Contracts & Proposals

• Free
• Solo
• Team

Manage client contracts and create proposals to win work.

Managing contracts

Go to Contracts → New Contract to create a contract record. Contracts are linked to a client and track:

• Name: A descriptive name for the contract
• Client: The client this contract is with (required)
• Type: Standalone, Agreement, or Statement of Work
• Value: The contract value
• Status: Draft, Sent, Signed, or Expired
• Start / End date: The contract period
• Renewal date: When the contract is up for renewal
• Payment terms: Net 30, milestone-based, or whatever you agree on
• File: Upload the contract document
• Notes: Internal notes about the contract

While you’re creating or editing a contract, Kiaro tracks your unsaved changes. If you try to navigate away (sidebar, back button, or closing the tab) before saving, you’ll be asked to confirm before your changes are discarded. Saving the contract clears this automatically.

Saving the form stores every field, the status and the file together, in one step. Editing a contract keeps its attached file unless you remove it or upload a new one. If the contract changed after you opened the Edit form, for example in another tab, Kiaro asks you to refresh and try again instead of saving over the newer version. File names can be up to 255 characters.

You can move a draft or expired contract to another client. A sent or signed contract is in your client’s portal, so Kiaro answers “Set this contract back to draft before moving it to another client.” On the Free plan, a contract can’t move to a client that is past, inactive or lost, or to a lead added on or after 17 June 2026 that you haven’t activated yet.

Editing a contract on its page

On the contract page, click a value to change it. The name, value, payment terms, start date, end date, renewal date and notes all save as soon as you finish typing or pick a date. Press Enter to save a short value, Esc to cancel. The name can’t be left empty, and clearing the value sets it to zero. The renewal date shows how far off it is, for example “in 3 weeks”.

Click More fields for everything else: the contract body, the file, the status and the relations. Once your client has signed the contract in the portal, every value except the notes becomes plain text. If someone else changed the contract after you opened it, Kiaro says “Couldn’t save. Someone else changed this contract. Refreshed to the latest.” and reloads the page.

Contract statuses

• Draft: Being prepared
• Sent: Delivered to the client for review
• Signed: Fully executed
• Expired: Past the end date or renewal date

For a written contract, Send for signature emails your client and moves the contract to Sent (see Sending for signature). For an uploaded contract, Kiaro doesn’t send the email: use Mark as Sent by hand once you’ve sent it yourself. A sent or signed contract appears in your client’s portal when the client’s portal is on, one of their contacts has portal access, and Contracts are shown for them. Setting it back to Draft or Expired removes it from the portal. A contract your client signed in the portal can only move to Expired. If the contract changed after you opened its page, the status button asks you to refresh and try again.

Agreements and Statements of Work

Many consultants sign one agreement with a client, then describe each piece of work in its own Statement of Work (SOW). Kiaro models this directly.

• Agreement: The standing terms with a client, such as a Client Services Agreement or Master Services Agreement. It usually has no fee or scope of its own.
• Statement of Work: One engagement under an agreement, with its own value, dates and status.
• Standalone: A self-contained contract. This is the default.

Adding an SOW

Open the agreement and click Add SOW. The client and agreement are filled in for you. You can also start from a project: open the project, go to the Contracts tab and click Add SOW.

An SOW must sit under an agreement for the same client. You can link it to one of that client’s projects so the SOW, the project and its invoices are one click apart. A project can have more than one SOW, for example when a change request produces a new SOW.

For SOWs, payment terms and renewal date are hidden unless the SOW already has a value, because the agreement sets payment terms and an SOW ends rather than renews.

Accepted, not signed

SOWs usually become binding when the client accepts them, not through a separate signature. Kiaro shows a signed SOW as Accepted.

Deleting

• You can’t delete an agreement while it has SOWs. Delete or move the SOWs first. To move an SOW, open it, click Edit, and choose a different agreement under Under agreement.
• Deleting a contract deletes its attached file too. Download the file first if you need a copy.
• You can delete a contract in any status, including a signed one. A sent or signed contract also disappears from your client’s portal if they have portal access.
• Deleting an SOW keeps the agreement it sits under and the project it links to.
• If the contract changed after you opened its page, for example in another tab, Kiaro asks you to refresh and try again instead of deleting it.
• You can’t delete a project while an SOW is linked to it.
• An agreement’s type and client are locked while it has SOWs.

