Introduction to the Proposals Area

1. Navigate to the Main Menu > Proposals.
   
2. Here you will be shown an overview of all proposals currently in play; 
   
1. All (default view): proposals of all statuses 
2. Draft: proposals that are yet to be sent
   
3. Awaiting Responses: sent proposals awaiting a response
   
4. Overdue: proposals yet to be accepted by clients and the due date has passed
   
5. Accepted: proposals accepted in writing by the client
   
3. You can filter proposals by using the status or by using the search bar.
   

Notes
Proposals will also have a coloured badge corresponding to it’s status. 

Creating & Sending a Proposal

Tip

We recommend setting up your Services & Pricing page before creating a Proposal in The Gap. However, you can add services and pricing on-the-fly.

1. Navigate to the Main Menu > Proposals.
   
2. Click Create proposal.
   
3. Complete the easy 5-Step process:
   
1. Recipients;
   
1. Choose your Client Organisation;
   
1. Select an existing Client Organisation from the drop-down menu or use the search bar to find one.
   
2. Or create a new Client Organisation on-the-fly;
   
1. Enter the Client's Organisation name and click + Create.
2. Enter all the details in the prompted fields for the Organisation and Primary Client Contact.
   
3. Click Save to create your new Client & Client Contact.
2. Select the client contacts that you want to receive your proposal.
   
3. Upload your business logo into the Add your logo field (if you haven't already done so in the Org Settings).
   
4. Click Continue to move on to the next step.
2. Services:
   
1. Choose your Service;
   
1. Select an existing Service from the drop-down menu or use the search bar to find one.
   
2. Or create a new Service on-the-fly;
   
1. Enter the Service name and click + Create.
2. Enter all the details in the prompted fields for the Service.
   
3. Choose if it is an Agreed or Recommended service.
4. Click Save to create your new Service.
   
2. Click Continue to move on to the next step.
3. Pricing & Payment:
   
1. Enter, update or check the cost of your service in the field provided – if you have previously set up your services and pricing, this will automatically populate.
   
2. Check the payment frequency is set to your liking, or select by choosing from the drop-down menu.
   
3. Define if the fee is Agreed or an Estimated amount. 
   
4. Configure your payment options by moving the levers to enable or disable options to suit your client’s preference. You can also offer a discount for payments upfront.
   
5. Click Continue to move on to the next step.
   
4. Details & Terms:
   
1. Highlight the Objectives & Value: using the drop-down menu, select several client objectives that the services you're proposing will support the client to meet. These have been carefully crafted by The Gap team to reflect compliance and advisory offerings.
   
2. Set your expectations: using the drop-down menu, select and set your firm's expectations.
   
3. Choose a start time: Indicate the timing of when you'll deliver the services.
   
4. Upload your Terms of Engagement.
   
5. Who should sign? Select who needs to sign the proposal. It may be all proposal recipients or a certain number of signatories.
   
6. Set a due date: select a timeframe or choose a specific date for when a proposal should be responded to by the client.
   
7. Click Continue to move on to the next step.
5. Review & send:
   
1. Review your compiled proposal.
   
2. Make any edits as needed by clicking on the edit icon.
   
3. Send a brief personalised message to your clients (optional)
   
4. Select your proposal recipients from the drop-down menu and/or create a new client contact on-the-fly.  
   
5. Click Send.
   
6. All newly sent proposals will now sit in the Awaiting Response list in the Proposals area. If they expire they then will move to the Overdue tab.

Important Info

It is best practice to gain conceptual agreement with your client before sending through any proposals. If you don't yet have a conceptual agreement for a service but have positioned it to your client, you can include it in your proposal and label it as a Recommended service.

Note

1. You can reorder the services on your proposal in Step 2 Services by clicking on the ellipses (…) and selecting re-order, from here simply, drag and drop the services in your chosen order
2. You can navigate back and forth through the steps by clicking on the Back and Continue buttons at the bottom of the page

Tip

1. We recommend adding all Expectations to your proposal to set the tone for ‘A-client’ behaviours
   
2. We also recommend sending a test email to yourself when trying proposals for the first time so you can understand the client experience
   

Viewing & Managing Proposals

Client Viewing and Accepting a Proposal

1. Opening the system-generated email notification received in their email.
   
2. Clicking on View Proposal.
   
1. If a client has an account set up with The Gap, they will be prompted to sign-in:
   
1. Enter email & password and click sign-in.
   
2. Click on the notifications icon and select the Proposal from the list.
   
2. If a client is yet to be set up with an account, they will be directed straight to a view of the Proposal.
   
3. After reviewing and agreeing to the details and terms listed in the proposal, a client must indicate the below by selecting the appropriate boxes:
   
1. Preferred way to pay
   
2. Declaration: Terms of Proposal
   
3. Declaration: Terms of Engagement
   
4. To accept and submit their response back to the Advisor, the Client must click I agree.

Important Info

1. A copy of the accepted proposal will be emailed to the recipients. If a client is set up with a Gap account, they can also view it from the Client Hub under their documents
   
2. If the advisor had requested multiple signatories, each recipient will be advised at the bottom of the proposal that another signature is required before it can be accepted
   

Advisor Viewing an Accepted Proposal

1. Sign in to your Gap Account.
2. Click on the Notification icon.
   
3. Select your Proposal and click View proposal.
   

Note

1. Accepted Proposals can be viewed via the Proposals area and Client documents
   
2. The status of the Proposal will automatically change to Accepted in the Proposals area