Introduction

If you’ve ever sent a quote and heard nothing for days, you’re not alone. Proposals die when they’re unclear, late, or buried in a messy email thread. Here’s the fix: get the details down while you’re still on-site, produce a clean, branded PDF, and make the next step obvious with a digital signature. In this deep-dive, I’ll show how Donizo’s Send Proposal flow connects voice capture, photos, and e-signature into one simple move that gets clients to act—and how you can go from walkthrough to “Yes” in minutes, not days.

Table of Contents

• Key Takeaways
• The Problem: Proposals That Don’t Get Read
• The Feature: Send Proposal That Drives Action
• Field Workflow: From Walkthrough to PDF in Minutes
• Real Results: Time Saved and Faster Yes
• Mistakes to Avoid and Practical Tips
• Frequently Asked Questions
• Conclusion

Key Takeaways

• Many contractors gain 2–3 hours per week by capturing details via voice on-site and sending proposals the same day.
• Clear next steps with e-signature commonly reduce back-and-forth and get approvals within 2–24 hours.
• A lightweight PDF (often less than 2–5 MB) gets opened more reliably than heavy attachments or photo dumps.
• One-click conversion from accepted proposal to invoice can cut admin per job by 10–15 minutes.

The Problem: Proposals That Don’t Get Read

What’s Going Wrong

• Delayed sending: It’s common for small teams to retype notes at night, pushing delivery by 1–3 days. Momentum dies.
• Heavy, messy emails: Big attachments (over 10 MB) and scattered photos often go unopened on mobile.
• Unclear next step: Without an obvious approval method, proposals sit in “we’ll get back to this later.”
• Rework and version confusion: Every change means another file and another thread. Clients lose track.

The Cost In Real Terms

• Many contractors report losing 1–2 hours per day re-entering data from site notes.
• Proposals sent a week after the visit commonly take longer to get a response than same-day proposals.
• Missing assumptions and photos generate callbacks and revisions that add 20–30 minutes per quote.

The Fix You Need

Send a clean, client-ready PDF fast, with photos and assumptions baked in—and give a single, obvious button to approve.

The Feature: Send Proposal That Drives Action

Donizo’s Send Proposal is built to get you from capture to client-ready in one flow.

How It Works End-to-End

1. Capture details on-site using voice, text, and photos with Donizo’s Voice to Proposal.
2. Generate a professional proposal as a branded PDF (branding available on paid plans).
3. Send via email with client portal access so the client can review comfortably.
4. Client approves with Donizo’s built-in e-signature for a legally binding acceptance.
5. Convert accepted proposals to invoices in one click to kick off payment tracking.

Plan Highlights

• Free (Discover): Unlimited proposals with voice/text/image input, e-signature, PDF export (with watermark).
• Paid (Ascension): Everything in Free plus custom branding, invoicing and payment tracking, basic templates, analytics dashboard, priority support, and no watermark.
• Paid (Autopilot): Everything in Ascension plus advanced templates, margin estimator, multi-language support, and work report exports.

What Clients See (And Why They Respond)

• A clean, readable PDF that opens fast on a phone.
• Clear scope, photos, and assumptions laid out—less risk for them.
• One obvious action: “Sign to approve.”
• In general, homeowners are more comfortable approving when the document is short, clear, and signable digitally.

Which Plan Fits

Field Workflow: From Walkthrough to PDF in Minutes

Step 1: Capture on Site (5–10 Minutes)

• Hit record and talk through areas, dimensions, access, and client expectations.
• Snap photos of existing conditions, tricky corners, and finish references.
• Add quick text notes for allowances, exclusions, and scheduling windows.

Tip: Use consistent phrasing for assumptions (e.g., “Assumes clear access; patch/paint by others unless specified”). This alone prevents many callbacks.

Step 2: Generate and Review Your Proposal (3–5 Minutes)

• Open the draft the app created from your voice, text, and images.
• Pick a template: basic in Ascension, advanced in Autopilot for more structured layouts.
• Check the scope, add a short options section if useful (e.g., “Add disposal +$120”).
• Preview the PDF. On paid plans your logo and company details reinforce trust. Free includes a watermark.