Contract templates

Write a contract in Kiaro, send it to your client and have them sign it in the client portal.

Starting from a template

Click New Contract. Kiaro shows three choices: Start from a template, Upload a signed contract and Write from scratch. If you start from a client’s page, the client stays selected. Links that already know what you want, such as Add SOW and Prepare Renewal, or sending a contract from the analyser, go straight to the form.

The template picker has a search box, category chips (Services, Statement of Work, Retainer, NDA, Change order and Yours) and a preview, so you can read a template before you use it. The first time you use a template, Kiaro asks you to tick I understand once. Each person in your workspace confirms for themselves.

Built-in templates

Kiaro includes five built-in contract templates:

• Services Agreement: the standing terms for working with a client.
• Statement of Work: one engagement under an agreement, with scope, deliverables and fees.
• Retainer Agreement: ongoing work for a recurring fee.
• Mutual Non-Disclosure Agreement: both sides keep each other’s confidential information private.
• Change Order: a change to the scope, fees or timeline of an agreed engagement.

All five assume that you are the one providing the services. If you are the one buying services, they are not the right starting point. Each template starts with a “Template only. Not reviewed by a lawyer.” line. Delete it once a lawyer has reviewed the contract.

Governing law and venue

Governing law and venue is required for every written contract, and Kiaro never fills it in for you. Choose it yourself, ideally with your lawyer’s advice. A Contract Details block (parties, dates, value, payment terms and governing law) appears above the text in the app, in the client portal and on the PDF.

Your own templates

Open a written contract and click Save as template. Your template then appears under the Yours chip in the picker. There is no in-place template editor. To change a template, use it to make a contract, edit that contract, then save it as a new template.

Workspace admins manage templates under Settings → Templates → Contracts. From there you can duplicate a built-in template to change it, and rename, duplicate or delete your own templates. Built-in templates can’t be changed or deleted. Contracts you already made from a template keep their text.

Sending for signature

Open a draft written contract and click Send for signature. Add your business name first under Settings → Invoices → Business Information: your client sees it in the email, the portal and on the PDF, so Kiaro won’t send a contract without it. Kiaro emails your client’s contacts using the same rules as proposals: each contact’s Proposals setting on the client’s Contacts tab decides whether they are in To, in CC or left off. See Who receives what.

Before it sends, Kiaro warns you if the contract still contains [bracketed] text to replace, or still starts with the template notice. The warnings don’t block the send: you can fix the text first, or click Send anyway.

Sending locks the contract text. The contract moves to Sent and appears in your client’s portal.

• Resend email sends a new link and the old link stops working.
• Move back to draft stops the link working and unlocks the text so you can edit.
• Uploaded contracts aren’t emailed by Kiaro. Use Mark as Sent by hand for those.

How your client signs

Your client opens the contract in the portal, reads it and signs by typing their full name and ticking a checkbox to confirm. Kiaro records the name they typed, the time, their IP address, their browser and a fingerprint of the document. Whether an electronic signature of this kind is appropriate for your contract and your jurisdiction is your responsibility.

The contract then shows as Signed. A contract signed in the portal can only move to Expired afterwards. What your client signed stays as it was: the text, name, type, client, value, dates, payment terms, governing law and links can’t be changed, and the Contract Details block keeps showing what was signed. You can still edit its notes, right on the contract page.

The signed PDF

Written contracts have a Download PDF button, in Kiaro and in the portal. Once your client signs, they get the signed PDF attached to their receipt email. You get an email saying it was signed, and you can download the signed PDF from the contract. It ends with a signature record page showing what was recorded.

What templates are not

• Templates are not legal advice, and Kiaro is not a party to your agreement with your client.
• Contracts go to your clients only. You can’t send a contract to a subcontractor, and you can’t send contracts in bulk.
• The AI command bar and AI apps connected to Kiaro can find templates, create a contract from a template and send it for signature (you confirm the send). They never write or change contract text, and they ask you for the governing law rather than suggesting one. They can only use a template after you have ticked I understand once in Kiaro, and the command bar sends a contract in a separate step after creating it, so you can review it first.

