Learn how contractors can create professional proposals, track customer views, collect online approval, and turn accepted quotes into scheduled jobs.

Free Proposal Software for Contractors: Send Professional Quotes and Get Approved Faster

Proposal software for contractors helps service businesses create professional quotes, send them through a simple online link, track customer activity, and receive clear approval before scheduling the work.

Instead of preparing a basic PDF, sending it by text, and waiting for a vague “looks good,” contractors can use DunaHub Visual Proposals to present services, quantities, descriptions, and prices in a clear online document.

The customer opens the proposal, reviews the scope, and chooses to approve or reject it. On paid plans, approval includes a lightweight electronic signature record. Once approved, the proposal can become a job automatically, keeping the customer, service details, pricing, and schedule connected.

For contractors, that creates a cleaner path from estimate to approved work.

What is proposal software for contractors?

Proposal software is a tool used to create, send, and manage professional estimates or service proposals.

A contractor proposal typically includes:

customer information;
description of the project;
individual services or materials;
quantities;
unit prices;
total price;
scope of work;
terms or notes;
approval option.

The purpose is to make the offer clear enough that the customer understands what is included, how much it costs, and what happens next.

A proposal is more useful than a price sent in a text message because it gives the customer a structured document to review.

It also gives the contractor a record of:

when the proposal was created;
when it was sent;
whether the customer opened it;
whether it was approved;
whether it was rejected.

What is the difference between an estimate, quote, and proposal?

These terms are often used interchangeably, but they can have slightly different meanings.

Document	Typical purpose
Estimate	An approximate expected cost
Quote	A defined price for a specific scope
Proposal	A complete offer explaining scope, services, pricing, and next steps

A simple repair may only require a quote. A larger project may benefit from a more detailed proposal.

For example:

A $150 drain cleaning service may use a simple quote.
A $1,200 water heater replacement may need detailed line items.
A $12,000 remodeling project may require a full proposal with scope and terms.

DunaHub uses the term Visual Proposal, but contractors can use it for estimates, formal quotes, and project offers depending on their workflow.

Why are professional proposals important?

Customers often compare more than price.

They also compare:

clarity;
professionalism;
response speed;
scope of work;
payment expectations;
communication;
confidence in the contractor.

Imagine that a homeowner receives two offers.

The first is a text message:

Gutter replacement: $2,400.

The second is a structured proposal showing:

removal of old gutters;
installation of seamless gutters;
number and size of downspouts;
disposal of old materials;
labor;
warranty;
total investment.

Even when the price is similar, the second offer gives the customer more confidence because it explains what they are buying.

A professional proposal reduces uncertainty.

It helps answer questions before the customer needs to ask them.

Why do contractors lose jobs after sending quotes?

Sending a quote does not guarantee that the customer will make a decision.

Common problems include:

the customer does not understand what is included;
the quote is buried in a text conversation;
the PDF is difficult to open on a phone;
there is no clear approval button;
the customer says yes informally but never commits;
nobody follows up;
the contractor does not know whether the quote was viewed;
the scope is too vague;
the customer cannot compare service options clearly.

A visual proposal helps solve these problems by giving the customer one clear link and one clear decision.

The customer can review the work and choose:

Approve;
Reject.

That is more useful than waiting for an informal message that may be misunderstood.

How do DunaHub Visual Proposals work?

The DunaHub proposal system connects proposals to the customer’s CRM record.

The basic process is:

Select the lead;
Create a new proposal;
Add services and line items;
Include descriptions, quantities, and prices;
Save the proposal;
Send the public link by email or text;
Customer opens the proposal;
Customer approves or rejects;
Approved proposal becomes a job.

Each proposal receives an automatic number, such as:

PRO-001;
PRO-002;
PRO-003.

This creates a more organized proposal history and makes documents easier to identify.

What information can be added to a proposal?

A proposal can contain multiple line items.

Each item may include:

service or product name;
description;
quantity;
unit price;
line total.

For example, a gutter contractor could create:

Item	Quantity	Price
6-inch seamless gutter installation	120 ft	$2,400
3x3 downspouts	4	$1,200
Removal and disposal	1	Included
Total		$3,600

A plumbing company could separate:

water heater;
installation labor;
removal of old equipment;
fittings;
permit fee.

Clear line items help the customer understand where the total comes from.

They also reduce disagreements about what was included.

What proposal statuses are available?

DunaHub tracks proposals through a series of statuses.

