From Quote to Paid: Propovio's New Contractor Workflow
Propovio now connects proposals, follow-ups, signatures, deposits, invoices, payments, and QuickBooks—so contractors can move jobs forward without carrying every next step in their head.
A proposal can be perfectly priced and still lose momentum.
You finish the site visit. The client sounds ready. Then the day gets busy. The proposal goes out later than planned, the follow-up lives in your head, and the deposit gets tracked somewhere between your inbox, a spreadsheet, and your bank account.
Meanwhile, the client is wondering:
- Did the contractor understand the job?
- What exactly is included?
- How do I approve this?
- What do I owe today?
- What happens next?
The job rarely falls apart in one dramatic moment. It leaks between the steps.
This Propovio update is built to close those gaps. It connects the work that happens after the estimate—proposal, follow-up, signature, deposit, invoice, payment, and accounting—so the next step is clear to both you and your client.
The Expensive Part Is Not Writing the Quote. It Is Managing the Handoffs.
Most contractors do not need another place to store documents. They need fewer jobs getting stuck between “interested” and “signed.”
That means answering practical questions without digging through texts and email threads:
- Has the client opened the proposal?
- Did I send the revised version?
- Which opportunities need a follow-up today?
- Has the deposit been paid?
- What balance is still outstanding?
- Did this invoice make it into QuickBooks?
The new workflow gives those questions one home. Propovio is becoming less like a proposal file generator and more like the operating system around the sale.
Build the Proposal While the Job Is Still Warm
The best time to send a proposal is while the walkthrough is still fresh and the client is still thinking about the project.
Propovio now makes that easier with reusable business templates, faster client selection, clearer quantity checks, deposit defaults, and a mobile-friendly proposal flow. For measurement-based work, satellite property measurements can stay inside the same process instead of becoming another tab, calculation, and copy-paste step.
The practical difference is simple: rough job notes can become a structured, professional proposal before the opportunity cools off.
Once the client signs, Propovio preserves a locked snapshot of the scope, pricing, and terms they accepted. The signed agreement cannot quietly change because someone edits the working proposal later.
That protects both sides:
- The client knows exactly what they approved.
- The contractor has a clear record of the agreement.
- The crew is less likely to start from an outdated scope.
- Change conversations begin from the same written baseline.
Speed helps win the job. Clarity helps protect the margin after you win it.
Know Which Jobs Need Attention—Without Rebuilding the Story in Your Head
A list of proposal files is not a sales pipeline.
Propovio now connects client records with the actual movement of the job: draft, revised, sent, viewed, signed, in progress, completed, invoiced, and paid.
That gives you a more useful view of the business:
- Proposals that were sent but never opened
- Opportunities a client viewed but has not signed
- Signed jobs waiting for a deposit
- Invoices with a balance still due
- Revenue and close-rate trends over time
Client records are easier to create, edit, search, and reuse. Proposal and invoice lists are easier to scan. Analytics can compare revenue, signed work, average deal size, proposal volume, and win rate across the periods that matter to you.
The goal is not to turn contractors into data analysts. It is to make the next decision obvious: follow up, revise, schedule, invoice, or move on.
Follow Up Without Carrying the Entire Pipeline in Your Head
Clients get busy. A proposal sitting unanswered for two days is not always a rejection. Often, nobody restarted the conversation.
Propovio now has a structured lifecycle for proposal expirations, signature reminders, Day-2 and Day-5 follow-ups, overdue invoice reminders, receipts, and weekly summaries. Follow-ups are tied to the real state of the job and protected against duplicate sends.
Email remains the primary channel. Optional SMS support adds a faster way to reach clients who prefer text, with workspace-level controls and delivery safeguards.
The point is not to bombard clients. It is to stop good opportunities from disappearing because the contractor was on a roof, in a crawlspace, or driving to the next estimate when the reminder needed to happen.
Automated client-facing schedules are being activated carefully as the final lifecycle checks are completed. Contractors remain in control of whether follow-ups are enabled.
Make “Yes” Easy for the Client
Every extra step between decision and signature gives doubt more room to grow.
The updated client experience is designed for the device most homeowners already have in their hand. They can open the proposal, understand the scope and price, sign, see the deposit requested, and follow the remaining balance without printing, scanning, or searching for the right attachment.
Propovio also handles the less visible details that keep that moment trustworthy:
- Revised drafts are distinguishable from earlier versions.
- Expired or revoked client links stop working.
- Invoice identities and numbers are protected against duplication.
- Partial payments reduce the visible balance instead of making the client do the math.
- Receipts and payment status stay attached to the job.
The desired experience is not “look at our software.” It is “this contractor is organized, this proposal makes sense, and saying yes feels safe.”
Customer Payments Belong to the Contractor
Propovio's Stripe workflow has been rebuilt around a clear boundary: Propovio provides the payment gateway, but does not become the middleman for the contractor's project money.
When connected payments are active, the customer pays the contractor directly through the contractor's own Stripe account. The contractor controls payouts, refunds, disputes, and the customer payment relationship. Stripe charges its processing fees to the contractor.
Propovio does not receive or hold the project funds, and it does not take 2.5%—or any percentage—of the job.
The workflow supports deposits after signing, online partial payments, remaining-balance tracking, and receipts. If a contractor's Stripe account is not fully verified, online collection stays disabled instead of quietly routing money through Propovio.
Connected-payment activation is in controlled rollout while Stripe completes verification of Propovio's Canadian platform. The architecture is in place; real payment traffic remains fail-safe until each required account is ready.
Stop Entering the Same Invoice Twice
Winning and completing the job should not create another round of evening data entry.
Propovio's one-way QuickBooks Online integration is designed to move signed invoices and recorded payments into the accounting system without giving QuickBooks control over the operational record.
The integration can:
- Create or match the customer
- Export the invoice
- Record the payment against it
- Remember what has already been synchronized
- Stop the export when currencies do not match
That last part matters. A sync should not create duplicate invoices because someone runs it twice, and it should not push CAD work into a USD company by mistake.
QuickBooks export has completed controlled sandbox acceptance, including a signed invoice, partial payment, currency verification, and a second sync with no duplicates. Production-company connections will be enabled deliberately after the accounting rollout is approved.
Propovio remains the place where the client relationship and job move forward. QuickBooks receives the clean accounting record at the end.
What This Looks Like on a Real Job
Imagine finishing a property visit at 3:30 PM.
- You create or select the client from your phone.
- You turn the site notes, measurements, and preferred template into a structured proposal.
- You review the quantities, set the deposit, and send it while the visit is still fresh.
- Propovio shows when the client views the proposal and keeps the opportunity visible in your pipeline.
- If the client needs a nudge, the follow-up follows the proposal's real status instead of relying on memory.
- The client signs from their phone and sees exactly what is due next.
- Once connected payments are cleared, the deposit goes directly to your Stripe account—not through Propovio.
- When the invoice and payment are ready for bookkeeping, the record can move one way into QuickBooks without being typed again.
No single step is revolutionary by itself. The value comes from removing the loose ends between them.
More Jobs Moving Forward, Less Work Following Them Around
Contractors should not need one tool to write the proposal, another to chase the signature, a spreadsheet to track the deposit, and memory to decide who needs a follow-up.
This update moves Propovio closer to one connected commercial workflow:
Client → Proposal → Follow-up → Signature → Deposit → Job → Invoice → Payment → Accounting
The promise is straightforward: send professional proposals sooner, know what needs attention, make it easier for clients to say yes, and spend less time reconstructing the job after the workday ends.
Want to see the workflow in action? Watch the proposal creation, satellite measurement, and proposal-tracking demonstrations on the Propovio homepage.