AI Contract Analysis

Analyze any contract or statement of work before signing. There are two ways to access it:

• Before signing (pre-signature): Go to Contracts and click Analyze a Contract to upload and review a contract before adding it to your system.
• After uploading: Open a stored contract and click Analyze in the header. The system automatically extracts text from the attached PDF and pre-fills the analyzer.

How it works

Step 1, Provide the contract

• Upload a file (default): Drag and drop a PDF, Word document (.docx), or text file (up to 50MB), or click to browse. Text is extracted automatically.
• Paste text: Switch to the Paste tab to enter contract text manually.
• Optionally select the client and enter the client’s location (e.g., “London, UK”)
• Your location is auto-populated from your invoice settings
• Click Analyze Contract

The AI reviews the contract and returns:

• Risk Summary: Overall risk level (Low/Medium/High)
• Gap Analysis: Missing or weak clauses (scope, IP, termination, payment, etc.)
• Red Flags: Particularly unfavorable terms
• Jurisdiction Notes: Cross-border issues, governing law, data protection considerations (when locations are provided)

Step 2, Generate a checklist

After the analysis completes, click Generate Checklist to produce a numbered list of specific, actionable changes to make. Each item describes exactly what to add, modify, or remove. Copy the checklist and share it with your legal counsel.

Jurisdiction awareness

When you provide your location and the client’s location, the analyzer considers jurisdiction-specific issues:

• Missing governing law clause in cross-border contracts
• Different data protection regimes (e.g., GDPR vs. other frameworks)
• Tax withholding implications
• Dispute resolution forum considerations

Save to Kiaro

After analyzing a contract, click Save Contract to Kiaro to create a contract record in your system. The contract name and client are pre-filled from the analysis context.

Copy and share

Both the analysis and the checklist have a Copy button to copy the full output as markdown. Share with colleagues, paste into documents, or forward to your lawyer.

All AI contract analysis output includes a disclaimer that it is not legal advice and should be reviewed by a qualified legal professional.

Proposals

Proposals have their own section in the Kiaro sidebar at Proposals. Use them to pitch new work, scope engagements, and get client sign-off before starting.

Creating a proposal

Click New Proposal to get started. You have three options:

• Create with AI (recommended): Fill in the title, client, project, scope description, and budget. The AI generates a structured proposal based on your inputs, style guide, and past proposals, then opens it directly in an editable WYSIWYG editor, no markdown or copy-pasting required. The AI also extracts pricing line items from the generated content automatically.
• Start from Template: Pick from five industry-specific templates (Consulting, Development, Design, Marketing, Strategy). Each template includes pre-written content sections and placeholder pricing line items. Select a template and customise it to fit your engagement.
• Start from Scratch: Opens a blank editor where you can write or paste your own proposal content.

Title is required on all three options and is what the proposal is called everywhere: the list, the cover page, the PDF filename, and the email subject line. In the AI flow it does double duty: when you leave Project as “No project”, the title is what tells the AI which engagement it’s writing about, so a specific title (“Q3 brand refresh”) produces a sharper draft than a generic one (“Proposal”).

On every option, you pick the client first and the Project list then shows only that client’s projects. When you click New Proposal on a client’s or project’s Proposals tab, or on the proposals list filtered by a client, the client (and project) are filled in on whichever option you pick.

The Project field is optional on all three options. You can leave it as “No project” when the project doesn’t exist yet. After the proposal is accepted, you can create the project directly from the proposal. Linking a project records the connection and shows it as a field on the proposal. It does not change what the proposal is called anywhere.

Client snapshot sidebar

In the Start from Scratch and template flows, picking a client surfaces a Client Snapshot panel on the right. It always shows the client’s default currency and primary contact so you can confirm both before drafting. If there’s prior history, you’ll also see proposals sent and accepted (with accepted value), the most recent proposal as a deep link, and any active projects already in flight. Rows with no data yet are hidden. On mobile, expand it from the Client Snapshot toggle above the form.

Editing proposals

Proposals open in a rich text editor (Tiptap WYSIWYG) where you can format headings, lists, tables, and more. Edit the content as many times as needed before sending.

Insert tables from the toolbar’s table menu. Choose a ready-made Deliverables table or Timeline table starter with the right columns already in place, or add a blank table and adjust rows and columns as needed.

If you have saved sections in your Content Library, you can insert them directly from the editor toolbar using the Insert Section button.

