Introduction

Same-day proposals are the difference between being first in a client's inbox and being forgotten under three other bids. If you're slow, you're losing jobs. This guide shows you exactly how to send same-day proposals from a site visit—what to capture, how to price fast without giving away margin, and how to follow up for a signature. We'll use a practical, field-tested workflow you can run in less than 2 hours, even on busy days. And yes, you'll see where a tool like Donizo speeds this up with voice capture, branded PDFs, and e-sign.

Quick Answer: Same-day proposals come from a repeatable workflow: capture scope and site details in 10–15 minutes, price with a standard cost library in 20–30 minutes, draft a clear scope in 15–20 minutes, then send a branded, e-sign-ready proposal within 2 hours of the visit. Use templates, checklists, and e-sign to cut delays.

Table of Contents

• Introduction
• Key Takeaways
• The Same-Day Proposal Mindset
• Step-by-Step Workflow: Site Visit to Send
• Tools and Templates You Need
• Pricing Without Guesswork (And Protecting Margin)
• Follow-Up That Gets Signatures Within 48 Hours
• Common Mistakes and How to Avoid Them
• FAQ
• Conclusion

Key Takeaways

• Build a 5-step same-day flow: capture (15 min), price (30 min), scope (20 min), proposal (10 min), follow-up (2 touches in 48 hours).
• Standardize costs for your top 20 tasks and you’ll cut pricing time by 50–70%.
• Use e-sign and a client portal to reduce back-and-forth and get decisions in 24–48 hours.
• Templates and checklists prevent scope gaps that lead to change orders and margin bleed.
• Donizo speeds capture-to-signature with voice input, branded PDFs, and e-sign; Autopilot adds a margin estimator and advanced templates.

The Same-Day Proposal Mindset

Many contractors struggle with proposals because they treat each one like a custom build. That’s slow. The mindset shift: productize your estimate process. Same format, same sections, same follow-up, every time.

What this looks like in practice:

• A standard scope structure: Overview, Inclusions, Exclusions, Assumptions, Schedule, Payment Terms.
• A cost library for your top 20 line items (demo per sq ft, LVP install per sq ft, door install each, paint per room, etc.).
• A proposal template that drops in branding, scope, payment schedule (e.g., 40/40/20), and e-sign.

You’re not dumbing it down—you’re removing friction. That’s how you go from site visit to sent in under 2 hours.

Step-by-Step Workflow: Site Visit to Send

1. Capture Everything in 10–15 Minutes

Problem: You leave a walkthrough with scattered notes and photos—then spend 45 minutes rebuilding the job in your head.

Solution: Record once, cleanly.

• Use voice to describe the project while you’re on-site: room-by-room, measurements, finishes, access issues, and risks.
• Snap 8–12 photos: wide angle for context, close-ups for problem areas, a picture of the electrical panel label if relevant.
• Note constraints: HOA rules, quiet hours, elevator access, parking, lead times for special-order items.

Example: “Bathroom refresh, 6x8 ft, 8 ft ceiling. Keep layout. New 30 in vanity. Tile 35 sq ft floor, 60 sq ft shower walls. Niche. Glass door by owner. GFCI at vanity. 2 days demo, 3 days tile, 1 day finish.”

How Donizo helps: Use Donizo’s Voice to Proposal to capture voice, text, and photos on the spot so your proposal draft builds itself while you walk the space.

2. Price Fast With a Cost Library (20–30 Minutes)

Problem: Pricing from scratch invites mistakes and eats your evening.

Solution: Pre-price your common tasks and adjust quantity and difficulty.

• Example cost items: demo per sq ft, disposal per yard, framing per linear ft, drywall finish per board, paint per room, tile per sq ft, trim per linear ft.
• Apply multipliers for premium materials, tight access, or weekend work (e.g., 1.1 to 1.3 x on labor).
• Add your overhead and profit. In general, small projects target margins in the mid-teens to mid-twenties, adjusted for risk and complexity.

Donizo tip: On the Autopilot plan, the margin estimator helps you see margin in real time as you adjust line items—no spreadsheet gymnastics.

3. Draft a Clear Scope in 15–20 Minutes

Problem: Vague scopes cause scope creep and painful change conversations.

Solution: Use consistent scope sections:

• Overview: 3–5 sentences summarizing the outcome.
• Inclusions: Bulleted line items with quantities (e.g., “Install 65 sq ft porcelain tile, thinset, grout, layout per plan”).
• Exclusions: “No relocation of plumbing or electrical unless noted.”
• Assumptions: “Standard 8 ft ceilings; subfloor in serviceable condition.”
• Schedule: “7 working days, start within 2 weeks of deposit.”
• Payment Terms: “40% deposit, 40% at rough-in complete, 20% at substantial completion.”

4. Build the Proposal Package in 10 Minutes

Problem: Formatting proposals is slow, and unbranded documents feel amateur.

Solution: Use a template so content is the only variable.

• Convert your scope and pricing into a branded PDF.
• Include options: e.g., add-ons like heated floors (+$1,200) or upgraded fixtures (+$550).
• Add signature lines and acceptance terms.

How Donizo helps:

• Discover (free): Unlimited proposals, PDF export (watermark), and e-sign to get acceptance fast.
• Ascension: Custom branding and company details, basic templates, analytics dashboard, and no watermark so you look sharp.
• Autopilot: Advanced templates, margin estimator, multi-language support, and work report exports for closeout documentation.

