Proposals vs quotes — what's the difference?
Two documents, two jobs. A quote answers "how much?" — it's an itemised price breakdown the client signs off on. A proposal answers "why you?" — it's a narrative document that covers your assessment, scope of work, safety approach, and why your business is the right choice. On simple or repeat jobs you only need a quote. On bigger or competitive jobs, sending both together wins work that either alone wouldn't.
When to send just a quote
- Returning clients who already know your work
- Small, straightforward jobs where price is the only question
- When the client has asked specifically for a price and nothing else
When to add a proposal
- Large jobs — a bigger investment means the client needs more confidence
- New clients who haven't worked with you before
- Competitive tenders where you're up against other painters
- Sensitive or complex properties (heritage, occupied commercial, high-end residential)
- Anywhere the client wants to understand the methodology, not just the number
How to create a proposal from your quote
Once you've built and priced your quote, you'll see a + Proposal button in the quote builder (desktop) or a + Also create a Proposal link in the bottom bar (mobile). Tapping it saves your quote as a draft and takes you straight into the proposal builder with your measurement already selected — no starting from scratch.
The quote stays as a draft until you're ready to send it. You can send both documents to the client via the client portal.
The proposal sections
Surfacely proposals follow a fixed order — up to 12 sections that cover everything a client needs to say yes. Some are optional and can be toggled off:
- Executive Summary
- Scope of Work
- Project Gallery
- Our Assessment — findings from your scoping visit
- Why the Preparation Matters
- Health & Safety — off by default; can pull from your crew brief
- About Us
- Why Us — your credentials, approach and guarantees
- Recent Work — up to two past completed jobs, each with a photo and suburb
- Investment — the pricing summary
- Terms & Conditions
- Photo Appendix
AI draft assistance
Proposals take time to write. Surfacely's AI can draft an initial version using your scoping data, area photos and assessment notes — you then edit and personalise it. Much faster than starting from a blank page.
Worth knowing: on jobs worth more than a month's revenue, the half-hour it takes to write a proposal is trivial compared to the conversion uplift. Clients who receive a proper proposal feel the painter took them seriously — and reward it with the job.