Proposals and contracts

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Once you connect an AI app to Kiaro, it can draft proposals for you, keep them up to date, and record your contracts. It works with the same proposals and contracts you see in Kiaro, as you, and follows the same rules. Your AI app writes the proposal text itself; Kiaro stores it, builds the PDF and sends it. Anything that emails your client, puts a contract in your client’s portal or deletes a proposal waits for your approval.

What you can ask

You say	What happens
”What’s my win rate this year, and what’s still waiting on a client?”	Lists your proposals with their status and total, plus your win rate, and your open pipeline and won value per currency
”Draft a proposal for Northwind’s brand refresh, starting from my Discovery template”	Creates a draft proposal from that template
”Add a 2-day workshop at 1,200 a day to that proposal, and set it to expire on 30 November”	Updates the draft
”Send it to Nina and copy their finance contact”	Asks for your approval first
”Northwind accepted the brand refresh. Set up the project”	Creates a project from the accepted proposal
”Delete the old draft for Acme”	Asks for your approval first
”Which contracts end in the next two months?”	Lists contracts ending soon, soonest first
”Record our new MSA with Northwind, and an SOW under it for the brand refresh project, worth 4,500”	Records both as drafts
”Mark the Northwind MSA as signed”	Asks for your approval first
”The Acme contract ended last month, mark it expired”	Marks it expired

What it can do straight away

Proposals

Read proposals. Filter by status (draft, sent, viewed, accepted or declined), client or part of the title. Each proposal’s total is in its own currency: the client’s currency, or your workspace currency when it has no client. Totals are given per currency and are never added up across currencies. Your win rate (accepted out of accepted and declined), open pipeline (sent and viewed) and won value always cover every proposal in your workspace. Your AI app can also read a proposal’s content and line items, a few proposals at a time.
Create a draft proposal. Your AI app writes the content, in Markdown or formatted text, and can start from one of your templates. It can link a client and a project, add tags, set an expiration date and add priced line items. Nothing is sent.
Edit a proposal. Change the title, content, client, project, tags, expiration date or line items. Only what it changes is saved. Editing a sent or viewed proposal changes what your client sees in their portal straight away, but no email is sent.
Turn an accepted proposal into a project. The project gets the proposal’s client, a name taken from the proposal’s title, and a budget equal to its line items that are not optional. This works once per proposal.

Contracts

Read contracts. Agreements (such as a CSA or MSA), the statements of work (SOWs) under them, and standalone contracts. Filter by status, type, client, the agreement an SOW sits under, or part of the name. Ask for contracts ending soon to get the ones that end in the next 60 days, or ended in the last 7, soonest first. Values are in the client’s currency, and totals are given per currency.
Record a new contract. It is always saved as a draft. An SOW must sit under an agreement for the same client, and can link to one of that client’s projects.
Edit a contract’s details. Name, client, type, agreement, project, value, dates, payment terms and notes. Editing a sent or signed contract changes what your client sees in their portal straight away.
Set a contract back to draft, or mark it expired. A contract that was sent or signed no longer shows in your client’s portal once it is a draft or expired.

Proposal templates

Your AI app can list Kiaro’s built-in templates and your own, read their content and line items, and start a new proposal from one. Search finds your own templates by name or description too; Kiaro’s built-in ones come from the template list instead.

Actions that need your approval

These never happen straight away. Your AI app gives you a link; open it in Kiaro, check the details, then approve or reject it. See Approvals.

Action	What you see before approving
Send a proposal	Who it goes to, the email subject, the total and the expiration date, and what happens to its status
Delete a proposal	The client, the status, the total, whether your client’s portal link stops working, and whether a slide deck or a decline record is deleted with it
Mark a contract as sent or signed	The client, the status change, and whether your client can see it in their portal
Send a contract for signature	Who it goes to (To and CC, from each contact’s Proposals setting), the email subject, a Warning line for any [bracketed] text still to replace or a template notice still at the top, and that the text is locked until you move it back to draft
Resend a contract for signature	The same recipients, subject and warnings, and that the old signing link stops working

If the proposal or contract changes after your AI app asked, for example someone edits it or your client responds, Kiaro shows you the new details and asks again before anything runs.

Who receives a proposal

A proposal only goes to your client’s contacts. By default it follows each contact’s Proposals setting on the client’s Contacts tab, the same as when you send from Kiaro. See Who receives what. Your AI app can choose other contacts of the same client for one send, up to 10 recipients, but it can’t send to an address that is not one of that client’s contacts.

