A BuildFlox proposal is the commercial definition of a project. It combines customer-visible scope, quantities, pricing, dates, payment expectations, and legal terms in a versioned record whose totals are recalculated and saved by the server.
Find and Review Proposals
Open Proposals to review proposals for the current company.
Available card actions depend on status and permissions and may include Preview, Print, Update, Revise, Approve, Reject, Create Work Order, Email PDF, or Delete.
Create a Proposal from a Project
Open a project and select Create Proposal. Every proposal stays linked to that project and its customer. Choose a starting point and enter the proposal title.
Create manually
Start with a blank proposal and add your own sections and items.
Create from template
Copy the selected company template’s structure, items, and defaults into a new draft.
BuildFlox assigns the next company proposal number and opens the new draft in the editor.
Create Proposal Drafts with AI
Eligible accounts can choose Create with AI. Select the customer and project, describe the work, and generate one or more editable proposal previews.
- Review the proposed title, scope, template match, and questions.
- Check every quantity, unit, price, exclusion, permit, and assumption.
- Edit, reorder, add, or remove permitted items.
- Select the proposals you want and choose Save Drafts.
Nothing is saved until you review it. Confirm the scope and all commercial values before sending anything to a customer.
Use the Proposal Editor
The editor shows the proposal number, current save state, estimated total, and the controls used to save or send the draft.
The scheduled start is a committed date shown on the proposal. The scheduled completion date is also carried forward when the approved proposal becomes a work order.
It shows Saving, Saved, Unsaved, or Save failed. Use Save Draft before leaving when changes remain.
Build Sections and Line Items
Use sections to organize the proposal into readable phases or areas of work. Within each section, add:
Line items can carry a description, type, quantity, unit, price, and operational flags. Depending on the item, you can control whether it is selected, optional, taxable, or customer-visible.
- Move sections up or down
- Reorder line items
- Edit quantity and unit price
- Remove an unnecessary item
Customer-visible content appears in the customer proposal. Selected line items flow into converted work, including internal operational detail when applicable.
Review Pricing and Totals
BuildFlox calculates line totals from selected quantities and unit prices. The pricing area also provides:
The editor displays a provisional total while you work. After every save, the server recalculates and stores the authoritative subtotal, discount, tax, deposit, and total.
Check every selected item and the saved total, especially after applying a bulk price adjustment, discount, or tax rate.
Add Terms, Notes, and a Payment Schedule
Select an active company payment schedule or customize the stages for this proposal. Each stage has a label, percentage, and optional description.
BuildFlox allocates each stage amount from the saved proposal total and displays the schedule to the customer.
Legal terms are placed on a dedicated final PDF page when present, keeping them separate from scope, pricing, signatures, and commercial terms.
Preview, Print, or Download the PDF
Select Preview to inspect the customer-facing proposal. Confirm the company and customer information, project, dates, visible scope, pricing, payment schedule, terms, and total.
Print or download generates the saved proposal PDF without emailing the customer, creating a review link, or changing proposal status.
Email the Proposal PDF
Use Save and Send in the editor or Email PDF from an eligible proposal. Confirm the customer’s primary email before sending.
- Generates the saved customer-visible PDF
- Sends it as an email attachment
- Adds an expiring customer review link
- Records the delivery result and recipient
A successfully emailed Draft becomes Pending. Pending means BuildFlox is waiting for a response.
If the customer has no primary email, BuildFlox saves the draft but cannot send it.
Collect a Customer Response
The review link lets the customer see the current revision, scope, visible pricing, schedule, terms, and totals without signing in.
Approve
The customer enters their full name and may add optional approval notes.
Reject
The customer enters their full name and a required reason for rejection.
Authorized team members can also record an approval or rejection on a Pending proposal inside BuildFlox. The response, signer, timestamp, notes, and status history are retained.
Review links are token-protected, expire, and accept only the permitted response for the active revision.
Revise a Pending Proposal
When delivered scope or pricing must change, select Revise rather than editing the delivered revision in place.
- BuildFlox snapshots the delivered revision and revokes its review link.
- The revision number increases and status returns to Draft.
- Edit and review the new version in the normal proposal editor.
- Email the updated PDF to return it to Pending with a new review link.
The proposal detail and public review show the latest revision number and a summary of customer-visible items that were added, removed, or changed.
Convert an Approved Proposal
After approval, an authorized user can select Create Work Order. BuildFlox creates one work order from the proposal and changes the proposal to Converted.
Selected proposal sections and line items are copied into the connected work order, along with the relevant project and schedule context.
Remove an Unconverted Proposal
The Delete action asks for confirmation and archives an eligible proposal. Converted proposals cannot be removed this way.
Archiving preserves proposal and status history instead of silently erasing the commercial record.
Proposal Permissions
Separate permissions control each important proposal action:
- View proposals
- Create and manage drafts
- Send proposal PDFs
- Approve or reject
- Generate with AI
- Convert to a work order
If an action is absent, the proposal status, your role, the company plan, or the connected customer information may not permit it.