The New Proposal Email Message is part of your Notifications Library in your Practice Ignition account. This template creates the covering email that sends from Practice Ignition to your client when you are ready to send your proposal.

If you are subscribed to the Professional or Scale plan for Practice Ignition, your template library allows you to create multiple New Proposal Email Message templates, saving you from tricky manual processes (and lots of time!) when you need to tailor the message that you are sending to your clients.

If you're not sure what plan you are on, you can check under your Account page.

To access the Notifications Library simply navigate to the Library in the Side Navigation Menu, and select Notifications.

Best Practices

Your account includes a default generic email template that satisfies the basic need of sending a proposal to your client quickly. However, based on feedback gathered from thousands of practices, we found that many users were having to find creative ways to tailor the message they were sending to their clients, or avoiding sending via email in Practice Ignition and instead, embedding the Proposal Short link  into a completely separate system. 

As a result of your feedback, Practice Ignition has introduced the ability to create as many New Message Templates as you like. With the feedback in mind, we've created 4 templates that every practice should add into their account. These templates cover the most common reason a proposal is sent. Further below you can directly copy and paste these recommended templates into your own library!

Let's first take a look at the 4 common reasons a proposal is sent, and what the message should include:

Engaging a New Client

Sending a proposal to a new client/prospect is going to be the most common reason you'd send a proposal. The message should set the tone for a great relationship. Include a welcoming statement that thanks them for their interest and tell them that you're looking forward to a close working relationship.

Assure them that the process for accepting your online proposal is simple and ensure they understand that you're available to answer any questions, simply by having them ask their questions directly on their proposal. Always set expectations about what will happen next. 

Change of Scope (or Up-sell)

In professional services, scope change is inevitable, whether through scope creep, or because you successfully up-sold additional services. This would be the next most common reason to send a proposal.

In this scenario, your client should already be familiar with the acceptance process, so fewer instructions are necessary. If they are paying you through PI, then you can assure them that they won't need to enter their payment method again. 

Most importantly, you should advise them that work on the new scope will not begin until this proposal is accepted. Simply let them know that in order to meet their expected timelines, they need to sign their proposal ASAP.

Renewal Proposal

This scenario is very similar to the change of scope proposal, in that your client should already be familiar with the proposal acceptance process. In this message, you are simply confirming that your service agreement is being renewed. 

Ideally, this should not be a surprise to your client. You should be informing your clients that you conduct a periodic engagement renewal as you are onboarding them, plus giving them a "heads up" a few weeks prior to sending the renewal. As such, this template can be nice and simple, and guide them to sign the renewal ASAP. 

If you do have recurring services, then you will want to set a hard "sign by" date in your message to ensure that you can continue to invoice and collect without delay or interruption. 

Migrating an Existing Agreement onto PI.

Migrating all of your existing agreements on to your Practice Ignition account presents a significant number of benefits; a single process for all proposals, all of your engagement data in one place, the ability to completely eliminate your Accounts Receivable process, and an accurate revenue dashboard, just to name a few. 

Your Customer Success Manager and/or Account Manager will help you with a migration of your agreements onto the PI platform, but of course, it'll be important to explain to your clients why they are receiving a new agreement for the same set of services that they've already signed for. Keep it simple and transparent by informing them you're simply moving to a platform that provides more efficiency, so you can focus on your relationship with them.

Editable Templates

Simply copy the text from the grey boxes below and make changes as you see fit.

Important notes: 

  • Ensure you keep this line (otherwise your client won't be able to access the proposal
*"Click here to view and accept the proposal":{{ proposal.accept_url }}.*

  • replace your phone and website in the "email signature portion". To make sure your website link is clickable, you'll need to enter it twice like this:
"www.practiceignition.com":www.practiceignition.com


Engaging a New Client

***Subject line: Your online proposal from {{ practice.name }}***

Dear {{ contact.addressee| default:contact.name }},

Thank you for choosing {{ practice.name }} as your business partner. We are looking forward to working closely with you.