Status	Meaning
Draft	Proposal is still being prepared
Sent	Link was sent to the customer
Viewed	Customer opened the proposal
Approved	Customer accepted the proposal
Rejected	Customer declined the proposal

These statuses give the contractor more visibility.

A proposal marked Sent but not Viewed may need a delivery confirmation.

A proposal marked Viewed but not approved may need follow-up.

An approved proposal is ready to move into job scheduling.

Why does proposal view tracking matter?

Knowing whether the customer opened the proposal helps the contractor choose the right follow-up.

If the customer has not viewed it, you might send:

Hi Sarah, I wanted to confirm that you received the proposal link I sent yesterday. Please let me know if you had any trouble opening it.

If the proposal was viewed but not approved, you might send:

Hi Sarah, I saw that you had a chance to review the proposal. Do you have any questions about the scope, pricing, or schedule?

These messages are more relevant than sending the same generic follow-up to everyone.

View tracking does not tell you why the customer has not approved. It gives you useful context for the next conversation.

How does electronic approval work?

On Starter and Pro, the customer can approve the proposal online.

DunaHub records information such as:

approval action;
IP address;
browser or device user agent;
proposal status;
approval time.

This creates a lightweight electronic record showing that the customer approved the proposal.

It is designed for straightforward service approvals.

It is not the same as an advanced document-signature platform such as DocuSign, nor should it replace specialized legal or contract systems when stronger identity verification, witnesses, notarization, or complex legal signatures are required.

For common contractor workflows, however, it provides a much clearer record than a customer simply texting “okay.”

What happens after a proposal is approved?

After approval, the proposal can be converted into a job.

The DunaHub Job Scheduling module receives the customer and service details, reducing the need to enter the same information again.

The workflow becomes:

Lead → Proposal → Approval → Job → Invoice → Payment

After conversion, the business can:

choose the service date;
set the appointment time;
confirm the address;
assign a technician;
add job notes;
track the service status;
send an invoice after completion.

This connected process reduces errors and saves administrative time.

How do proposals connect to the CRM pipeline?

The DunaHub CRM Pipeline shows where every potential customer is in the sales process.

A contractor might use stages such as:

Pipeline stage	Proposal action
New Lead	Understand the customer’s needs
Estimate Scheduled	Arrange a site visit
Proposal in Preparation	Build the scope and pricing
Quote Sent	Send the proposal link
Follow-Up	Answer questions and track decision
Approved	Convert the proposal into a job
Lost	Record that the opportunity did not proceed

Because the proposal is attached to the lead, the team can review the quote without searching through email attachments or old messages.

The customer record can include:

contact information;
conversation history;
lead score;
notes;
proposal;
job;
invoice.

This keeps sales and operations connected.

How to create a proposal in DunaHub

To create a proposal:

Open Proposals;
Click + New Proposal;
Select the customer or lead;
Add the first line item;
Enter the name and description;
Add quantity and price;
Add more items when needed;
Review the total;
Save the proposal;
Send the customer link.

Before sending, check:

customer name;
service address when relevant;
quantities;
pricing;
descriptions;
included and excluded work;
spelling;
total amount.

A clear proposal prevents confusion later.

How should contractors write proposal line items?

Each line item should tell the customer what they are paying for.

Avoid vague items such as:

Labor — $2,000

A more useful description would be:

Remove existing damaged gutters and install approximately 100 linear feet of seamless 6-inch aluminum gutters, including labor, fastening, sealing, and cleanup.

The exact level of detail depends on the job, but every item should be understandable to someone outside your industry.

Good line items are:

specific;
easy to read;
connected to the scope;
consistent with the final price;
free of unnecessary technical jargon.

How detailed should a contractor proposal be?

The proposal should be detailed enough to prevent uncertainty without overwhelming the customer.

Include information that affects:

scope;
cost;
timing;
responsibilities;
approval.

For a simple job, a few line items may be enough.

For a larger job, consider explaining:

preparation work;
materials;
installation;
removal and disposal;
cleanup;
optional upgrades;
exclusions;
warranty;
payment expectations.

Do not add technical information only to make the proposal look longer.

Every section should help the customer understand the offer.

Should you give customers multiple options?

Offering options can work well when the customer has meaningful choices.

An HVAC contractor could present:

repair;
standard replacement;
high-efficiency replacement.

A painting contractor could present:

walls only;
walls and ceilings;
complete interior package.

A gutter company could present:

standard 5-inch gutters;
higher-capacity 6-inch gutters;
optional gutter guards.

Options help customers choose based on budget and priorities.

However, too many choices can create confusion. Two or three clear options are usually more useful than a long list of small variations.

