Client Accepts Proposal → Project Created Automatically
Send a branded proposal. Client accepts. Project appears in your workspace automatically. No manual handoff, the whole flow from proposal to active project without PM involvement.
The gap between winning work and starting work
When a client accepts a proposal, two workflows need to start: the client communication workflow (contract, invoice, onboarding) and the internal project workflow (create the project, assign the team, set the timeline). In most agencies, the second workflow is manual. The PM receives a message, 'Client X signed', and then recreates the project structure from scratch: create project, add tasks from the proposal scope, assign team members, set deadlines. For agencies handling 3–8 proposals per month, this translation work is 1.5–12 hours per month of PM time. None of it is billable. None of it generates client value. It is pure administrative overhead.
"The proposal-to-project handoff is the most manually intensive transition in the agency workflow. For agencies handling 3–8 proposals per month, this is 1.5–12 hours per month of PM time spent on translation."
How Melororium proposals work
Melororium proposals are built inside the workspace, not in a separate tool. The proposal builder includes line items with quantity, rate, and calculated totals; percentage discount and tax fields; file attachments; an expiry date; and client-facing branding (logo, accent color, background). The proposal is sent as a secure link. No client account required. The client opens the link, reviews the proposal, and clicks Accept or Decline.
What the client sees
The client-facing proposal page is clean and branded. It includes:
- Agency logo and accent color at the top
- Proposal overview section with project description
- Line items table with quantities, rates, and totals
- Total amount with any applied discount or tax
- Expiry date displayed prominently
- Two buttons: Accept and Decline
Flat-fee · No seat tax
Done paying per seat? Melororium covers tasks, time tracking, and client CRM for teams of 4–25 — one flat monthly price.
Client clicks Accept → project is created
When the client clicks Accept, two things happen automatically: the proposal status in the CRM changes to Accepted, and a new project is created in the workspace with the proposal details attached. The PM does not need to create the project manually. They receive a notification, open the new project, and begin assigning tasks, starting from a project that already exists, with the client and scope already linked.
View tracking: know before you follow up
Every proposal sent through Melororium includes view tracking. The proposal record shows: when the client first opened the proposal, from what location and device, and how many times they have returned to it. This removes the guesswork from follow-up. A client who has opened the proposal four times in three days is warm. A client who has not opened it in two weeks may not have received it. Both situations call for different follow-up approaches, and view tracking makes the difference visible.
Building a proposal in Melororium
Proposals are built from a client record. Open the client → go to Proposals → New Proposal. The builder presents a line items table, an overview text field, and the branding controls in the right sidebar. Line items support: item name, description, quantity, unit rate, and calculated total. Multiple line items group into the overall project total. Discount and tax fields appear below the line items table. Once complete, click Send → the system generates a secure link. Copy and send to the client by email, or use the built-in send button to deliver directly from the platform.
Proposal pipeline in the CRM
Every proposal lives inside the client record in the CRM. The proposal status moves through five stages: Draft, Sent, Viewed, Accepted, and Declined. The CRM pipeline view shows all proposals grouped by status. A PM managing four active proposals sees at a glance which clients have viewed but not responded, which have accepted, and which went cold. Status updates automatically: when the client opens the link, status changes from Sent to Viewed. When they click Accept or Decline, status updates accordingly. This removes the need for a separate proposal tracking spreadsheet. The pipeline is the source of truth for all open proposals.
Reusing a proposal for repeat work
Agencies running retainer work for the same clients send similar proposals every quarter. Melororium supports proposal duplication from any existing proposal record. Open the original proposal, click Duplicate, and a copy appears in Draft status. The line items, rates, and branding carry over. Update the dates, adjust quantities if the scope changed, and send. The duplication takes under two minutes versus rebuilding from scratch. For agencies with three to four repeat clients on quarterly retainers, this saves 45–90 minutes per quarter of PM time without any additional process change. The original proposal stays in the record, so both the client and the PM can reference prior agreements from the same CRM card.
Which plan includes proposals
Proposals with auto-project creation are included in the Studio plan: $119/month for up to 25 users, flat fee. All team members can access the proposal builder and see proposal status in the CRM. The Starter ($29/month, 4 users) and Agency ($59/month, 10 users) plans include the CRM and project management features. Proposals are a Studio-tier addition for agencies handling a higher volume of client acquisition.
Studio plan includes this.
$119/mo · 25 users · Proposals + auto-project creation included. No per-seat fees.
