Documentation

Installation

Upload the proposal-system folder to /wp-content/plugins/
Activate the plugin through the Plugins menu in WordPress
Go to Proposals > Settings to configure general options, email design, and (for Premium) Invoice Ninja integration
Client Portal (optional): Create a page and add the shortcode [proposal_client_portal]. In Proposals > Settings, set the Client Portal page so the plugin can link to it.

Configuration

All plugin settings are under Proposals > Settings. Settings are organized into tabs:

General Tab

Default currency: Global currency for new proposals (e.g., USD, EUR)
Default language: Default locale for proposal text
Terms and conditions: See Terms & Conditions
Version cleanup: Limit versions per proposal and auto-cleanup

Invoice Ninja Setup (Integrations Tab)

Navigate to Proposals > Settings > Integrations
Enter your Invoice Ninja instance URL (e.g., https://invoiceninja.example.com)
Enter your Invoice Ninja API token
Set a webhook secret key for secure webhook communication
Configure the webhook URL in Invoice Ninja: https://yoursite.com/proposal-system/webhook/

Creating a Proposal

Go to Proposals > Add New
Enter proposal title and description
Fill in client information (name, email, company)
- Select existing client from dropdown or enter manually
- For clients with multiple contacts, choose which contact to use
Use the Proposal Builder to add service options:
- Click "Add Option" to create a new service option
- Or click "Add from Library" to select from your reusable options library
- Or click "Use Template" to apply a pre-configured template (Premium)
- Enter name, description, and price (monthly for recurring, single for one-time)
- Set default quantity, quantity unit, and SKU
- Mark options as required if they must be included
- Mark as one-time fee if it should be billed separately
Configure billing settings:
- Enable recurring billing (monthly, quarterly, yearly)
- Set expiration date
- Select currency (default or per-proposal)
- Select language (default or per-proposal)
Configure PDF settings (optional):
- Choose PDF template (Default, Minimal, Modern, Classic)
- Customize colors, fonts, and layout
- Set content visibility options
Set proposal status and generate access token
Publish the proposal

Options Library

Build a reusable library of line items (service options) and add them to any proposal with one click.

Managing the Library

Go to Proposals > Options Library
Add item: Name, description, base price, default quantity, quantity unit (e.g., Per Hour, Per User), SKU, required flag, one-time fee flag
Edit or delete items from the list
Use categories to organize items

Using the Library in Proposals

In the proposal builder, click Add from Library
Select one or more items and add them; all fields (name, description, price, quantity, unit, SKU, required, one-time fee) are copied into the proposal
You can still edit any option after adding it

Terms & Conditions

Configure separate terms for single-invoice and recurring-invoice proposals. Clients must accept the applicable terms before accepting a proposal.

Where to Configure

Go to Proposals > Settings > General
Use the rich text editors for Terms for single invoices and Terms for recurring invoices

Behavior

If terms are set, a scrollable terms section and a required acceptance checkbox appear on the proposal frontend
Acceptance is validated before the client can complete the acceptance flow
Which terms block is shown depends on whether the proposal has recurring billing

Access Control

Proposals can be viewed in two ways: by secure token link or via the Client Portal (logged-in users).

Token-Based Access

When you send a proposal, use the Proposal Link (or copy link) from the proposal edit screen
The URL includes a unique token so only someone with the link can view the proposal
No WordPress login required; ideal for emailing links to clients
Optional: set token expiry in settings

Client Portal Access

Clients linked to WordPress user accounts can log in and see their proposals under the Client Portal
See Client Portal for setup (user linking, shortcode)

Access Logging

Each view is logged (token, login, or admin). Use View History & Analytics in the proposal edit screen to see who viewed and when.

View History & Analytics

See who viewed each proposal and when, with basic statistics.

Where to Find It

Open any proposal and find the View History meta box (usually in the sidebar)

What You See

View list: Each view with date/time, IP, user agent, and access type (token, login, admin)
Statistics: Total views, unique IPs, unique users, first view, last view, breakdown by access type

Dashboard Widget

On the WordPress dashboard, the plugin adds a widget with an overview of proposals and sync status.