While you’re drafting or editing a proposal, Kiaro tracks your unsaved changes. If you try to navigate away (sidebar, back button, or closing the tab) before saving, you’ll be asked to confirm before your changes are discarded. Saving the proposal clears this automatically.

If the proposal changed after you opened the More fields form, for example in another tab or from a connected AI app, Kiaro shows “This proposal changed. Refresh and try again.” instead of saving over it. Titles can be up to 500 characters, and a proposal can have up to 20 tags of up to 50 characters each.

Only a draft proposal can move to another client. Once sent, it is in your client’s portal, so Kiaro answers “Only a draft proposal can move to another client. Duplicate it for the new client instead.” Click Duplicate on the proposal’s page, then pick the new client on the copy.

Reviewing an AI-generated proposal

When a proposal is generated with AI, it opens straight into the WYSIWYG editor next to a live PDF preview, so you always see exactly what the client will receive as you edit.

• Autosave: Your edits save automatically as a draft a moment after you stop typing, and at least every few seconds if you keep typing without pausing. There’s no separate save step. The status line beside Revert to AI draft shows Unsaved changes while edits are queued, Saving… while a save is in flight, and Saved once it’s stored.
• Select text to rewrite it with AI: Highlight a sentence or paragraph in the editor to reveal Make shorter, More formal, and Rewrite actions.
• Revert to AI draft: Discard your edits and restore the original AI-generated version at any time.

The live PDF preview refreshes once your editing settles rather than after every single save, so a long editing session doesn’t spend your workspace’s PDF allowance on previews you never look at.

If a save fails, the editor tells you which kind of failure it was. A temporary problem (a brief network drop or a server hiccup) retries on its own in the background. If your sign-in has expired, you’ll see Session expired, sign in again to save: your work stays in the editor, so sign back in in another tab and it will save.

If the proposal changes somewhere else while the editor is open, for example in another tab or from a connected AI app, or it is sent or deleted, the editor stops saving so it never overwrites the newer version. It tells you why (“This proposal changed somewhere else, so changes here are no longer saved.”, “This proposal is no longer a draft, so changes here are no longer saved.” or “This proposal was deleted, so changes here can’t be saved.”) and offers Open proposal (or Back to proposals). Your edits stay on screen so you can copy anything you need, and Revert to AI draft is turned off.

Once you’re happy with the draft, continue to the full proposal page to review pricing, set an expiration date, or send it to your client.

Pricing

Every proposal includes a structured pricing section below the content editor. Add line items with:

• Description: What the line item covers (e.g., “Discovery & Assessment”)
• Qty: Quantity or number of units
• Unit Price: Price per unit, in the client’s billing currency (or your workspace default currency if the client has none set)
• Optional: Check this box for optional add-on items

The editor automatically calculates subtotals and totals. Optional items are displayed separately so clients can see what is included in the base price and what is available as an add-on.

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 line that breaks one of these rules shows its message under that line.

If you start filling in a line item, Kiaro asks you to complete the description before saving. Completely empty rows are still allowed, so the default empty row at the bottom of a new proposal won’t block you, but a row with a price or quantity but no description will be flagged inline so it isn’t quietly dropped on save.

All prices exclude VAT/tax. This is noted on the pricing section in the proposal, portal, and PDF. Tax is applied at invoice time.

Pricing is displayed in the proposal detail view, the client portal, and the exported PDF. When you convert a proposal to a project, the total from required (non-optional) line items becomes the project budget.

Expiration dates

Set an optional expiration date on any proposal. On or after its expiry date (the client can no longer accept from the start of that day, UTC):

• Clients cannot accept the proposal on the portal. They see an “expired” notice instead
• The proposal shows an Expired badge in your proposals list and detail view
• The proposal can’t be sent. Kiaro shows “This proposal has expired. Change the expiry date, then send it.” An accepted proposal can still be resent.

This protects you from clients accepting stale proposals at outdated rates. Set the expiration when creating a proposal using the Expiration Date field. Afterwards, click the expiry date on the proposal page to change it, or Add expiry if there is none.