How quickly should you send a proposal?

Send the proposal while the customer’s need is still active.

For many service businesses, that means:

immediately after gathering the necessary information;
the same day as the site visit;
within the response time promised to the customer.

Speed matters because homeowners often contact several companies.

A professional proposal sent quickly can give your business an advantage.

Do not sacrifice accuracy for speed. A fast proposal with incorrect scope or pricing creates bigger problems later.

The goal is a repeatable process that allows the team to prepare accurate proposals efficiently.

How should you send the proposal?

DunaHub proposals can be shared through a public link.

The link can be sent by:

text message;
email;
WhatsApp when appropriate.

For many contractors in the United States and Canada, SMS and email will be the primary channels.

A simple text message might say:

Hi Michael, your proposal is ready. You can review the scope, pricing, and approval options here: [proposal link]. Let me know if you have any questions.

An email could include a little more context:

Hi Michael, Thank you for meeting with us today. We prepared your proposal with the recommended scope and pricing. You can review and approve it using the link below. Please reply if you would like us to clarify anything.

The proposal link should be easy to find.

How should you follow up after sending a proposal?

A useful follow-up sequence may look like this:

Time after sending	Suggested action
Same day	Confirm delivery when necessary
1–2 days	Ask whether the customer has questions
4–7 days	Check whether they want to move forward
10–14 days	Send a final polite follow-up
Later	Move to long-term follow-up or lost

The exact timing depends on the type and value of the service.

A $200 repair may need a faster decision than a $30,000 remodeling project.

Use the proposal status and customer history to guide the message.

Proposal follow-up examples

Confirming delivery

Hi Amanda, I wanted to make sure you received the proposal we sent this morning. Please let me know if the link did not open correctly.

After the proposal was viewed

Hi Amanda, I’m following up on the proposal for your project. Do you have any questions about the scope, materials, or scheduling?

Asking about the next step

Hi Amanda, we currently have availability during the week of July 6. Would you like us to reserve a time for your project?

Closing the follow-up

Hi Amanda, I wanted to check in one final time regarding the proposal. We’ll keep it on file, and you’re welcome to reach out when you’re ready.

The goal is to help the customer make a decision, not to pressure them.

How do proposals connect to invoices?

A proposal presents the planned work and price before the job.

An invoice requests payment for approved or completed work.

After the proposal is approved and the job is completed, the contractor can create an invoice through DunaHub Invoices and Online Payments.

The full workflow can be:

Customer requests service;
Lead enters the pipeline;
Contractor prepares proposal;
Customer approves;
Proposal becomes a job;
Work is completed;
Invoice is sent;
Customer pays;
Review request is sent.

Keeping these records together helps the business compare what was proposed, what was completed, and what was charged.

How much does DunaHub proposal software cost?

Visual Proposals are available on every plan, but limits and approval features vary.

Plan	Price	Proposals	Electronic approval
Free	$0	10 per month	Not included
Starter	$9.90/month	Unlimited	Included
Pro	$49/month	Unlimited	Included

The Free plan is useful for contractors who want to create and test professional proposals without committing to paid software.

Starter and Pro add unlimited proposals and lightweight electronic approval.

DunaHub follows a flat-rate pricing model, meaning the company is not charged a separate monthly subscription for every team member within the plan limits.

What are the current proposal limitations?

The current DunaHub proposal system supports:

text;
line items;
quantities;
prices;
public proposal links;
approval and rejection;
proposal status tracking;
automatic proposal numbers;
job conversion.

At this time, proposal photos and file attachments are not available.

That means the proposal should not promise that customers can currently view:

uploaded project photos;
architectural documents;
product brochures;
PDF attachments;
external files embedded in the proposal.

When those materials are necessary, they may need to be sent separately through email or another approved communication channel.

Who should use contractor proposal software?

Proposal software is useful for service businesses that send formal prices before starting work.

Examples include:

plumbers;
HVAC contractors;
electricians;
roofers;
gutter companies;
landscapers;
remodeling contractors;
painters;
epoxy flooring companies;
pool contractors;
pressure washing companies;
pest control companies;
appliance repair businesses;
cleaning companies;
handyman services.

It is especially valuable when:

jobs have several line items;
the customer must approve the scope;
the average job value is high;
the team sends many estimates;
quotes are currently scattered across PDFs and texts;
the contractor needs a clearer approval record;
approved work must be scheduled quickly.

Example: plumbing company

A plumber inspects a failed water heater.

