How to Send Proposals, Estimates, and Contracts in Squarespace
TL;DR:
- Available on all Squarespace plans from Basic to Commerce Advanced
- Create professional documents using customizable templates
- Send documents directly from your business email
- Clients can accept and sign documents digitally
- You can duplicate documents for multiple clients
- Documents can be edited and resent until client accepts
Squarespace includes built-in tools for sending professional business documents to clients. This feature works through the project management system and covers everything from initial proposals to final contracts.
Setting Up Your Documents
Before you can send documents, you need a project set up in your Squarespace account and a valid reply-to email configured in your business settings.
Creating Your First Document
Head to your project's Documents section and click the + icon. You'll see three main document types:
Proposals give clients a high-level overview of your business and services. Use these for initial pitches or when explaining what you offer.
Estimates break down project services and costs. These work well when you need to show detailed pricing or scope.
Contracts lay out the specific terms of service. These are your binding agreements once clients accept them.
Customizing Templates
Each document type comes with a template you can modify. Replace the demo text and images with your own content. You can add or remove sections based on what you need.
The AI writing assistant can help draft text if you're stuck on wording. It's particularly useful for standard sections like terms and conditions.
Styling Your Documents
Use the Styles tab to adjust layout, fonts, and colors. You can sync your site's fonts to keep everything consistent with your brand.
The acceptance section is important if you want the document to be legally binding. When you include this, clients must review and agree to the terms before the document is considered accepted.
Sending Documents
Click Send when you're ready. You can customize the email subject line and add a personal message. The document gets sent from your configured business email address.
Once sent, you can track the document status. It updates when your client views or accepts the document.
You can't add multiple recipients directly through the send feature, but you can duplicate documents to reach several clients with the same information.
Managing Your Documents
Duplicating creates copies for multiple clients without starting from scratch. This saves time when you're sending similar proposals to different prospects.
Editing and resending works until the client accepts the document. After acceptance, you can't modify the original.
Deleting removes unaccepted documents entirely. If clients try to access a deleted document link, they'll hit a 404 page.
FAQs
Can I use this feature on any Squarespace plan?
Yes, document sending is available from Basic through Commerce Advanced plans.
How can I ensure my document looks professional?
Use the style options to match your brand colors and fonts. Keep the layout clean and replace all demo content with your own.
What if I need to make changes to a sent document?
You can edit and resend documents until the client accepts them. Once accepted, the document becomes final.
Do clients need a Squarespace account to view documents?
No, clients can view and accept documents through the link you send them without needing their own account.
Jargon Buster
Squarespace AI: The built-in writing assistant that helps generate and edit text content within documents.
Sync font styles: Feature that applies your website's typography to documents for consistent branding.
Live status: Shows that a document has been sent to the client but hasn't been accepted yet.
Acceptance section: The part of the document where clients agree to terms, making it legally binding.
Wrap-up
Squarespace's document system handles the complete workflow from initial proposal to signed contract. The templates give you a professional starting point, while the customization options let you match your brand.
The key is keeping your documents organized and your email settings properly configured. Once you've sent a few documents, the process becomes quick and straightforward.
Ready to streamline your client communications? Join Pixelhaze Academy for more Squarespace tips and tutorials.