1. Getting Started
What is ProposalForge?
ProposalForge is a universal proposal creation system that helps freelancers, agencies, and consultants create professional proposals quickly and efficiently. It combines AI-powered content generation with manual customization to give you the best of both worlds.
System Requirements
- Modern web browser (Chrome, Firefox, Safari, Edge)
- JavaScript enabled
- Internet connection for AI features and PDF generation
- No installation required - fully web-based
Quick Start Guide
Step 1: Access ProposalForge
Navigate to the ProposalForge homepage. You'll see two main creation options: AI-powered generation or manual creation.
Step 2: Choose Your Creation Method
Select "Generate with AI" for quick, automated proposals, or "Create Manually" for full control over every detail.
Step 3: Fill in Details
Enter client information, project details, and customize your proposal as needed.
Step 4: Generate PDF
Click "Generate PDF" to create a professional, beautifully formatted proposal document.
💡 Pro Tip: Start with AI generation to get a solid foundation, then switch to manual editing to fine-tune the details.
2. Creating Proposals
Proposal Structure
Every ProposalForge proposal contains the following sections:
| Section |
Description |
Required |
| Client Information |
Client name, company, contact details |
Yes |
| Project Overview |
High-level description of the project |
Yes |
| Phases |
Detailed breakdown of project phases with pricing |
Yes (minimum 1) |
| Currency |
Currency for all pricing (USD, EUR, GBP, etc.) |
Yes |
| Payment Terms |
How and when payments will be made |
Optional |
| Delivery Terms |
Deliverables and timeline expectations |
Optional |
Two Creation Methods
AI-Powered Generation
Best for: Quick proposals, standard projects, getting started
Speed: 5-10 seconds
Customization: Edit after generation
Let Claude AI analyze your project description and generate a complete proposal structure with phases, pricing, and terms.
Manual Creation
Best for: Complex projects, specific requirements, full control
Speed: 5-15 minutes
Customization: Complete control from start
Build your proposal from scratch with complete control over every field, phase, and detail.
3. AI Generation
How AI Generation Works
ProposalForge uses Claude Sonnet 4, Anthropic's most advanced AI model, to analyze your project description and generate a structured proposal.
Writing Effective Project Descriptions
To get the best results from AI generation, include these elements in your description:
- Project Type: Website, mobile app, consultation, design work, etc.
- Key Requirements: Specific features or deliverables needed
- Timeline: Expected duration or deadline
- Technology Stack: Preferred technologies (if applicable)
- Special Considerations: Any unique requirements or constraints
💡 Example Good Description:
"Build a responsive e-commerce website for organic skincare products. Need product catalog with 50+ items, shopping cart, Stripe payment integration, customer accounts, admin dashboard for inventory management, and email notifications. Timeline is 2 months. Tech stack: React frontend, Node.js backend."
Understanding AI Output
The AI will generate:
- Project phases with descriptive names
- Estimated duration for each phase
- Suggested pricing based on scope and complexity
- Appropriate payment terms (typically 30/40/30 or 50/50)
- Professional delivery terms and expectations
⚠️ Important: AI-generated pricing is a suggestion based on typical market rates. Always review and adjust pricing based on your specific rates, experience level, and market.
Editing AI-Generated Proposals
After AI generation, you can:
- Edit any field including client info, project description, and terms
- Modify phase names, durations, and pricing
- Add or remove phases
- Change the currency
- Regenerate the entire proposal with a different description
4. Manual Creation
Step-by-Step Manual Process
Step 1: Client Information
Enter comprehensive client details:
- Client Name: Full name of the decision maker
- Company Name: Organization name
- Email: Primary contact email
- Phone: Contact number (optional but recommended)
Step 2: Project Overview
Write a compelling project overview that includes:
- Project goals and objectives
- Expected outcomes
- Your understanding of the client's needs
- Why you're the right fit for the project
Step 3: Currency Selection
Choose the currency for your proposal. ProposalForge supports 15+ major currencies including USD, EUR, GBP, CAD, AUD, JPY, and more.
