eventruCLIENT PROPOSALS
Send a proposal your client can open, not a 14MB attachment
A proposal is the moment the work is won or lost, and most agencies send it as a PDF that is out of date by the time it is opened. eventru builds the proposal from the sourcing and budget you already did, and puts it on a private link you can revise.
The problem
A PDF is a snapshot of a decision that is still moving
The venue changes, the numbers change, the client forwards version two to somebody who replies about version one. Everybody has had the meeting where two people are reading different documents.
Built from the work you already did
The shortlist from sourcing and the lines from the budget become the proposal. You are editing and presenting, not rebuilding the same information in a slide deck.
- Venue options carry across from sourcing
- Costs come from the budget, with commission handled
- Add narrative where it earns its place
| Item | Est. net | Actual |
|---|---|---|
| Thrale Manor DDR | £6,370 | £6,370 |
| Gala dinner upgrade | £1,680 | — |
| Coaches, Day 1 | £1,240 | £1,180 |
A private link, and versions that mean something
Clients open the proposal in their browser. Publish a new version and the link keeps working — so there is one address for the proposal, and one current answer at it.
- No attachment, no file size, no download
- Versioned, with one clear current
- Client questions answered on the proposal
The client can actually act on it
Approval, signature and the billing details that follow are part of the same flow rather than three more emails.
- Client portal for briefs, proposals and contacts
- Signature and contract steps on the same link family
- Straight into budgets and invoicing once it is won
The numbers on it are the numbers you will bill
A proposal built away from the budget is a second set of figures that has to be reconciled later, usually by the person raising the invoice and usually under time pressure. Here the proposal reads from the same budget the job is run on, so commission, VAT and what the client actually sees are one calculation rather than three.
- Commission and VAT handled in the budget, not in the document
- Change a cost once and the proposal follows
- Client bills, commission bills and copy bills come from the same lines
Questions
About client proposals
Does my client need an eventru login to read a proposal?
No. A proposal opens on a private link with nothing to sign up for. Clients who want more — submitting their own briefs, managing their contacts — can use the client portal, but reading a proposal never requires it.
Can I update a proposal after sending it?
Yes. Publish a new version and the same link serves it, so the client always has the current document at the address you already sent them. The version history records what was live when.
Can I see whether the client opened it?
Proposals are versioned, so you know which version is current and which the client was sent. That is the question that actually causes arguments — not the open receipt, but which document the conversation is about.
Can a proposal include the venue options we sourced?
Yes, and that is the normal route. The shortlist from venue sourcing carries into the proposal with the structured costs the venues gave you, so the options a client compares are the options you compared, with the same numbers on them.
What happens to the proposal once the job is won?
The costs it was built on are the budget the event runs on, so winning the work does not start a fresh spreadsheet. Approval and signature run on the same link family, and billing — client, commission and copy bills — comes from those same lines.
Run your next event in eventru
Start on the free plan with a real event. Every module is switched on, and you don't need a card.
Built on 15 years of event experience