Proposal Statistics

Counts for Draft, Sent, Accepted, and Declined proposals

Pending Proposals

List of sent/viewed proposals with expiration dates and time remaining
Color cues (e.g., green/orange/red) by urgency
Last email sent date per proposal

Client Sync (Premium)

Sync status and next scheduled sync time
Recent sync history (last syncs with status and client counts)

PDF Generation

Generate professional PDF documents from your proposals with extensive customization options.

PDF Templates

Default: Clean, professional layout with balanced spacing
Minimal: Simple, elegant design with minimal styling
Modern: Contemporary design with bold typography
Classic: Traditional business document style

Customization Options

Logo positioning and sizing (small, medium, large, custom)
Brand colors (primary, secondary, accent)
Typography (font family, base size, heading size)
Page settings (A4, Letter, Legal; portrait/landscape; margins)
Content visibility (company details, client address, proposal number, expiration, terms, footer)
Custom footer text with HTML support
Watermark support (text with adjustable opacity)

Using PDFs

Generate PDF from proposal edit screen
Batch generate PDFs for multiple proposals
Attach PDF to proposal emails automatically
PDF caching for improved performance (configurable 1-30 days)
Export specific proposal versions as PDF

Proposal Versioning

Track all changes to your proposals with complete version control.

Automatic Version Creation

Versions are automatically created when proposals are saved with content changes
Autosaves, revisions, and status-only changes don't create versions
Intelligent version naming based on detected changes
Optional version notes to document what changed and why

Version Management

View complete version history in proposal edit screen
Compare any two versions side-by-side
See changes in title, content, options, pricing, billing settings, and client info
One-click version restore (creates backup before restoring)
Export any version as PDF
Delete versions manually or automatically (configurable limits)

Version Cleanup

Set version limit per proposal (0 = unlimited)
Enable auto-cleanup to remove old versions automatically
Manual cleanup button to clean up all proposals at once

Digital Signatures

Allow clients to digitally sign proposals when accepting them.

Signature Capture

Drawing: Clients can draw signatures using mouse or touch
Typing: Clients can type signatures using signature-style fonts
Clear button to reset signature
Mobile-friendly touch interface

Legal Audit Trail

Signature image stored as base64
Timestamp of signature
IP address of signer
User agent information
Signature type (drawn or typed)

Display

Signatures displayed on accepted proposals (frontend and admin)
Signature preview in admin meta boxes
Proper CSS constraints to prevent overflow

Multi-Currency & Multi-Language Support

Multi-Currency

Support for 20+ currencies with configurable formatting:

USD, EUR, GBP, JPY, CAD, AUD, CHF, CNY, INR, BRL, MXN, ZAR, SGD, NZD, and more
Set default currency globally in settings
Override currency per-proposal
Configurable formatting: symbol position, decimal/thousands separators, decimal places
Automatic currency mapping to Invoice Ninja

Multi-Language

Per-proposal language selection with automatic locale switching:

Support for all WordPress languages
Set default language globally
Override language per-proposal
Automatic locale switching when rendering proposals
Localized JavaScript strings
RTL language support

Proposal Template Library (Premium)

Create reusable proposal templates for faster proposal creation.

Creating Templates

Go to Proposals > Template Library
Click "Create Template" or "Save as Template" from proposal builder
Enter template name and category
Configure template items, pricing, and settings
Save template for reuse

Using Templates

Click "Use Template" in proposal builder
Browse templates by category
Preview template contents before applying
Choose whether to apply template title/description
Template items are automatically added to proposal

Template Management

Edit, duplicate, or delete templates
Organize templates by category
Search templates by name
Add items from Options Library to templates

Client Portal

Full-featured client portal with dashboard, proposals, invoices, messages, documents, and profile. Clients log in with their WordPress user account and access everything in one place.