Step 4: Adding Phases
Break your project into logical phases. For each phase, specify:
- Phase Name: Descriptive name (e.g., "Discovery & Planning")
- Description: What will be done in this phase
- Duration: Time estimate (e.g., "2 weeks", "1 month")
- Price: Cost for this phase
Click "Add Phase" to include additional phases. Most projects have 3-6 phases.
Step 5: Payment & Delivery Terms
Define clear terms:
- Payment Terms: When and how payment will be made (e.g., "50% upfront, 50% on completion")
- Delivery Terms: How deliverables will be provided (e.g., "Weekly updates via email, final delivery through GitHub")
💡 Pro Tip: Use the "Preview" button frequently to see how your proposal will look before generating the PDF.
5. PDF Generation
Generating Your PDF
Once your proposal is complete, click the "Generate PDF" button. ProposalForge will create a professionally formatted PDF document with:
- Professional cover page with branding
- Table of contents
- Executive summary
- Detailed phase breakdown with pricing
- Total project cost calculation
- Terms and conditions
- Signature area
PDF Features
Professional Design
Clean, modern layout with consistent typography and spacing.
Branded Header
ProposalForge branding on cover page, customizable in future versions.
Currency Formatting
Automatic currency symbol and formatting based on selected currency.
Auto-Calculations
Total project cost automatically calculated from all phases.
Download & Sharing
After PDF generation:
- The PDF will automatically download to your device
- File name format: proposal-YYYYMMDD-HHMMSS.pdf
- Share via email, cloud storage, or any file sharing method
- PDFs are print-ready and mobile-friendly
⚠️ Note: PDF generation requires an active internet connection and may take 3-5 seconds depending on proposal complexity.
6. Currency & Localization
Supported Currencies
ProposalForge supports 15+ major world currencies:
| Currency |
Code |
Symbol |
Region |
| US Dollar | USD | $ | United States |
| Euro | EUR | € | European Union |
| British Pound | GBP | £ | United Kingdom |
| Canadian Dollar | CAD | CA$ | Canada |
| Australian Dollar | AUD | A$ | Australia |
| Japanese Yen | JPY | ¥ | Japan |
| Swiss Franc | CHF | CHF | Switzerland |
| Chinese Yuan | CNY | ¥ | China |
| Indian Rupee | INR | ₹ | India |
| Mexican Peso | MXN | MX$ | Mexico |
Currency Formatting
ProposalForge automatically formats prices based on the selected currency:
- Correct symbol placement (before or after amount)
- Proper thousand separators (comma or space)
- Decimal precision (2 decimals for most, 0 for JPY)
- Currency code display in PDFs for clarity
Multi-Currency Support
You can change the currency at any time before generating the PDF. All prices will be displayed in the selected currency. Note that ProposalForge does not perform currency conversion - you must enter prices in your desired currency.
7. Best Practices
Writing Effective Proposals
1. Be Specific and Clear
Avoid vague language. Clearly define what will be delivered, when, and for how much.
Good Example: "Design and develop a responsive homepage with hero section, services grid, testimonials carousel, and contact form using React and Tailwind CSS. Timeline: 1 week."
Bad Example: "Make a nice homepage. Should look good and work well."
2. Break Down Complex Projects
Large projects should be divided into clear phases. This helps clients understand the process and creates natural payment milestones.
3. Use Professional Language
- Avoid overly technical jargon unless your client is technical
- Be confident but not arrogant
- Focus on client benefits, not just features
- Proofread everything before generating the PDF
4. Set Realistic Timelines
Add buffer time for revisions, client feedback, and unexpected delays. Under-promise and over-deliver.
5. Clear Payment Terms
Common payment structures:
- 50/50: Half upfront, half on completion (good for small projects)
- 30/40/30: 30% upfront, 40% at midpoint, 30% on completion (good for medium projects)
- 25/25/25/25: Quarterly payments (good for long projects)
- Monthly Retainer: Fixed monthly fee (good for ongoing work)
Common Mistakes to Avoid
- Underpricing: Don't undervalue your work. Research market rates.
- Scope Creep: Clearly define what's included and what's extra.
- Missing Contact Info: Always include your contact information.
