Your Details (Sender)
Recipient & Project Details
How to Create a Professional Project Proposal
1. Complete Sender & Recipient Details
Enter your business name, address, contact details, and the client's information correctly. This makes the proposal look professional and legally sound.
2. List Project Details & Reference Number
Define a clear project description (e.g. Website Relaunch) and assign a unique proposal number for tracking and reference.
3. Add Detailed Line Items
Add individual items for services or products. For each item, specify a commercial description, quantity, unit (hours, days, pcs, flat), and unit price.
4. Apply Optional Discount & VAT
If agreed, add a client discount (from 0% to 50%). Select the appropriate tax rate (e.g., 0% for small businesses, 7% reduced, or 19% standard VAT).
5. Print or Save as PDF
Click the print button to generate a clean, print-friendly version. You can print it directly or save it as a PDF to email to your client.
Frequently Asked Questions (FAQs)
Is a proposal legally binding once sent?
Yes, in most jurisdictions (like Germany/EU), a proposal is a binding legal offer. If the client accepts it unchanged, a contract is formed. You can add a validity period (using the "Valid Until" field) to limit how long the offer stands.
What is the difference between a proposal and an invoice?
A proposal is sent before a project starts to agree on scope, timing, and pricing. An invoice is sent after the services or goods are delivered to request payment from the client.
Do I need to charge VAT on my proposals?
It depends on your business status and country. In Germany, if you qualify for the small business regulation (Kleinunternehmerregelung under § 19 UStG), you do not charge VAT (select 0% VAT). Otherwise, you must apply the standard or reduced rate.