The Rebel CEO™ Guide to Crafting Proposals That Close (and Convert)
Disclaimer: I may earn a small commission when you use my coupon code/link to any products or services from this website. I care about integrity, so you should know I only offer affiliate links for resources/programs I’ve personally used and loved in my business and my clients’ businesses. Please only buy what you need, but rest assured knowing your support helps keep this content flowing!
Creating a custom proposal shouldn’t make you want to flip your desk. Whether it’s your first or fiftieth, the truth is: a great proposal doesn’t just win the job—it kicks off a high-converting, smooth-as-butter client experience.
This is your moment to show up like the pro you are. Let’s break down what actually belongs in a proposal that feels intentional, polished, and makes your dream clients say YES faster.
1. Personalize Like a Pro
A rock-solid proposal should never feel like it was whipped up in Canva five minutes ago. Instead, make it feel custom—even if you’re using a template (which you should be).
Start with clear packages or à la carte pricing, and build in easy-to-tweak sections that align with your most common client types.
Rebel CEO Tip: tBuild branded templates that look custom, but take minutes to send by using CRM templates like:
→ HoneyBook
→ Dubsado
→ Aisle Planner
2. Get the Details Right
There’s nothing more cringe than misspelling your client’s name in a “custom” proposal. Double-check everything—names, company, project details. Better yet, collect that data upfront with an embedded intake form or a CRM-powered lead form.
3. Map Out the Journey
Once your client’s into it, their next question is: “Cool, what now?” Your proposal should spell it out:
Example:
Step 1: Review the proposal
Step 2: Sign the agreement
Step 3: Submit payment
Step 4: Receive your Welcome Guide and next steps
The clearer your process, the less hesitation you’ll get, and the faster you get booked.
4. Simplify Payments
Transparency in pricing eliminates confusion and hesitation. Be upfront about costs, timelines, deposits, and payment methods. Let your CRM auto-generate invoices, trigger payment reminders, and show your client exactly what they’re paying for.
Offer multiple payment options and clearly define refund or cancellation policies to eliminate any guesswork.
Pro Tools:
Set this up within your CRM, such as HoneyBook, Dubsado, or Aisle Planner, and let automation handle the heavy lifting.
5. Go Digital with Agreements
No one wants to download a PDF, print it, sign it, scan it, and email it back. (Seriously, it’s 2025.)
CRMs make it easy to embed agreements straight into your proposals so clients can review and sign with one click—no tech tantrums required.
6. Address FAQs in Advance
Cut down on email ping-pong by baking your FAQs right into the proposal. This could be as simple as a mini FAQ section within the proposal, a hidden website page, or an email template with a PDF attached. Think: “What’s your refund policy?” “What happens if I reschedule?” “How do we communicate during the project?”
7. Keep It Login-Free
Nobody—and I mean nobody—wants to create a new login just to look at a proposal. The second you add friction, you give your lead an excuse to bail.
CRMs like HoneyBook and Aisle Planner make your proposals viewable, interactive, and ready to sign without the extra steps. Win-win.
8. Test Before You Hit Send
Always test your proposal before you send it. Run it by a friend or send it to yourself. You want to look out for:
- Clunky formatting
- Broken links
- Steps that aren’t obvious
- Confusing copy
If your proposal feels like a mess to you? It definitely feels like a mess to your client.
Want to Look Legit AF While Saving Hours?
At Rebel CEO™, we specialize in CRM setups that do the work for you. Whether you’re a photographer, consultant, or event planner, if you’re ready to level up your client experience and stop sending clunky, time-sucking proposals—we’ve got your back.
Let’s build your done-in-minutes proposal system that looks custom, closes deals, and keeps clients coming back.
→ Let’s work together to streamline your client experience and close deals faster.
Pin for later!