- No Terms: Always include payment and delivery terms.
- Generic Content: Customize each proposal for the specific client.
Proposal Checklist
Before generating your PDF, verify:
- ☐ Client name and company are correct
- ☐ Contact information is accurate
- ☐ Project overview is clear and specific
- ☐ All phases have descriptions and pricing
- ☐ Currency is correct
- ☐ Payment terms are defined
- ☐ Delivery terms are clear
- ☐ Total pricing makes sense for the scope
- ☐ Timeline is realistic
- ☐ No spelling or grammar errors
8. Troubleshooting
Common Issues and Solutions
AI Generation Not Working
Problem: AI generation fails or returns an error.
Solutions:
- Check your internet connection
- Ensure your project description is at least 20 characters
- Try refreshing the page and submitting again
- If the issue persists, use manual creation instead
PDF Not Downloading
Problem: PDF generation completes but file doesn't download.
Solutions:
- Check your browser's download settings
- Disable pop-up blockers for ProposalForge
- Try a different browser
- Check your Downloads folder - it may have downloaded without a notification
Currency Symbol Not Showing Correctly
Problem: Currency symbol appears as a square or question mark.
Solutions:
- This is usually a font issue in the PDF viewer
- Try opening the PDF in a different viewer (Adobe Reader, browser, etc.)
- The currency code will still be visible even if the symbol doesn't render
Form Not Submitting
Problem: Cannot submit the proposal form.
Solutions:
- Ensure all required fields are filled (client name, overview, at least one phase)
- Check that phase prices are valid numbers
- Make sure phase names are not empty
- Try clearing your browser cache
Pricing Calculations Incorrect
Problem: Total price doesn't match sum of phases.
Solutions:
- Ensure all phase prices are numbers, not text
- Remove any currency symbols from price fields (enter numbers only)
- Check for extra spaces or characters in price fields
- Refresh the page and re-enter the data
Getting Help
If you're experiencing issues not covered here:
- Check the FAQ section below
- Visit our Support page
- Contact support with detailed error descriptions
- Include browser type and version in your support request
9. Frequently Asked Questions
General Questions
Is ProposalForge free to use?
Yes, ProposalForge is completely free to use. All features including AI generation and PDF export are available at no cost.
Do I need to create an account?
Currently, no account is required. You can create and download proposals immediately without signing up.
Can I save my proposals?
Proposals are stored in your browser's local storage temporarily. Download the PDF to save your work permanently. Future versions will include cloud storage.
Can I customize the PDF design?
Currently, PDF design is standardized for consistency. Custom branding and design options are planned for future releases.
AI Generation Questions
What AI model does ProposalForge use?
We use Claude Sonnet 4 by Anthropic, one of the most advanced AI language models available.
Is my data used to train the AI?
No, Anthropic does not use API data to train their models. Your proposals and project descriptions are private.
How accurate is AI pricing?
AI pricing is based on industry averages and project complexity. Always review and adjust based on your rates and market. The AI provides a starting point, not a final price.
Can AI generate proposals in other languages?
Yes, you can provide project descriptions in multiple languages, and Claude will generate proposals in the same language.
Currency & Pricing Questions
Can I use multiple currencies in one proposal?
No, each proposal uses a single currency. All prices must be in the selected currency.
Does ProposalForge convert currencies?
No, ProposalForge does not perform currency conversion. You must enter prices in your desired currency.
Can I add taxes or discounts?
Currently, you would need to calculate taxes/discounts manually and include them in your phase pricing or project overview. Automatic tax calculation is planned for future versions.
Technical Questions
What browsers are supported?
ProposalForge works on all modern browsers: Chrome, Firefox, Safari, Edge, Opera. We recommend using the latest version for best performance.
Does ProposalForge work offline?
The form works offline, but AI generation and PDF export require an internet connection.
How is my data stored?
Proposal data is stored in your browser's local storage and in our Cloudflare D1 database for audit trails. We do not share or sell your data.
Is ProposalForge mobile-friendly?
Yes, ProposalForge is fully responsive and works on mobile devices, though we recommend using a desktop for the best experience when creating detailed proposals.