project overview details are shown, along with the project or stage level fee breakdown. For Business and Enterprise clients, the budget breakdown details can also be shown.
A proposal document is created when the project or stage(s) are at Proposal or Active status.
Why use a proposal document?
Send a quote that outlines all the parts of the project or job that are to be completed with the proposed fees for the prospective client.
Create a proposal document
Generate a fee proposal document
Open the project.
Go to the Documents tab of the project.
Click the Page actions button and select Create proposal document option.
The Primary project contact is selected by default in the address fields for the proposal.
If this is not the correct contact, then update the proposal address by editing the following fields:To: The company or individual contact that the document will be addressed TO. Attention: The personnel or individual contact who the proposal should be shown in the 'attention to' bookmark in the proposal template.
Address: Select which address to send the proposal letter to when sending by post.
Dear: Which personnel or individual contact will be shown in the 'dear' bookmark in the proposal template.
Select which 'word template' to use to create the proposal document.
(Optional) Update the 'document name' to alter the file name that will be created for this proposal document.
Use the 'stages table' to select which section of the project will appear on the proposal for the client. Select the box next to each stage to include on the proposal. (Optional) Check the box for each stage that you want to 'include budget' details for on the proposal document. *Budgets are only available in the Synergy Business and Enterprise products.
Click the 'generate' fee proposal button.
A orange banner is shown at the top of the page to show that the document is being created. Once the file exists it is shown in the 'document' panel at the top of the page. Click the document name shown in green / teal color to download the proposal document.
Click 'cancel' to return to the document list.
The created proposal document is by default saved to the folder named '01 Proposal' in the project folder structure.
(Optional) Update the proposal document if required.
(Optional) Upload the updated file version of the proposal document, and share the file with the client using the Synergy project portal or via email.
Tip: Click the actions button to use the options to select all stages, or select all budgets, to control what is shown on the proposal document.
Re-create a proposal document
Use this feature to re-populate Synergy bookmarks in the proposal Word document.
The rest of the proposal document will not be changed, which means any added images, pictures, tables, text or formatting will remain in the proposal document.
This feature is great to update the contact address if it was incorrect in the initial proposal document or to update the schedule of fees shown for each of the project stages if the fees were updated in the Synergy work breakdown.
Re-generate the fee proposal document by:
Navigate to Project > Documents
Locate the folder that contains the proposal document e.g. the default folder for proposal documents is 01 Proposal.
Click the row to open the document details page for the proposal document that you want to update.
Click the actions button in the top right corner of the page, and select the Regenerate proposal document option.
(Optional) Update the proposal document fields for addressing the proposal: to, attention, address, and dear.
(Optional) Update the stages included in the fee breakdown table.
Click the 'generate' button.
An orange bar is shown at the top of the screen whilst the document is being regenerated. Once complete a green success banner is shown.
Click the document name shown to download the updated proposal version.
Tip: The previous proposal document is still available as the previous file version. Find a list of the file versions in the 'document history' section of the document details page.