Adding Documents to a Proposal
Send your own documents with a quote: your terms and conditions, a warranty, a floor plan, a product brochure, or a document you wrote with Sammy in Flex, like a SWMS. Add them once and they go to the client with the proposal, either inside the proposal PDF or as their own files.
Adding documents#
- Open your quote and switch to the Proposal view
- Click Add Docs (next to Add Section)
- Upload a PDF or Word (.docx) file, or drag it onto the window
- Or add one that's already on the job, listed under the upload box. This shows the documents and Flex documents on this quote and the project's other quotes, and the project's files
Each document shows its type, number of pages and size. Click the arrow icon to open it and check it's the right one.
On your phone: In the Proposal view, tap + at the bottom of the screen, then Add Docs.
Adding a Flex document#
A Flex document (a SWMS, a method statement, a scope letter) goes on the proposal as a PDF copy, printed with your letterhead, the same as when you download it from Flex.
Only the parts you've accepted go in the copy. Before adding it, Sammy checks the document:
- If Sammy has changes you haven't accepted, you'll see a yellow note saying how many. They won't be in the copy. Click Review in Flex to accept or reject them first, or Add anyway to add it without them.
- If nothing in it has been accepted yet, it can't be added, because the copy would be blank. Click Review in Flex and accept Sammy's draft first.
When you change a Flex document after adding it#
The proposal keeps the copy you added. It doesn't change by itself, so what the client gets is always something you chose to send.
If you edit the document afterwards, a yellow ! appears next to + 2 docs beside the proposal. Click it to open the Documents window, where that document says it has changed. Click Refresh to swap in a new copy. If you don't, the client gets the copy from before.
You'll also see the note under Documents when you click Send Proposal, so you can refresh it before you send.
Choosing how they're sent#
Once a document is on the proposal, Send them as appears under the list. Choose how the client gets them:
- Combined PDF (the default). Your documents are added after the proposal's pages, so the client gets one file.
- Separate files. Each document goes with the email as its own attachment, in the order you set. A Word file stays a Word file.
You can change this any time before you send.
Checking what's going before you send#
Once a quote has documents, you'll see + 2 docs (or however many you've added) next to the proposal preview. On a phone or a smaller screen it sits under the proposal. Click it to:
- Edit documents: add, remove or reorder them
- Preview the full PDF (Combined PDF): see exactly what the client will get
- Open each file (Separate files)
When you click Send Proposal, your documents are listed under your message. The Actions menu at the top has Preview and Add documents.
Putting them in order#
Use the up and down arrows in the Documents window. The documents go in that order, after the proposal.
Removing a document#
Click the X next to it. This takes it off the proposal. It doesn't delete the file from your quote or project, and any email you've already sent keeps its copy.
Sizes and limits#
- Each document can be up to 15 MB, and a proposal can have up to 10 documents (15 MB together).
- An email can only carry about 14 MB before some email providers (like Outlook and iCloud) turn it away. If your proposal and documents are bigger than that, Sammy sends the email with a link instead, and the client opens and downloads everything from the online proposal. The email tells them so.
- Big PDFs with lots of pictures may be made smaller when you add them. Your original file is never changed.
Things to know#
- Password-protected PDFs can't be added. Save an unlocked copy and add that.
- A Flex document goes as a PDF, even when you send documents as separate files.
- Old Word files (.doc) can't be uploaded here. Save the file as .docx or PDF first, or add it from the project's files.
- Your standard terms for every quote belong in Settings > Terms. Use Add Docs for documents that belong to this quote.