SSS Proposal Generator

Customer & Proposal Info

Quick-fill Contact

▼

Quick-fill Site

▼

Selects auto-fill fields below. You can still edit manually.

Proposal #

Date

Customer / Company Name

Site Address

Contact Name

Contact Email / Phone

Proposal Title / Scope

Internal Notes (never printed on any PDF)

Proposal Items

Markup %

Leave blank to use default from Settings

Qty	Model #	Customer Description	Unit Cost	Markup%	Unit Price	Extended		✎

▼

Labor

Description

Hours

Rate ($/hr) — blank = default

Recurring Charges

▾

Ongoing charges tied to this proposal — monitoring, subscriptions, maintenance plans, cloud services, etc. These appear separately from the one-time investment total.

Discount

▾

Discount Amount

Discount Type

Discount Description (shown on PDF)

Notes (optional — appears on PDF)

▾

Terms & Conditions

▾

Financial Summary

PDF Display Options

Choose how pricing appears on the customer-facing PDF.

Default Proposal Shows Qty + Customer Description per item, then one Investment total. "Project Materials" not listed.

Show Subtotals Equipment subtotal + Labor subtotal, then the Investment total.

Full Itemized Every line item with qty, description, unit price & extended, plus labor detail.

Legacy Proposal Letter-style with personal greeting, scope narrative, bullet inclusions & signature block.

Saved Proposals 0

Auto-saved every time you generate a PDF. Load any to edit and re-generate.

No saved proposals yet. 💾 Save a proposal — or generate a PDF — to create your first one.

Job Actuals (accepted jobs — proposal vs actual)

Capture real hours, labor cost, materials used and completion date for accepted jobs, then compare against the accepted estimate. This is separate from proposals and never changes them.

Jobs Backlog (customer-accepted projects + service jobs to schedule)

Schedule

Quick add type it like you'd say it — a day + a tech's first name pre-places it; anything else parks in the lot. Nothing is required.

Parking Lot — unplaced work; tap one, then set tech + day

Add / Edit Equipment

Equipment Library 0

Category	Model #	Vendor	Internal Description	Customer Description	Unit Cost	Price Checked	Actions

Add / Edit RMR Service

Service Name

Default Frequency

Pricing Tiers (charge = device count × the matching tier's rate)

One tier (min 1, max a big number) = a flat per-unit rate. Multiple tiers = volume pricing by device count. Cost drives margin; Price is what the customer pays.

RMR Catalog 0

Service	Frequency	Tiers (cost→price per unit)	Actions

Add / Edit Contact

Full Name

Title / Role

Company

Phone

Notes

Contacts 0

Name	Title	Company	Email	Phone	Actions

Add / Edit Site

Site Label

Street Address

City

State

ZIP

Notes

Sites 0

Label	Address	City	State	ZIP	Notes	Actions

Data Import / Export

Export all equipment, contacts, and sites to a single spreadsheet for bulk editing. Import it back to sync — new rows are created, edited rows are updated, and rows removed from the file are deleted from the database. The id column is the key; do not edit it.

⬆ Import / Sync Data (.xlsx)

Company Logo

The logo shows in the app header automatically via your website URL.
For PDFs, upload the file once below — it's saved permanently and never needs to be uploaded again.

Upload Logo File

PNG or JPG recommended. Saved to cloud — shared across all users & devices automatically.

Watermark image (optional)

Prints as the faint diagonal watermark behind Modern PDFs. Best results: your mark alone on a transparent or white background, dark artwork — it renders at ~3% ink on white paper, so solid dark tiles or photos ghost as a dark box. If not set, the main logo above is used.

Upload Watermark

Transparent PNG recommended. Saved to cloud like the logo.

Company Info (on PDF)

Shared org-wide — every user’s proposals and PDFs use these values automatically.

Company Name Line 1

Company Name Line 2 (optional)

Address

Phone

License / MRL #

Website

Salesperson Name (appears on Legacy PDF signature)

Default Pricing

Default Markup %

Default Labor Rate ($/hr)

Default Proposal Title (pre-fills the title field on every new proposal)

Default Terms / Notes

Charm Pricing

Round customer totals up to a charm price

Price endings (per $100) Comma-separated. Totals round UP to the next value ending in one of these; cents stay .00. Applies to Investment, Subtotals & legacy layouts (itemized prints exact line totals).

Proposal Numbering

Prefix

Next Number

Auto-increments each time you generate a PDF.

Approvals (internal sign-off before a proposal goes to the customer)

Designated approvers receive “Send for approval” requests and clear proposals as Approved to Send. Admins can always approve. Shared org-wide; the ★ row is the default recipient. The Customer Accepted button (marking a job won) is separate and stays open to your estimators. Changes save with Save Settings.

Add approver (from your users)

CC on approval requests & bypass alerts (optional)

Default note on requests (optional)

Require approval before sending
OFF = generating an unapproved client PDF warns and pings the ★ approver. ON = it is blocked until the revision is Approved to Send — a blocked attempt pings the ★ approver immediately, and an emergency “Send anyway” override (loudly logged) always exists, so nobody is stranded in front of a customer. Require an independent approver
An approver can’t clear a revision they authored while another designated approver exists. A solo approver always self-approves — this can never deadlock a one-person shop. Auto-clear minor revisions
A revision under EVERY limit below keeps its Approved-to-Send without re-review (annotated as carried, never re-signed). Change is always measured against the last human-signed revision — small edits can’t stack up unreviewed. Never clears a first send. With no limit set, nothing auto-clears.

With one approver, these run automatically — no extra steps.

Technicians (for Job Actuals — burdened $/hr)

Burdened rate = wage + taxes + overhead. Used to cost actual labor in the Job Actuals tab.

Security Support Services