First-time setup checklist

Congratulations on joining Proposify! 

You're about to transform how you create and send professional documents. This checklist will guide you through the essential setup steps that turn new users into deal-closing champions. 

Think of this as your roadmap to success—each step builds on the previous one, creating a solid foundation for winning more business.

Let's walk through each step together and get you set up for success.

Your Complete Setup Journey

Step 1: Create Your Template

Status: You've already done by selecting a template during onboarding.

If you used our AI-powered setup process during registration, you're ahead of the game! Our intelligent system has already created a professional template based on your industry and preferences. This template serves as your starting point and includes:

• Industry-appropriate sections and content structure
• Professional design elements that match your business type
• Placeholder content that you can easily customize
• Proper formatting and layout for maximum impact

What This Means for You: Your template is like having a professional document designer on your team. Instead of staring at a blank page wondering where to start, you have a proven structure that other successful businesses use to win deals.

Next Steps if You Skipped This: If you somehow missed the AI template generation, don't worry! Head to your Templates section and click Create New Template. You can choose from our gallery of professionally designed templates or let our AI create one specifically for your business.

Step 2: Customize Your Template

Goal: Add your branding, edit text, and set your pricing

Now comes the fun part—making your template uniquely yours. This step transforms a generic template into a powerful representation of your brand and value proposition.

Brand Customization:

• Upload Your Logo: Click the logo placeholder and upload your company logo (recommended size: 1000px by 1000px for crisp display)
• Apply Your Colors: Use the color picker to match your brand colors throughout the template
• Update Fonts: Select fonts that align with your brand personality—professional, creative, or somewhere in between

Content Personalization:

• Company Information: Replace placeholder text with your actual company details, mission statement, and unique value propositions
• Service Descriptions: Edit the template sections to accurately describe what you offer and how you solve client problems
• Case Studies and Testimonials: Add real examples of your work and client feedback to build credibility

Pricing Configuration: Setting up your pricing structure now saves time later and ensures consistency:

• Create Pricing Tables: Add your standard service packages or product pricing
• Set Up Variables: Use Proposify's pricing variables for easy customization per client
• Configure Payment Options: If you're using integrated payments, set up your preferred payment methods

Pro Tip: Don't aim for perfection on your first pass. Get your template to about 80% complete, then refine it based on real-world usage. You can always come back and polish it further.

Step 3: Generate Your First Document

Goal: Turn your template into a ready-to-send document

This is where your preparation pays off! Generating your first document from your customized template should feel smooth and exciting.

Two Ways to Create Your Document:

Option 1: From Your Documents Dashboard

1. Navigate to your Documents page
2. Click the Create button
3. Select your customized template
4. Your document opens in the editor, ready for client-specific customization

Option 2: Directly from Your Template

1. Go to Templates in your content library
2. Find your template and click Edit Template
3. Click Generate Document from within the template editor
4. A new document is created with all your template settings intact

Client-Specific Customization: Once your document is generated, you can:

• Personalize the content for your specific client and project
• Adjust pricing based on the scope of work
• Add or remove sections as needed for this particular opportunity
• Include client-specific case studies or references

Quality Check Before Moving Forward: Take a moment to review your document from your client's perspective. Does it clearly communicate your value? Is the pricing transparent? Does it feel professional and trustworthy? This quick review can make the difference between a good document and a great one.

Step 4: Send to Your Prospect

Goal: Get your document in front of decision-makers

You've created something fantastic—now it's time to share it with the world! Sending your first document through Proposify opens up a world of tracking and engagement insights.

Preparing to Send:

• Add Your Contact: If you haven't already, add your prospect's information in the Contacts section
• Review Sharing Settings: Choose appropriate permissions and access controls
• Set Up Tracking: Ensure tracking is enabled so you can monitor engagement

Professional Delivery Options:

• Email Integration: Send directly through Proposify with a professional cover message
• Secure Sharing Link: Generate a branded link that you can share via email or other channels

The Follow-Up Strategy: Your document delivery is just the beginning of the conversation. Proposify's tracking features will show you when your prospect opens, reads, and engages with your document—giving you perfect timing for follow-up calls.

Setting Expectations: Let your prospect know what to expect. A simple message like "I've sent over a detailed document that outlines our approach to your project. You'll be able to view it online, and I'm here to answer any questions that come up" sets a professional tone.

Step 5: Close Your First Deal 🎉

Goal: Track engagement and get it signed

This is the moment everything comes together! Your professional document is out there working for you, and now you get to see the power of Proposify's engagement tracking in action.

Monitoring Engagement: Keep an eye on your Document Activity to see:

• When your prospect opens the document
• Which sections they spend the most time reading
• If they share it with colleagues or decision-makers
• How often they return to review it

Reading the Signals: These engagement insights are like having a crystal ball into your prospect's thinking:

• Quick, repeated visits often mean they're excited and sharing with their team
• Long reading sessions suggest they're seriously considering your offering
• Focus on pricing sections indicates they're evaluating budget fit
• Multiple stakeholder views shows the decision-making process is progressing

Timing Your Follow-Up: Use engagement data to time your follow-up perfectly. When you see activity, that's your cue to reach out with a helpful call or email. Something like "I noticed you had a chance to review the document—I'd love to answer any questions that came up."

Closing the Loop: When you're ready to finalize the deal, Proposify makes it easy:

• Electronic Signatures: Add signature fields for seamless contract completion
• Integrated Payments: If applicable, clients can pay directly through the document
• Automatic Notifications: You'll know immediately when documents are signed or payments are processed

Common Questions and Quick Fixes

What if I want to change my template after creating my first document? No problem! You can always go back and edit your template. Just remember that changes only affect new documents—existing documents maintain their current formatting unless you manually update them.

Can I create multiple templates for different types of clients or services? Absolutely! Many successful Proposify users create several templates for different service offerings, client types, or project scopes. This allows for even more targeted and relevant documents.

What if my prospect doesn't engage with the document right away? Don't worry—this is normal! People need time to process information. Use this as an opportunity for a gentle follow-up asking if they need any clarification or have questions about the document.

Next Steps: Building on Your Success

Once you've completed this checklist and sent your first document, you're ready to explore more advanced features that can further enhance your success:

• Advanced Template Customization: Dive deeper into design options and interactive elements
• Team Collaboration Features: If you work with others, explore approval workflows and team templates
• Integration Setup: Connect Proposify with your CRM, accounting software, or other business tools
• Analytics Deep Dive: Learn to interpret engagement data for better sales insights

Need Help Along the Way?

Remember, you're not alone in this process! Our support team is here to help if you get stuck on any step. You can reach out through the in-app chat or visit our help center for additional resources and tutorials.

Every successful Proposify user started exactly where you are now. Take it one step at a time, and before you know it, you'll be creating impressive documents that help you win more business. Here's to your first deal—and all the ones that will follow! 🎉