Step 3: Send With E‑Signature (Under 1 Minute)

• Click Send Proposal to email the client with a portal link to the PDF.
• The approval step is baked in—no printing, no scanning.

Step 4: Turn Acceptance Into Cash Flow (Less Than 60 Seconds)

• Once signed, convert to invoice in one click.
• Start payment tracking immediately. Contractors often report the first invoice going out the same day the proposal is signed.

Real Results: Time Saved and Faster Yes

What Contractors Commonly See

• 2–3 hours saved per week by dictating instead of typing and by cutting copy-paste admin.
• Approvals within 2–24 hours when the proposal is clear and signable.
• Back-and-forth reduced by half when photos and assumptions are included.
• 10–15 minutes saved per job by converting accepted proposals to invoices in one click.

Real-World Scenarios

Solo Electrician, Service Calls

Problem: Typing quotes at night, losing next-day slots waiting for approval.

Solution: Records scope via voice before leaving the driveway, adds 3–5 photos, sends Donizo PDF with e-sign.

Result: Client signed at 7:18 pm; invoice issued the same evening. Admin time dropped by about 30 minutes per day.

Kitchen/Bath Remodeler, Busy Pipeline

Problem: Proposal delays and scope drift caused by vague notes and missing assumptions.

Solution: Uses advanced templates (Autopilot) with standardized sections for demo, MEP, finishes; sends branded PDF; e-sign to lock scope.

Result: Fewer revisions, faster “Yes,” and clearer handoff to production. The first payment request goes out within minutes of acceptance.

Mistakes to Avoid and Practical Tips

Mistake 1: Sending Heavy, Unstructured Emails

• Fix: Keep the PDF lean (often less than 2–5 MB). Put key photos in the document instead of attaching dozens.

Mistake 2: Leaving Assumptions Out

• Fix: Add a tight assumptions block: access, waste removal, protection, exclusions, client selections due dates. Many contractors find this prevents re-pricing and scope creep.

Mistake 3: No Clear Next Step

• Fix: Put the e-sign button front and center. Spell out “Sign to approve and schedule.” Approvals generally arrive faster when the call to action is clear.

Mistake 4: Re-Typing Notes Back at the Office

• Fix: Capture once by voice on-site. You’ll typically shave 10–15 minutes per proposal.

Mistake 5: Waiting Days to Send

• Fix: Aim for same-day proposals. Industry experience indicates faster follow-up reliably improves response speed.

Frequently Asked Questions

Are E‑Signatures Legally Binding?

In general, electronic signatures are widely recognized as legally binding in many countries for typical residential work. Donizo includes e‑signature so your client can accept digitally. Always follow your local regulations and retain the signed PDF for your records.

Can I Still Provide a Printable PDF?

Yes. You can export the proposal as a PDF. On the Free plan, the PDF includes a watermark. Paid plans remove the watermark and let you add your logo and company details for a professional look.

How Long Does It Take to Create and Send a Proposal?

Once you’ve captured details by voice and photos on-site, generating and sending typically takes 10–15 minutes. The actual “Send Proposal” step is usually under a minute.

What If the Client Has Questions Before Signing?

Include photos and a simple assumptions list to prevent confusion. If questions still come up, you can revise and resend. Contractors often find this reduces revisions by providing visual context upfront.

How Do I Go From Accepted Proposal to Invoice?

Inside Donizo, convert accepted proposals to invoices in one click. On paid plans you can track payments, making it easy to see what’s outstanding and what’s been received.

Conclusion

If your proposals are clear, fast, and easy to approve, you’ll win work sooner and with fewer headaches. Capture on-site by voice, include the right photos and assumptions, send a clean PDF with e‑signature, and turn “Yes” into an invoice without retyping. That’s the entire loop.

Ready to try it on your next walkthrough? Start a proposal in Donizo, record the scope before you leave the job, and hit Send Proposal. You’ll feel the time savings immediately—and your clients will feel the clarity.