Editing a proposal on its page

On the proposal page, click the title to rename the proposal and click the expiry date to change it. Both save when you finish. The title can’t be left empty. Click More fields for the content, line items, client, project and tags. Once a proposal is accepted it is locked, so the title and expiry are plain text and More fields is hidden. If someone else changed the proposal after you opened it, Kiaro says “Couldn’t save. Someone else changed this proposal. Refreshed to the latest.” and reloads the page.

Preview and PDF

The proposal preview page shows a branded layout including:

• Your company name and logo (from Settings → Invoices)
• Client and project details
• Proposal date and expiration date (if set)
• The full proposal content
• A structured pricing table with line items and totals

Click Download PDF to export the proposal as a PDF. The PDF mirrors what you see in the editor, in the same order: a cover page showing the proposal title and your company name, your section headings, paragraphs, bulleted and numbered lists (including nested lists), tables, bold and italic text, and links all carry through, followed by the structured pricing table with right-aligned amounts and totals. It uses your branded accent color, page numbers, and a clean typeface.

The cover title, the download filename, and the subject line of the email your client receives all use the proposal’s own title, the one shown at the top of the proposal detail page. Linking a proposal to a project does not rename it. If your title already starts with “Proposal, ” or “Proposal - ”, that prefix is dropped on the cover so it doesn’t read twice under the “Proposal” label.

Slide decks

• Solo
• Team

On paid plans, you can turn a proposal into a PowerPoint deck to present in a meeting.

1. Open the proposal and click Create slide deck.
2. Kiaro reads your proposal and writes condensed slides. This takes about 20 seconds and uses 1 AI command.
3. Review the deck. Click a slide on the left to edit its title, bullets and speaker notes. The preview updates as you type, and the fit meter tells you when a slide will continue onto a second one.
4. Click Template: Clarity (it shows the current template) to switch the look of the whole deck. Switching is instant, uses no AI command, and never changes your slide text.
5. Click Present to run the deck full screen from the slide you have selected. Use the left and right arrow keys, Space, Page Up, Page Down, Home and End to move around, and press Escape to close.
6. Click Download .pptx. The file opens in PowerPoint, Keynote and Google Slides.

Rewrite one slide. Select a slide, optionally say what you want (for example “shorter” or “focus on outcomes”), and click Rewrite. Kiaro shows the suggestion next to the current slide. Click Keep to use it or Discard to leave the slide as it was. After you keep a rewrite, Undo in the confirmation restores the previous text. Each rewrite uses half an AI command, and a rewrite that fails uses none. Rewrite is unavailable while refresh choices are open.

When your proposal changes. If you edit the proposal after creating the deck, the editor tells you the deck is out of date. Click Refresh slides to rebuild the slide text from the current proposal. Slides you have not edited are updated straight away. A slide you have not edited is removed if the new version of the deck has no slide in its place, and slides you edited are always kept. For slides you have edited, Kiaro shows your version next to the new one so you can choose Keep mine or Use new. New slides are added before the investment slide. A refresh uses 1 AI command. The cover, agenda, investment and next steps slides always show your latest proposal, so they never need refreshing.

Prices in slide text. Prices belong on the investment slide, which Kiaro builds from your line items. If a slide’s text mentions an amount, such as $40k or EUR 5,000, the slide is marked Prices in the slide list and the editor offers Remove prices, which deletes those amounts from the slide.

Templates. You can choose a template when you create the deck and change it at any time from Template: in the editor.

• Clarity: clean white slides with a single brand-colour rule. The default, and a safe choice for any client.
• Statement: a full-colour brand cover, with big numbers on brand-colour panels. Suits a confident, punchy pitch.
• Editorial: warm off-white slides with thin rules and serif headings. Suits advisory and strategy work.
• Modular: tinted panels, with short bullets set as numbered tiles (longer bullets show as a list). Suits step-by-step plans and scoped deliverables.
• Midnight: dark navy slides with your brand colour as the highlight. Suits creative, product and technology work.
• Studio: soft tints and rounded shapes with serif headings. Suits a friendly, approachable tone.

Very pale or very dark brand colours are adjusted where text needs to stay readable.

What Kiaro fills in for you. The cover uses your proposal title, client name, logo and brand colour (set them in Settings → Invoices). The investment slide is built from your line items, so prices are always exactly what your proposal says. If the proposal has been sent to a client contact with portal access, the last slide has a QR code that opens the proposal in their portal. The cover, agenda, investment and next steps slides are filled in for you and cannot be edited, and the cover and next steps slides cannot be hidden. The agenda lists your section slides and the investment slide lists your line items. While there are none, the slide shows Not shown in the slide list and is left out of the download.