Your AI app can add or change contacts, though (see Clients, contacts and leads). So on the approval page, a recipient whose contact your AI app added is marked added by your AI app, and one whose email address, Proposals setting or primary contact flag it last changed is marked changed by your AI app. Check those addresses before you approve.

The rules your AI app follows

These are the same rules as in Kiaro:

Sending. A proposal needs a client before it can be sent. It goes out with the PDF attached and a link to accept or decline it in your client’s portal.
Expired proposals. A proposal can’t be sent on or after its expiry date (the client can no longer accept from the start of that day, UTC). Kiaro answers “This proposal has expired. Change the expiry date, then send it.” Accepted proposals are the exception: they can still be resent.
Resending. Sending a sent, viewed or declined proposal again emails it with a new portal link, and the old link stops working. It goes back to Sent, so a client who declined can respond again. An accepted proposal stays Accepted.
One email per send. If two sends of the same proposal land at the same moment, only one goes out; the other is refused with “This proposal changed. Refresh and try again.”
If the email fails. The proposal still shows as Sent with a new portal link, and Kiaro says “Couldn’t send the proposal email. It shows as Sent; send it again.” (or that it is still Accepted). Sending it again is safe.
Accepted proposals are locked. Editing one is refused with “Accepted proposals are locked. Duplicate this proposal to make changes.”, and deleting one with “An accepted proposal can’t be deleted. It’s the record of what your client agreed to.” To revise one, duplicate it in Kiaro and have your AI app edit the copy.
Deleting a proposal. Drafts, sent, viewed and declined proposals can be deleted, with their line items and slide deck. A sent, viewed or declined proposal disappears from your client’s portal. A project created from it is kept.
Turning a proposal into a project. Only accepted proposals with a client, and only once. A proposal already linked to a project is refused, because it already belongs to that project.
Free plan clients. On the Free plan, projects can’t be created from a proposal, and contracts can’t be recorded, for a client that is past, inactive or lost, or for a lead added on or after 17 June 2026 that you haven’t activated yet. Reactivate or activate the client first. Leads you already had before then are not affected.
Contract portal visibility. Sent and signed contracts appear in your client’s portal only when the client’s portal is on, at least one of their contacts has portal access, and Contracts are shown for that client and contact. The approval page tells you which applies. Kiaro emails a written contract only when you send it for signature; it never emails an uploaded contract.
Contract dates. An end date can’t be before the start date, and a renewal date can’t be in the past.
Agreements with SOWs. An agreement can’t move to another client or change type while it has SOWs.
Moving to another client. Only a draft proposal can move to another client; otherwise Kiaro answers “Only a draft proposal can move to another client. Duplicate it for the new client instead.” A sent or signed contract can’t move either (“Set this contract back to draft before moving it to another client.”), and on the Free plan a contract can only move to a client it could be recorded for.
Size. A proposal can have up to 500 line items. Each quantity must be more than 0 and at most 999,999, and prices can’t be negative. A proposal can have up to 20 tags, each up to 50 characters.
Changes made since your AI app looked. Your AI app can pass along the version of a proposal or contract it read. If someone changed it since, Kiaro refuses the change with “This proposal changed. Refresh and try again.” or “This contract changed. Refresh and try again.”, so nothing newer is overwritten. Edits never land on a proposal your client accepted in the meantime.

Everything your AI app changes is recorded in your activity log as coming from the app.

What stays in Kiaro

Your AI app doesn’t do these. Do them in Kiaro:

Duplicate a proposal
Save a proposal as a template, or rename, duplicate or delete your own templates (under Settings, Templates, on the Proposals tab)
Write or change contract text, or save a contract as a template (contract templates are under Settings, Templates, on the Contracts tab)
Delete a contract
Upload or remove a contract file
Create or edit a proposal’s slide deck

Your AI app writes proposals itself; it doesn’t use Kiaro’s own proposal writer.

Good to know

Same rules as in Kiaro. Your AI app can only reach proposals, templates, contracts, clients and projects in your workspace. Anything else is reported as not found.
Your client’s words are information only. The name your client signed with when they accepted or declined comes from your client, not from you. Your AI app is told to treat it as information, never as instructions.
Contracts are records. Kiaro stores a contract’s details. It doesn’t write the contract document or send it to your client.