Introduction

Clients don’t wait. If you’re still taking three days to price and send, you’re losing out to the contractor who replies the same afternoon. This guide shows you how to deliver same-day proposals consistently, without sloppy scope or risky pricing. We’ll cover what to prepare, how to capture on site, and the exact workflow to get a signed proposal before the lead goes cold. You’ll use practical tools like voice capture, photo evidence, and e-signature to speed up the process and protect your margin. By the end, you’ll have a repeatable system for same-day proposals that you and your team can run in under 90 minutes.

Quick Answer: Same-day proposals are delivered by preparing templates in advance, capturing scope on site with voice and photos, pricing with standard assemblies, and sending a branded PDF with e-signature before the day ends. Use clear inclusions/exclusions, allowances, and a 24–48 hour price lock to protect your margin.

Table of Contents

• Quick Answer
• Key Takeaways
• Why Same-Day Proposals Work
• Step-by-Step Same-Day Proposal Workflow
• Pricing Fast Without Guesswork
• Follow-Up That Seals the Deal
• Tools and Templates You Need
• FAQ
• Conclusion

Key Takeaways

• Build a template library once; it cuts proposal prep to 20–30 minutes per job.
• Capture scope on site: 6–12 photos, key dimensions, and voice notes reduce back-and-forth by half.
• Price fast with assemblies and allowances; lock quotes for 7 days with clear exclusions.
• Send within 60–90 minutes and include e-signature to shorten decision time by 1–2 days.
• Convert signed proposals to invoices in one click to keep cash moving.

Why Same-Day Proposals Work

Speed wins. When a client asks for a quote, they’re usually evaluating options within 24–48 hours. If yours lands first and reads clearly, you set the anchor price and scope. Many contractors find that fast, clear proposals increase acceptance rates and almost eliminate “Are you still interested?” calls.

The catch? Rushed quotes can be vague. Vague scope leads to disputes. The fix is structure: predefined scope blocks, standard exclusions, and allowances. With a simple process, same-day doesn’t mean sloppy. It means fast, consistent, and defensible.

Common mistakes to avoid:

• Writing freehand scope from memory instead of using a standard block.
• No photos. Always attach 6–12 images for context.
• Pricing from a single supplier call you might not get the same day.
• No expiry or assumptions, leaving you exposed to price changes.

Step-by-Step Same-Day Proposal Workflow

1. Preload Templates (15 Minutes, Once)

Set up proposal templates with your logo, standard terms, and payment stages.

• Include sections for inclusions, exclusions, assumptions, and allowances.
• Add a simple acceptance clause with e-signature.
• Prepare 10–20 scope blocks (e.g., “Stud wall 3 m x 2.4 m”, “Kitchen rip-out”, “Tile install per m²”).

Using Donizo:

• Discover and Ascension plans let you create branded PDFs (branding on Ascension) with basic or custom templates.
• Autopilot adds advanced templates for more complex jobs at scale.

2. Capture On Site With Voice and Photos (10–15 Minutes)

Don’t rely on memory. Capture as you walk.

• Record voice notes for each room/zone with key dimensions (e.g., 3.8 m x 4.2 m), services (water/gas/electric), and access constraints.
• Take 6–12 photos: wide shots, close-ups of issues (cracks, rot, old wiring), and access points.
• Note client priorities (budget, timeframe, finish level).

Using Donizo’s Voice to Proposal:

• Dictate scope and attach photos on site. Donizo turns this into a structured proposal draft while you’re still in the van.

3. Structure the Scope (10 Minutes)

Turn capture into clarity.

• List inclusions line-by-line. Be specific: “Supply and fit 6 x LED downlights, warm white, 3000K.”
• Add exclusions: “Decorating beyond made-good patching,” “Asbestos removal,” “Planning approvals.”
• Set allowances: “Tile allowance: £30/m² material only,” “Tap allowance: £120 per unit.”
• Add assumptions: “Existing subfloor is level within 5 mm over 2 m.”

Result: a scope a client can understand and your team can build from.

4. Price Fast (15–25 Minutes)

Use standard assemblies and productivity rates.

• Labour: hours per unit (e.g., 0.75 hr per m² tiling, 1.5 hr per door hang).
• Materials: plug in current list prices or an allowance band.
• Overheads and profit: apply a consistent markup.

Using Donizo Autopilot’s Margin Estimator:

• Check your margin before sending. Adjust allowances or scope so you hit your target without guesswork.

5. Draft and Review (10 Minutes)

Generate the proposal from your captured notes.

• Add a 7-day price validity.
• Include a start window (e.g., “Estimated start within 3–4 weeks of acceptance”).
• Set payment terms (e.g., 40 percent deposit, 40 percent mid-way, 20 percent on completion).

Using Donizo:

• Convert your voice/text/photo inputs into a branded PDF. Ascension removes watermarks and adds your logo.

6. Send With E‑Signature (5 Minutes)

Get it in their inbox the same day.

• Email the proposal with a short note summarising scope, price, and start window.
• Enable e‑signature so clients can accept instantly via the client portal.
• Set an automatic reminder for 24 hours.

Using Donizo:

• Send Proposal with e‑signature built in. Clients view, ask questions, and sign digitally for legally binding acceptance.