Checking the AI’s work. Kiaro instructs the AI to leave out prices and payment terms, and to put detail it leaves off a slide into that slide’s speaker notes. Big numbers and team members must appear in your proposal word for word, or Kiaro removes them. Everything else on a slide is the AI’s summary of your proposal, so review every slide before you present the deck. If a slide’s text mentions an amount, Kiaro flags it, because prices belong on the investment slide (see Prices in slide text above).

If a deck can’t be built. A very short proposal may not give Kiaro enough to build a useful deck. In that case Kiaro tries once more, then tells you it couldn’t create the deck, and no AI command is used.

Editing. Drag slides to reorder them, hide slides you do not want to present, or add a new slide. Changes save automatically, and Download .pptx is available once everything is saved. If you try to leave the page with unsaved changes, Kiaro warns you first. The editor fits your screen: on narrower screens the fields sit under the preview. On a phone you can preview and download, but editing needs a tablet or computer.

Sending and resending proposals

Click Send to Client to email the proposal. The email includes:

• The proposal as a PDF attachment
• A link to view the proposal on the client portal
• Your business logo and brand accent color

The email goes to the contacts whose Proposals setting is To, and copies the ones set to CC. See Who receives what. The send dialog shows To and CC pickers prefilled from those settings, so you can change who gets this proposal, or add a new contact inline, before you send (up to 10 recipients). If nobody is set to To, the primary contact receives it.

After a proposal has been sent, the button changes to Resend. Resending generates a new portal link and re-emails the proposal with an updated PDF. Use this when a client didn’t receive the original email or when you’ve made changes to the proposal content or pricing.

Resending a proposal that has already been accepted keeps it Accepted, and the acceptance record is preserved. Resending a declined proposal resubmits it (see Resubmitting a declined proposal). Resending a sent or viewed proposal makes it Sent again with the new link, and the old link stops working.

Each send emails the proposal once. If the proposal changed after you opened its page, for example it was sent from another tab, the send is refused with “This proposal changed. Refresh and try again.” and the page refreshes. If the proposal is marked as sent but its email doesn’t go out, Kiaro says “Couldn’t send the proposal email. It shows as Sent; send it again.” and the page refreshes so you can click Resend.

Client acceptance

Clients can view the proposal on the Client Portal and accept or decline it. Anyone on the proposal email, To or CC, can accept or decline it, so a CC’d decision maker can respond directly. To accept, the client enters their full name and confirms consent. Kiaro records the acceptance with:

• Signer name
• Timestamp
• IP address

If the proposal has an expiration date and it has passed, the accept/decline buttons are replaced with a notice that the proposal has expired.

Your client always answers the version they are looking at. If the proposal is edited after they opened it, for example from the edit form or a connected AI app, their Accept or Decline is refused with “This proposal was updated. Reload the page to see the latest version.” Once they reload, they can answer the new version.

Proposal statuses

• Draft: Being written or edited
• Sent: Delivered to the client
• Viewed: The client has opened the proposal on the portal
• Accepted: The client has signed off
• Declined: The client has declined
• Expired: Shown as a badge alongside the status when the expiration date has passed

Accepted proposals are locked

Once a proposal is accepted, it is locked from editing. The Edit button is replaced with a Duplicate button, and a notice on the detail page explains the lock. This protects the acceptance record: the signed proposal stays exactly as your client approved it.

To revise the scope or pricing of an accepted proposal, click Duplicate. Kiaro creates a new draft copy including the title, content, line items, client, and project. The copy starts in Draft status with no expiration date so you can review it before sending. The original accepted proposal is unchanged and keeps its acceptance record.

An accepted proposal also can’t be deleted, because it’s the record of what your client agreed to. The Delete button doesn’t appear on it.

Deleting proposals

You can delete a draft, sent, viewed or declined proposal from its detail page. The confirmation tells you what goes with it: its line items, its slide deck if it has one, and for a declined proposal your client’s decline record. A sent, viewed or declined proposal also disappears from your client’s portal, and its link stops working. A project created from the proposal is kept. If the proposal changed after you opened its page, Kiaro asks you to refresh and try again instead of deleting it.

