How-Tos

Short, recipe-style guides for the things proposal teams do most often.

Draft a proposal from scratch

1. Pipeline → + New Opportunity
2. Fill in account, title, estimated value
3. Click into the Opportunity → New Estimate
4. Use AI Quick to seed line items, or chat: "give me pricing for a 10-panel 4mm videowall with full install"
5. Iterate pricing; save revisions as you go
6. Export PDF — it attaches to the CRM Opportunity automatically
7. Send the PDF link to the client

Respond to a client's RFP

1. Tools → RFP Analyzer
2. Upload the RFP file (PDF, Word, or Excel)
3. Review the extracted requirements and proposed responses
4. Refine the compliance matrix
5. Export — the response becomes the basis of your Opportunity proposal

Generate an Installation SOW

1. Open the Opportunity detail
2. Make sure the estimate is final (or close to it)
3. Click Generate Installation SOW
4. AI drafts the doc using line items + venue context + uploaded drawings
5. Review, tweak, download PDF + Word versions
6. Both versions attach to the Opportunity in the CRM automatically

Generate a Premium SOW

1. Open the Opportunity detail
2. Click Generate Premium SOW
3. Add the high-touch sections: creative scope, content production, training schedule, ongoing support SLA
4. AI drafts using the priced line items + the additional context
5. Download branded PDF
6. Auto-attaches to the Opportunity in the CRM

Compare two estimate revisions

1. Open the Opportunity → Estimator
2. Click Revisions in the top-right
3. Pick Revision A and Revision B
4. The compare view shows added, removed, and changed line items

Price a courtside table or stanchion

1. Open the Estimator on an Opportunity
2. Open the Courtside Wizard
3. Pick the pitch toggle (3.9mm or 2.9mm)
4. Pick the size card:
   • Tables: 10' / 8' / 6' / 5'
   • Stanchions: Single / Double
5. Dimensions auto-populate from the product database — no manual H/W entry
6. Add to the estimate

LED displays still use manual dimensions — only courtside tables and stanchions are fixed-dimension.

Update a finalized estimate when the rate card changes

1. Open the Estimator on the Opportunity
2. Click Refresh from Rate Card
3. The estimator shows a per-line diff (old price → new price)
4. Accept the lines you want to update; reject the ones you don't
5. Save — creates a new revision; the prior revision is preserved

The estimator never silently overrides what you've already typed — you always see the diff first.

Retire old estimate drafts

1. Estimator list view
2. Select the stale drafts with the checkboxes
3. Bulk delete — or mark cleanup status to archive without deleting

Send a proposal for internal review

1. Open the Proposal Detail page
2. Click Send for Review
3. Pick a reviewer
4. They get a Slack notification + an email
5. Reviewer leaves comments inline; you address them
6. Once approved, mark the proposal as Sent

Mark a proposal as sent

1. Open the Proposal Detail page
2. Click Mark as Sent
3. The proposal locks (no more edits)
4. Send-date is stamped
5. Universal CRM Push fires:
   • PDF attaches to the Opportunity in the CRM
   • Timeline activity logged
   • Slack notification posted

Find the right SOW from six months ago

1. Open the Opportunity
2. Files tab — every generated SOW for this Opportunity is listed with timestamps
3. Or use the SOW history list in the proposal workspace.

Every SOW ever generated is archived; nothing gets garbage-collected.

Scan a client's existing SOW

1. Tools → SOW Scan
2. Drop the client's SOW (PDF, Word)
3. Get back a structured summary:
   • In-scope items
   • Out-of-scope items
   • Acceptance criteria they expect
   • Timeline they specify
4. Use the summary to inform your response

Build the submittal package for an installer

1. Open the Project (won deal that's now in execution)
2. Click Generate Submittal
3. The Submittal Compiler pulls:
   • Spec sheets for each line item from the catalog
   • Cut sheets, drawings
   • Installation requirements from the SOW
4. Output: single PDF the installer can hand to the venue

Change the AI mode for an estimate

1. Settings → AI
2. Pick the approved mode for the estimate
3. Save — the next estimate uses the selected mode

Admins manage provider credentials outside the user interface.

Restore a deleted estimate

1. Estimator list view → filter to Trashed
2. Find the estimate
3. Click Restore — it goes back into the active list

Soft-delete is the default for bulk actions. Estimates are kept in trash for 14 days, then permanently removed.

Troubleshooting

The estimate export is missing line items

Most often: a line item without a unit price gets held back to avoid $0 lines hitting the client. Fix the price, then re-export.

The SOW generation timed out

Premium SOWs with 30+ line items can take 60-90 seconds. If it actually times out, retry once and then ask an admin to check the AI service health.

The PDF didn't attach to the Opportunity

Most common cause: the Opportunity was deleted or archived between estimate save and export. Restore or recreate the Opportunity, then export again.

"Rate card not found" on a new estimate

You're looking at a stale tab. Refresh — the rate card is loaded once per session.