7. Follow Up and Convert to Invoice (5–10 Minutes)

If no signature after 24 hours:

• Send a short follow-up: “Any questions I can clarify today?”
• Call once at 48 hours to confirm timeline and next steps.

Using Donizo:

• Once signed, convert to an invoice in one click and start payment tracking. [learn more about invoicing]

Old vs New: What Changes

Pricing Fast Without Guesswork

Use Assemblies, Not One-Off Maths

Build assemblies for common tasks: “Paint room up to 20 m²,” “Replace basin,” “Fit 2.4 m stud wall.” Each assembly has labour hours, materials, fixings, and waste. It turns 20-minute calculations into 2-minute selections.

Offer Good/Better/Best Options

Where specs vary (e.g., flooring, fittings), show three options in one proposal. It reduces back-and-forth and avoids repricing. Clients pick the budget band that suits them, and you keep your margin visible.

Protect With Allowances and Expiry

Materials move. Keep control by setting allowances and a 7-day price validity. Add a note: “Final price may adjust to actual selections and site conditions beyond assumptions.” That keeps you fast and fair.

Common Pitfalls

• Pricing bespoke items without an allowance line.
• No labour buffer for access constraints (add 10–20 percent hours for tight spaces).
• Forgetting waste factors (5–10 percent for flooring/tiles is common).

Follow-Up That Seals the Deal

A clear, polite follow-up beats a long sales pitch. Use a simple three-touch sequence:

• T+24 hours: “Hi NAME, checking you received the proposal. Any questions I can clear up today?”
• T+48 hours: Quick call. “Anything holding you back from moving forward this week?”
• T+5 days: “Last call before the price validity window closes.”

Address common objections:

• Price: Revisit options. Offer a scope swap, not a discount.
• Timing: Share your next two start windows (e.g., week of the 15th or the 29th).
• Clarity: Walk through inclusions/exclusions line-by-line. Attach two extra photos if needed.

E‑signature reduces friction—clients can approve in 30–60 seconds with no printing or scanning.

Tools and Templates You Need

• Scope Block Library: 10–20 common tasks with standard wording.
• Exclusions Library: Asbestos, hidden defects, permits, decor, specialist testing.
• Photo Checklist: Wide shots, services, damage, access, meter positions.
• Terms and Payment: Deposit, progress claims, retention (if used), late payment terms.
• Proposal Template: Branded cover, summary, line items, assumptions, acceptance.

Where Donizo fits:

• Discover (Free): Unlimited proposals with voice/text/image input, e‑signature, PDF export (watermark). Ideal to prove the same-day system.
• Ascension: Custom branding, invoicing and payment tracking, basic templates, analytics dashboard, priority support, no watermark.
• Autopilot: Advanced templates, margin estimator for pricing, multi‑language support for bilingual clients, work report exports.

Many teams report saving 2–3 hours per week once templates and assemblies are set. More importantly, the first proposal usually lands within 60–90 minutes of the site visit.

FAQ

How Do I Send Same-Day Proposals After a Site Visit?

Capture everything on site: voice notes, 6–12 photos, and key dimensions. Use templates for scope blocks, exclusions, and allowances so you’re not writing from scratch. Generate a branded PDF and enable e‑signature so the client can approve the same day. This is the core of a reliable same-day proposals workflow.

What If I Can’t Get Supplier Prices That Fast?

Use allowances for specific items (e.g., taps at £120 each, tiles at £30/m²) and set a 7-day validity. Make it clear final price may adjust to chosen products or unforeseen conditions. For specialist items, include a provisional sum and confirm before ordering. This keeps same-day proposals accurate enough to sign while protecting your margin.

Are E‑Signatures Legally Binding for Proposals?

In general, e‑signatures are widely accepted as legally binding when the proposal includes clear terms, identity can be reasonably verified, and an audit trail exists. Donizo’s e‑signature provides digital acceptance and a client portal record. Always include inclusions, exclusions, allowances, and payment terms to avoid ambiguity.

How Detailed Should the Scope Be To Avoid Change Orders?

Be specific: quantities, room names, product allowances, and quality levels. Include exclusions and assumptions such as “no asbestos present” or “existing wiring adequate.” Attach 6–12 photos. This detail lets clients understand exactly what’s included, supports same-day proposals, and reduces disputes later.

How Do I Follow Up Without Being Pushy?

Keep it short and helpful. Message at 24 hours to confirm receipt, call at 48 hours to clarify questions, and send a final reminder before the 7-day validity ends. Offer options (good/better/best) instead of discounts. E‑signature in the proposal makes it easy for them to approve when they’re ready.

Conclusion

Same-day proposals don’t require heroics—just a system. Capture on site (10–15 minutes), structure scope (10 minutes), price with assemblies (15–25 minutes), and send a branded, e‑signable PDF (5 minutes). That’s 60–90 minutes end to end. Build your template library this week and run a 7‑day sprint to prove it. Donizo’s Discover plan gets you unlimited proposals with e‑signature; Ascension adds branding and invoicing; Autopilot layers in advanced templates and a margin estimator. Ready to win the day you visit? Start free and send your first same-day proposal today.