As promised, the proposal for your services is linked below. This is an online proposal which includes a detailed summary of our agreed services, a payment schedule, and terms of business.

*"Click here to view and accept the proposal":{{ proposal.accept_url }}.*

The process to accept the proposal is simple. Follow the steps on the screen and if you have any questions you can use the question box. We will be notified and will respond directly within the proposal.

You’ll receive a signed copy of the contract as soon as you accept the proposal. We also store a copy on file if you ever misplace it.

Once again, we thank you for your business and look forward to getting started.

Kind regards,

{{ proposal.sender_name }}

*{{ practice.name }}*

*P:* Phone number goes here

*E:* {{ proposal.sender_email }}

*W:* "link to website (this is the clickable text)":http:www.urlofwebsite.com 

Renewal Proposal

***Subject line: Your updated Service Agreement from {{ practice.name }}***

Dear {{ contact.addressee| default:contact.name }},

{{ practice.name }} would like to thank you for your continued support. We look forward to the opportunity to continue our professional working relationship with you.

As discussed, {{ practice.name }} has implemented a Service Agreement renewal process to ensure that we are committed to providing the highest quality service to you at all times. This process also assures that our relationship is always aligned.

The proposal for your Service Agreement renewal is linked below. The process is the same as last year but includes an updated summary of services, payment schedule, and terms of service.

*"Click here to view and accept the proposal":{{ proposal.accept_url }}.*

If you have any questions, please use the question box on the proposal and we will respond directly within the proposal. An updated copy of your contract will be sent to you as soon as you accept.

Kind regards,

{{ proposal.sender_name }}

*{{ practice.name }}*

*P:* Phone number goes here

*E:* {{ proposal.sender_email }}

*W:* "link to website (this is the clickable text)":http:www.urlofwebsite.com

Change of Scope (or Upsell) Proposal

***Subject line: Your Change of Service Agreement proposal from {{ practice.name }} ***

Dear {{ contact.addressee| default:contact.name }},

As discussed, the proposal for your updated Service Agreement is linked below. The process for acceptance is the same as your original proposal. This Change of Service Agreement includes an updated summary of services, payment schedule, and terms of service.

*"Click here to view and accept the proposal":{{ proposal.accept_url }}.*

To ensure that we meet expected timelines, we appreciate your prompt acceptance of this proposal.

If you have any questions, please use the question box on the proposal and we will respond directly within the proposal. An updated copy of your contract will be sent to you as soon as you accept.

Kind regards,

{{ proposal.sender_name }}

*{{ practice.name }}*

*P:* Phone number goes here

*E:* {{ proposal.sender_email }}

*W:* "link to website (this is the clickable text)":http:www.urlofwebsite.com

Migrating an Existing Agreement onto PI.

***Subject line: Your online Service Agreement from {{ practice.name }}***

Dear {{ contact.addressee| default:contact.name }},

As previously advised, {{ practice.name }} has moved to an online proposal and payments system. Moving to this system allows us to focus our time on what matters; serving you.

The link below will take you to an online version of your existing Service Agreement, which contains the same services and fee schedule as the one you signed previously.

The process to accept is simple. Follow the steps on the screen and if you have any questions you can use the question box. We will be notified and we will respond directly within the proposal.

It also includes a secure payment portal. You will only need to enter your preferred payment method once, and we will take care of the rest. This is an automated process which allows payments to be securely collected based on our agreed payment schedule.

*"Click here to view and accept":{{ proposal.accept_url }}.*

You’ll receive a signed copy of the contract as soon as you accept the proposal. We will store one on file if you ever misplace it.

Kind regards,

{{ proposal.sender_name }}

*{{ practice.name }}*

*P:* Phone number goes here

*E:* {{ proposal.sender_email }}

*W:* "link to website (this is the clickable text)":http:www.urlofwebsite.com

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