Resubmitting a declined proposal

If a client declines a proposal and you address their concerns, open the proposal, click Edit, make your changes, and click Save Proposal. Then return to the proposal detail page and click Resend.

Resending a declined proposal automatically resubmits it: the status flips back to Sent, your client can respond to the revised version from their portal, and the timeline on the detail page extends with a Resubmitted event so you retain a complete history of the decline, the resubmission, and the new response. The original Declined event stays in the timeline for audit.

If you save edits without resending, the proposal stays in Declined state. The client does not see the new version until you click Resend.

Converting proposals to projects

When a proposal is accepted and has no project linked to it, a Create Project button appears on the proposal detail page. Click it to open a confirmation dialog that explains what will be created. The new project is pre-filled from the proposal:

• Project name: Derived from the proposal title
• Client: Carried over from the proposal
• Budget: Calculated from the total of all required (non-optional) pricing line items

On the Free plan, a project can’t be created 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, the same as when you create a project by hand. Reactivate or activate the client first. Each proposal can be converted once.

After conversion, the proposal shows a View Project link so you can navigate directly to the created project. The proposal also appears in the project’s Proposals tab, keeping the full history linked. If the proposal already had a project linked when it was created, the Create Project button does not appear, because the project relationship is already established.

Proposals on client and project pages

Proposals linked to a client or project appear under a Proposals tab on the respective detail pages, so you see the full history of proposals for each one.

Proposal templates

Kiaro includes five built-in proposal templates to help you get started quickly without using AI:

Each template includes a full proposal structure (Executive Summary, Scope of Work, Deliverables, Timeline, Terms) and placeholder pricing line items. After selecting a template, you can customise every field.

Templates are a zero-cost alternative to AI generation. They do not use any AI commands from your monthly allowance.

Custom templates

You can save any draft or sent proposal as a reusable custom template for your workspace.

Saving a proposal as a template

Open any draft or sent proposal and click the Save as Template button. Enter a name for your template (up to 100 characters) and, if you like, a description (up to 500 characters), then confirm. The proposal’s content and line items are saved as a custom template that appears in your workspace.

Using custom templates

When creating a new proposal via New Proposal → Start from Template, your custom templates appear in a dedicated Your Templates section above the five built-in templates. Select a custom template to use it as the starting point for a new proposal.

Managing custom templates

Workspace admins can manage all custom templates from Settings → Templates, on the Proposals tab. From there you can:

• Rename a template to reflect its purpose or audience (up to 100 characters)
• Duplicate a template to create variations without editing the original. The copy is named after the original with “(copy)” at the end.
• Delete a template when it is no longer needed. Proposals you already made from it keep their content and line items.

Built-in templates cannot be modified or deleted. Custom templates are fully under your control.

Content Library

Save reusable sections that you use across multiple proposals, like “About Us”, “Our Process”, or “Terms & Conditions”, so you don’t have to rewrite them every time.

Managing saved sections

Go to Settings → Content Library to create and manage your saved sections:

1. Click Add Section
2. Enter a name (e.g., “About Us”)
3. Write or paste the content in the rich text editor
4. Click Save

You can edit or delete any section from the same page. While you’re editing a section, Kiaro tracks unsaved changes and will ask you to confirm before navigating away or cancelling.

Using saved sections in proposals

When editing a proposal (manually or from a template), the editor toolbar includes an Insert Section button. Click it to see a dropdown of your saved sections. Select one to insert its content at the current cursor position.

Sections are inserted as editable content, so you can modify them after insertion without affecting the original saved section.

Branding

• Solo
• Team

Proposals use the branding configured in Settings → Invoices:

• Company name: Shown on the PDF cover page as “Prepared by [company name]”. If left blank, proposals show a prompt to set it.
• Logo: Displayed on the proposal detail page, client portal view, PDF cover page, and email notifications
• Accent color: Applied to the PDF accent bar and heading colors, the portal header bar, the email CTA button, and the accept button on the client portal

To update your proposal branding, go to Settings → Invoices and add your company name, upload a logo, or set a portal accent color. These settings are shared with invoices and the client portal. On the Free plan, proposals carry Kiaro branding instead of your logo and accent colour; your company name still appears.