After the visit:

The customer is already stored as a lead;
The plumber creates a proposal;
The proposal includes equipment, labor, removal, and fittings;
The total is $1,200;
The link is sent by SMS;
The customer reviews it from home;
The proposal is approved;
A job is created automatically;
The office chooses the installation date;
The customer receives the invoice after completion.

The team does not need to retype the scope into a separate scheduling tool.

Example: HVAC replacement

An HVAC contractor offers three options:

Basic replacement;
Mid-tier high-efficiency system;
Premium high-efficiency system.

Each option explains:

equipment;
efficiency;
labor;
warranty;
total price.

The customer reviews the choices, asks a question, and approves the preferred option electronically.

The approved work moves into job scheduling.

A structured proposal makes a high-value decision easier to understand.

Example: gutter installation

A gutter company inspects a property and prepares a proposal containing:

seamless gutter footage;
gutter size;
downspouts;
removal of old materials;
cleanup;
optional gutter guards;
workmanship warranty.

The customer can see exactly what the project includes.

This helps prevent later confusion about downspouts, disposal, materials, or optional protection.

What proposal mistakes should contractors avoid?

Sending only a total price

A total without scope makes comparison and approval difficult.

Using vague descriptions

Explain what work will be performed.

Forgetting exclusions

If something is not included, say so clearly.

Making the document too technical

The customer should understand the proposal without industry training.

Sending the proposal too late

The customer may already have chosen another company.

Failing to confirm delivery

A sent proposal may remain unopened.

Not following up

Many customers need a reminder or clarification.

Starting before approval

Get clear authorization before scheduling or purchasing materials.

Treating lightweight e-signature as advanced legal certification

Use the right type of signature process for the legal and risk level of the project.

Forgetting to update the pipeline

Proposal status and sales stage should reflect the current situation.

How to create a repeatable proposal process

A simple process can include:

Capture every lead in the CRM;
Gather all necessary project information;
Create the scope and line items;
Review pricing;
Send the proposal quickly;
Confirm that the customer received it;
Monitor proposal status;
Follow up at planned intervals;
Record approval or rejection;
Convert approved proposals into jobs;
Invoice after the work;
Request a Google review after completion.

A repeatable process makes proposals easier to manage as the business grows.

Summary: why use DunaHub Visual Proposals?

DunaHub Visual Proposals help contractors create professional online quotes, send them through a public link, track proposal status, and receive clear customer approval.

Each proposal can include services, descriptions, quantities, and prices. Customers can approve or reject online, and approved proposals can convert into service jobs without entering the same information again.

The Free plan includes 10 proposals per month. Starter and Pro include unlimited proposals with lightweight electronic approval.

For contractors, the main benefit is a connected workflow:

Lead → Proposal → Approval → Job → Invoice → Payment

Instead of leaving estimates in PDFs, texts, and separate tools, the business keeps the customer and the work connected from the first inquiry to the final payment.

Frequently Asked Questions

What is proposal software for contractors?

It is a system used to create, send, track, and approve professional estimates or project proposals.

Is DunaHub proposal software free?

Yes. The Free plan includes up to 10 proposals per month.

Does the Free plan include electronic signatures?

No. Lightweight electronic approval is included on Starter and Pro.

How does proposal approval work?

The customer opens a public link and chooses to approve or reject the proposal. Paid plans record approval information such as IP address and user agent.

Is DunaHub the same as DocuSign?

No. DunaHub offers lightweight proposal approval for service workflows. It is not an advanced legal document-signature platform.

Can I track when a customer opens the proposal?

Yes. Proposal statuses include Draft, Sent, Viewed, Approved, and Rejected.

Can an approved proposal become a job?

Yes. Approved proposals can be converted into jobs with the service information already filled in.

Can I include multiple services?

Yes. You can add multiple line items with names, descriptions, quantities, and prices.

Can I add photos or attachments?

Not currently. DunaHub proposals support text and line items, but not photos or file attachments.

Can I send the proposal by text?

Yes. You can send the public proposal link by text or email.

Are proposal numbers generated automatically?

Yes. Proposals receive sequential numbers such as PRO-001 and PRO-002.

Are proposals unlimited?

Starter and Pro include unlimited proposals. Free includes 10 proposals per month.

Does DunaHub charge per user?

No. DunaHub uses flat-rate company pricing rather than a separate fee for every user.

Start sending professional proposals

Want to replace basic text quotes and disconnected PDFs with professional proposals your customers can review online?

Create your free DunaHub account and start sending clear, trackable proposals for your service business.

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