Duplicating proposals to re-engage clients yearly

If you currently have active engagements with your clients, we suggest re-engaging them every financial year for a few reasons:

  • Allows you to review scope and pricing

  • Ensures your agreement is up-to-date

  • Opportunity for upselling services and cross selling

In order to do this, we suggest using the duplicate proposal function in Practice Ignition.

Table of Contents


Active services and how to end them

Your client's Services tab will show all the Active services that are within their current proposal's contract period.

You can end all of your client's Active services by clicking the End all services button or clicking into each individual service → End service.

Ending services before or after the renewed proposal is accepted

You can choose when to end your client's services - either before or after the renewed proposal is accepted.

We suggest ending your client's active services before the renewed proposal is accepted as it is a cleaner and simpler process, but please take a look at each option to decide what works best for you.

Before renewed proposal is accepted

Pros

Cons

  • You don't need to take action after the proposal is accepted - it's a clean start with a new proposal

  • There is a defined cut-off or transition date

  • No possibility of accidentally double-billing your client

  • Your billing stops between the time you ending your client's services and when they accept the renewal proposal

  • You may need to chase your client to accept the proposal

After renewed proposal is accepted

Pros

Cons

  • Billing doesn't stop (as long as your client's active services are being billed indefinitely)

  • Client doesn't experience billing inconsistencies

  • Possibility of accidentally double-billing your client if you forget to end services

  • An extra step required - you need to remember to end their services after the proposal is accepted

If you choose to end your client's active services after the renewed proposal is accepted, you will need to first identify which of their active services came from the previous proposal.

To do this, we first need to identify the previous proposal's ID number.

1. Navigate to your client's Summary tab and you can identify the ID number above the accepted proposal.

In the example below, it is PROP-0243.

2. Then, navigate to your client's Services tab → click into a specific service → Audit section and identify the proposal number that generated this service.

In this example we can see it's a match to the proposal number we identified earlier - PROP-0243.

If this was created by another proposal ID that doesn't match, leave it alone.

3. End the service by clicking End Service.

Then, repeat these steps until you have checked all active services under the client.


Duplicating, amending and sending the proposal

This process can be repeated across all of your clients that require a renewed proposal.

📣 Note that if you choose to end your client's services before the renewed proposal is accepted, ensure you action this before proceeding with this process. 📣

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

2. Make the changes that are required. We suggest reviewing your pricing, scope and potential to upsell or cross sell additional services where necessary.

3. Once you have made the changes, send the proposal to your client to sign.

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

(We always suggest sending the proposal to your client to accept, but you can use this method if they are unable to sign for a particular reason - i.e. Doesn't have email)

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.

📣 Note that if you choose to end your client's services after the renewed proposal is accepted, ensure you take the appropriate steps once your client accepts 📣


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