We are currently unable to change the price of a service once a proposal is accepted.

However, please see below for some workarounds depending on whether you are using our Classic Proposal Editor or our New Proposal Editor.

These workarounds apply for any service pricing increase or decrease, such as the Xero price increase (Sept, 2021). - Download the updated Xero Subscription Services here (AUS/NZ)

Table of Contents:


Updating services on a Classic Proposal

If you have an active recurring engagement with a client and would like to change your offering in the middle of the engagement, you can do so by adjusting the proposal.

This will create a child proposal which is essentially a copy of the original proposal. It allows you to make changes to the existing engagement without changing what was already started/completed.

Practice Ignition will keep an archived version of all previous versions of the proposal which you can view (but not edit) so that you will always have an audit trail of what was changed.

You can make any edits to the service price in the child proposal or change the service entirely. Then, you can either re-send it to your client for acceptance or you can accept the proposal on your client's behalf.

Pro tip: Change the start date of the proposal to align with the month of the new subscription price. This will ensure you don’t overcharge your clients for already collected fees.

Sending to clients

If you are sending this newly adjusted proposal to your clients by clicking Send to Client, your clients will then receive a new proposal email with a link to click through and accept the proposal (as per the normal standard process).

You may experience long wait times for the proposals to be accepted so make sure to turn off Continuous Recurring Billing on the original proposal so no double billing occurs.

Accepting on clients behalf

Please note: We strongly suggest that if you want to proceed with this method, communicate with your clients early and get their explicit permission to make these changes. Your client will not receive an acceptance notification if the proposal has been accepted on their behalf.

Once the adjusted proposal is accepted the original proposal will be marked as complete and the future billings will stop.

If you are using Practice Ignition payments and were collecting payments, you’ll need to enable payments on this new child proposal.

Then, select the specific payment method and click Save.

I have a lot of proposals to adjust, is there any assistance?

Though we can’t adjust proposals on your behalf we can assist with creating proposals in bulk with the new pricing.

This is supported through the bulk proposal creation process. Read all about it here!

Preparation for bulk proposal creation

Before we can assist with the bulk proposal creation process, you'll need to first identify the clients currently receiving the service that needs a price change.

The easiest way to do this is through the Service Revenue Export.

To do this, navigate to your Dashboard → Services panel → Export.

Then, select a date range to capture all your proposals and then select Client as the Report Type. Click Generate Report when you are ready.

A CSV file will be sent to your email address.

Open the file and filter based off of the Service Name (Column B) so that your file only displays clients that are currently receiving the service that needs a pricing update.

Copy and paste the data into a new CSV file.

Then, reach out to your Account Manager for further assistance with the bulk proposal creation process!


Updating services from a New Proposal

In order to make a change to a New Proposal, you will first need to end the active services that were generated on the original proposal.

To do this, navigate to a clients Services tab and end the currently active recurring service(s) pertaining to that proposal.

Then, you can follow these steps below to create a duplicate proposal with the desired changes.

1. Duplicate the original proposal by clicking into the proposal → Actions → Duplicate

2. Make the changes that are required.

If your proposal contains more than just Xero subscriptions you’ll need to remove the other services before proceeding.

Ensure the billing start date to align with the existing recurring services and is on the correct date.

3. Once you have made the changes, we suggest sending the proposal to your client again to sign.

Alternatively, in the proposal send step you can move the proposal to an Awaiting Acceptance status → Accept on client's behalf.

If you intend to accept the proposal on client's behalf, you will need to select and confirm the payment method they wish to use (if your client has previously agreed to make payments)

You will also need to enter a reason for accepting on the client's behalf.

Please note: We are currently developing a change request functionality for new proposals that will address these scope changes and price increases. We appreciate your patience as we continue to improve the New Proposal Editor. Stay tuned for more updates!

I need to action a lot of price changes, is there any assistance?

Though we cannot end services on your behalf, we can assist with creating proposals in bulk with your new service pricing.

This is supported through the bulk proposal creation process that utilizes Custom Template, available on Professional and Scale plans. Read all about it here!

Preparation for bulk proposal creation

Before we can assist with the bulk proposal creation process, you'll need to first identify the clients currently receiving the service that needs a price change.

The easiest way to do this is through the Service Revenue Export.

To do this, navigate to your Dashboard → Services panel → Export.

Then, select a date range to capture all your proposals and then select Client as the Report Type. Click Generate Report when you are ready.

A CSV file will be sent to your email address.

Open the file and filter based off of the Service Name (Column B) so that your file only displays clients that are currently receiving the service that needs a pricing update.

Copy and paste the data into a new CSV file.

Then, reach out to your Account Manager for further assistance with the bulk proposal creation process!

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