Setup

Create a page and add the shortcode [proposal_client_portal]
In Proposals > Settings, assign the Client Portal page so the plugin knows where to send clients
Link clients to WordPress users (see below) so they can log in and see their data

Linking Clients to WordPress Users

Edit a client: Proposals > Clients → open a client
Use the WordPress User meta box to link to an existing user (with proposal_client role) or click Create user from client
When creating a user, you can choose which contact to use if the client has multiple contacts
All proposals tied to any of the client’s contact emails are synced to that user automatically
An email with login credentials is sent to the client when a new user is created

Portal Sections

Dashboard: Overview and quick links to proposals, invoices, messages, documents
Proposals: List of proposals with status; open via token link or view summary
Invoices: Invoices from Invoice Ninja; status, amounts, due dates; payment links for unpaid; PDF download for paid
Messages: Send and receive messages with administrators
Documents: Shared documents and files (page is block-editor friendly so you can edit it in WordPress)
Profile: Client profile and account details

Invoice Access (Premium)

View all invoices linked to the client
Filter by status; use payment links for unpaid invoices; download PDF for paid invoices

Invoice Ninja Integration (Premium)

When a proposal is accepted:

An invoice is automatically created in Invoice Ninja
For recurring proposals, a recurring invoice is created (frequency matches proposal: monthly, quarterly, yearly)
One-time fees can be separated into a separate one-time invoice
The invoice includes all selected options, quantities, and the proposal description as public notes
Email confirmation is sent to the client (and invoice can be sent to customer if configured)

Invoice Settings (Integrations Tab)

Non-recurring invoice status: Create new invoices as Draft or Save and Send to Customer
Invoice due date (days): Number of days until the invoice is due (e.g., 30)

Client Synchronization (Premium)

Configure how clients sync between WordPress and Invoice Ninja:

Sync Direction: Choose bidirectional, Invoice Ninja → WordPress only, or WordPress → Invoice Ninja only
Auto-sync from Invoice Ninja: Enable automatic scheduled synchronization
Sync Frequency: Set sync frequency (Hourly, Twice Daily, Daily)
Manual Sync: One-click buttons to sync all clients from/to Invoice Ninja

Email Template Customization

Customize email templates in Proposals > Settings > Email Design:

Template types: Proposal Sent, Proposal Accepted, Proposal Declined, Proposal Reminder
Rich text editor with preview functionality
Customize email subjects and content
Reminder diagnostics and testing tools
Option to attach PDF to proposal emails
Logo and branding customization

Reminder System

Automatic reminder emails are sent based on proposal expiration dates so you can follow up with clients in a timely way.

How It Works

Reminders are sent only for proposals that have an expiration date and are in Sent or Viewed status
Schedule: 1 day or less → every 12 hours; 3 days or less → daily; 7 days or less → every 2 days; 14 days or less → every 3 days; more than 14 days → weekly
Content uses the Proposal Reminder template in Proposals > Settings > Email Design

Testing & Diagnostics

Use the reminder diagnostics tools in the Email Design tab to test reminder content and see when the next reminder would run

Hooks & Filters

Actions

proposal_system_after_acceptance - Fires when proposal is accepted
proposal_system_client_synced - Fires after client sync completes
proposal_system_user_synced - Fires after user sync completes
proposal_system_version_created - Fires when a proposal version is created
proposal_system_version_restored - Fires when a proposal version is restored
proposal_system_version_deleted - Fires when a proposal version is deleted

Filters

proposal_system_before_invoice_create - Filter invoice data before sending to Invoice Ninja
proposal_system_calculate_total - Filter for custom calculation logic
proposal_system_before_client_sync - Filter client data before syncing
proposal_system_currencies - Filter to add custom currencies
proposal_system_invoice_ninja_currency_mapping - Filter currency mapping to Invoice Ninja
proposal_system_skip_version_creation - Filter to skip version creation for specific saves

Quick Links