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 and will keep the original proposal's start date. It simply 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 Practice Ignition will keep an archived version of all previous versions of the proposal which you can view but not edit so that you will always have an audit trail of what was changed.
Note: There are certain things you won't be able to change - the start date of the proposals, any invoices that have already been created, and any upfront jobs that have been created.
Keep in mind that you can only adjust a proposal that has an active recurring service or an uninvoiced service. You will not be able to adjust proposals that only has On Acceptance services or a proposal that has finished deploying all invoices.
To do this, open the proposal you wish to work on and click Adjust Proposal.
This will create a child proposal with a locked start date. Apply the desired changes to your engagement and move forward like how you would when creating a new proposal. Once done with the adjustment, Save the proposal.
Like creating a new proposal, you will also have the same Action options - Mark For Review, Send to Client or Accept on Client's Behalf.
- The original proposal will still run up until your client accepts the child proposal.
- Once the child proposal has been accepted, it will be set to active and supersede the original proposal.
Sending to clients
If you are sending this newly adjusted proposal to your clients by clicking the Send to Client button, your clients will then receive a new proposal email with a link to click through and accept the proposal (as per the normal standard workflow). Once this is accepted, the previous parent proposal will automatically be completed.
If however this is time-sensitive or you’d like to make this as smooth as possible for your client, you can Accept on Client’s Behalf.
Accepting on clients behalf
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 you accept the proposal on behalf of your client, the proposal will change to an Active state and the previous parent proposal will automatically be completed.
If you are using Practice Ignition payments and were collecting payments, you’ll need to enable payments manually on this proposal.
Head into the Invoices & Payments tab on the proposal and click on Enable Payments.
Then, select the specific payment method and click Save.
And you’re done! Ensure that you communicate to your client that this change has been made.
Tip: If you're editing an active proposal with a service billed on a monthly recurring basis, make sure to disable 'Pro Rata'. This will make sure that your client won't be billed for the months that they already paid for in the previous proposal.