5. Send and Follow Up (Under 5 Minutes + 2 Touches)

Problem: Proposals die in inboxes without clear next steps.

Solution: Send with a clear CTA and schedule follow-ups.

• Email subject: “Bathroom Refresh Proposal – Ready to Sign”.
• Include a 1–2 sentence summary and the 3 decision points: start window, total price, payment schedule.
• Offer two start dates to trigger action: “We can start on the 12th or 19th.”
• Follow up at 24 and 48 hours with brief check-ins.

Donizo advantage: Send proposals with a client portal link and E-signature Integration so clients can accept digitally. Convert accepted proposals to invoices in one click to keep momentum.

Tools and Templates You Need

You don’t need a massive tech stack—just the right pieces working together.

• Field capture: voice notes, photos, simple measurement app.
• Cost library: spreadsheet or estimating app with your top 20 line items.
• Proposal template: branded PDF with scope sections, options, terms, and e-sign.
• Follow-up: calendar reminders or CRM task list (24- and 48-hour pings).

Comparison (time per proposal):

Real-world outcome: Contractors often report they cut proposal prep from 2–3 hours to under 1 hour once their template and cost library are dialed in.

Pricing Without Guesswork (And Protecting Margin)

Pricing fast doesn’t mean pricing sloppy.

Build a Cost Baseline

• Document production rates: e.g., team lays 60–90 sq ft of tile per day depending on layout.
• Track actuals for 5–10 recent jobs; update your library quarterly.
• Add risk factors: old plaster walls (+time), limited parking (add 0.5 hour per day), premium finishes (slower install).

Use Options to Increase Ticket Size

Offer 2–3 upsells:

• Waterproofing upgrade (+$350)
• Premium grout and sealer (+$220)
• Heated floor mat (+$1,200–$1,600 depending on area)

These are easy to add and don’t complicate scheduling. Options commonly lift the final contract by a few hundred to a couple thousand dollars on small projects.

Keep Margin Visible

• Aim for a consistent gross margin range based on project type; in general, smaller jobs need higher margins to cover fixed overhead and callbacks.
• Review margin at proposal, at acceptance, and at invoicing. Small leaks here add up fast.

Donizo’s Autopilot plan keeps margin visible while you build the proposal so you don’t find out after the fact.

Follow-Up That Gets Signatures Within 48 Hours

Speed matters. Be first, be clear, be available.

• 24-hour text or email: “Just checking that you received the proposal. Happy to answer questions today.”
• 48-hour nudge with value: “I added an option for a waterproofing upgrade and held the 19th as a tentative start. Let me know if you want that date.”
• Make it frictionless: e-sign, deposit link, and a client portal beat attachments and printers every time.

How Donizo helps:

• Send Proposal: Branded PDFs with client portal access so they can review from phone or laptop.
• E-signature Integration: Legally binding acceptance takes seconds.
• Invoice Management: Convert accepted proposals to invoices in one click and track payments. (If you’re new to invoicing systems, [learn more about invoicing].)

Common Mistakes and How to Avoid Them

• Vague scopes: Add clear inclusions, exclusions, and assumptions. List quantities (65 sq ft tile, 2 GFCIs, 1 vanity install).
• Missing schedule: Always give a realistic duration (e.g., 7 working days) and a start window (week of the 19th).
• No options: You leave money on the table. Include 2–3 upgrades in every proposal.
• Slow follow-up: Put 24- and 48-hour reminders on your calendar before you hit send.
• Unbranded proposals: They look DIY. Use custom branding (Donizo Ascension) so you look like the pro you are.

FAQ

How fast should I send a proposal after a site visit?

The best practice is within the same day or, at most, 24 hours. Being first often sets the anchor in the client’s mind. With a standardized workflow and tools like Donizo’s Voice to Proposal and templates, most contractors can go from walkthrough to sent in 1–2 hours.

What should a same-day proposal include?

Include a clear scope (overview, inclusions, exclusions, assumptions), quantities (sq ft, linear ft, each), schedule (start window and duration), payment terms, options, and e-sign. A branded PDF with a client portal link reduces confusion and makes it easy to approve on phone or laptop.

How do I price quickly without underbidding?

Use a cost library for your top 20 tasks and adjust quantities and difficulty factors. Keep margin visible as you build the proposal. In general, smaller projects need higher margins to cover overhead and risk. Donizo Autopilot’s margin estimator helps you avoid guesswork.

How can I get clients to sign proposals faster?

Make it frictionless. Provide two start date options, use e-sign, and follow up at 24 and 48 hours with short messages. A client portal where they can review, sign, and see next steps reduces back-and-forth and speeds decisions.

Can I do same-day proposals for larger projects?

For big remodels, aim for a same-day outline and a 48-hour detailed proposal. Send a preliminary budget range with assumptions immediately, then follow with a full scope and line-item pricing. This keeps momentum without committing to numbers you haven’t validated.

Conclusion

You can go from visit to signed proposal in under 48 hours with a tight workflow: capture (15 minutes), price (30 minutes), scope (20 minutes), send (5–10 minutes), and two follow-ups. Standardize your cost library and templates, keep margin visible, and make signing painless. Donizo streamlines the whole path—voice capture, branded PDFs, e-sign, and one-click invoice conversion. Try the free Discover plan for unlimited proposals and e-sign, then upgrade to Ascension or Autopilot when you want custom branding, templates, analytics, and margin tools. Your next five jobs could close days faster.