Purpose
To guide Sales Representatives on how to share proposals with clients in a secure, professional, and trackable way — ensuring confidentiality, version control, and compliance.
Step-by-Step Instructions
- Finalize Proposal
- Ensure proposal is approved as per Proposal Creation & Approval SOP.
- Save as PDF → ClientName – Proposal – vX – Date.
- Store editable file in Repository → Proposals folder.
- Choose Secure Sharing Method
- Email (Preferred for SMB/SMEs)
- Send PDF as attachment.
- Use professional email template with cover note.
- Secure Link (Preferred for Mid-Market/Enterprise)
- Upload PDF to secure storage (SharePoint, Drive, or CRM Doc Send).
- Set permissions: View Only → disable download/edit unless approved.
- Add password or expiry if deal sensitivity is high.
- Email (Preferred for SMB/SMEs)
- void Risky Methods
- Do not share editable files (PPTX, DOCX) unless explicitly requested.
- Do not use personal cloud storage (e.g., personal Google Drive/Dropbox).
- Do not send via unsecured messaging apps.
- Enable Tracking (If Tools Available)
- Use CRM-integrated document sharing (HubSpot, Zoho, Salesforce).
- Enable notifications for when proposal is opened/viewed.
- Record client activity in CRM notes.
- Client Communication
- Email subject line: “[ClientName] – Proposal for [Service/Project]”.
- Cover note should:
- Thank client for their time.
- Summarize key highlights (problem → solution → outcomes).
- Mention proposal validity period.
- Suggest next-step meeting for review.
- Post-Sharing Action
- Update Commercial Proposal Tracker with submission date.
- Log “Proposal Sent” activity in CRM.
- Schedule follow-up within 3–5 business days.
Example
- Scenario: Proposal sent to ABC Fintech (USD 120,000 Cloud Migration project).
- Method: Shared via CRM DocSend with view tracking enabled, expiry set to 14 days.
- Outcome: Client opened proposal 3 times in 48 hours → follow-up call booked.