Building and sending an offer
How to build an offer in the project wizard, how to send it to your client or copy its link, and what sending changes.
An offer lists what you will deliver for a client and what it costs. You build it in a four-step wizard (Essentials, Deliverables, Contract and Review) and then send it from the project page. Any member of the workspace can build and send offers.
Create an offer
Go to Projects and click New Project.
Choose Project with offer.
Fill in the Essentials step, then click Next: Deliverables.
Add your deliverables and check the financials, then click Next: Contract.
Turn on Include a contract and sign it if you want one, then click Review Offer.
Check the Review step and click Finish.
Finish marks the offer as reviewed and takes you back to the project page. Nothing is sent to your client yet.
To stop partway through, click Save as Draft and continue later from the project page with Continue Setup. The Review step doesn’t have Save as Draft.
While a step is incomplete, its next button and Save as Draft are disabled. On the Contract step, a contract that is turned on but not signed counts as incomplete. Once the project has been saved, the next button’s tooltip lists what is missing, for example “Missing: Account”.
Essentials
Field | Required | What it holds |
|---|---|---|
Project | Yes | The project name |
Account | Yes | The client company. You can create a new account from the dropdown. |
Person of Contact | Yes | The contact who receives the offer. You can create a new contact from the dropdown. |
Offer Date | Yes | The date on the offer. It defaults to today. |
Offer Valid Until | Yes | The date the offer expires. It defaults to 30 days from today. |
Summary | No | A description for your team. It is internal only and never shown to your client. |
Deliverables
Each deliverable is one line on the offer, with a title, an optional description and a price. Click the + button below the list to add one.
Every line has one of two pricing modes:
Pricing mode | How the line total is calculated |
|---|---|
Fixed | One price for the whole line |
Quantity | A rate multiplied by a quantity |
Every deliverable needs a title. The offer needs at least one deliverable before you can continue.
The Offer note field sits above the deliverables. Your client sees it on the offer page and on the PDF, so use it to describe the scope of the project.
Financials
The Financials section below the deliverables sets how the offer is billed. Its values start from your defaults in Settings → Accounting, and any change applies to this project only.
Field | What it controls |
|---|---|
Upfront Deposit | The share of the total your client pays upfront: None, 25%, 33%, 50% or 100%. It also appears in your contract’s payment terms. |
Currency | The currency of the offer |
Value Added Tax | The tax rate. If you leave it empty or set 0%, the tax line is hidden on the final document. |
With advanced tax mode on, the tax field is replaced by Tax Label, Tax Rate (%), Second Tax Label and Second Tax Rate (%).
Set the deposit before you send. It decides which invoices Billow drafts once your client accepts. Deposits and automatic invoices lists what each option produces.
Add a timeline to a deliverable
Timelines are optional date ranges on a deliverable.
Click Add Timeline next to the deliverable’s title.
Pick the start and end dates.
The range then shows as a badge on the line. Click the × on the badge to remove it.
A timeline appears under its deliverable on the Review step, on the project page, on your client’s offer page, and on the PDF. Invoices don’t show it.
Mark a deliverable as an add-on
An add-on is a deliverable your client can decline when they accept the offer.
Find the deliverable in the list.
Tick Mark as Upsell.
On the offer page, the line carries a green Add-On badge with a Decline action. If your client declines it, the line drops out of the offer total and never reaches an invoice or the contract they sign.
The first deliverable can’t be an add-on.
Contract
Contracts are optional. The Include a contract toggle on the Contract step is off on new offers. When you turn it on, Billow generates a contract from your template, and you must sign it before you can continue to the Review step. See Contracts and signatures.
If the offer has no contract, you don’t sign anything. Your client still signs the offer when they accept it.
Review
The Review step shows everything the offer will say: the essentials, the deliverables and financials, and the contract. Preview Offer opens the page your client will see.
Click Finish to mark the offer as reviewed. Finishing requires at least one deliverable, and a signed contract if the offer includes one.
If you change the project or the offer after finishing, the reviewed mark is cleared while the offer is still a draft. Go through the Review step and click Finish again before you send.
Send the offer
Open the project.
Click Send Offer at the top of the page. Once the offer is ready, the same button also appears in the banner “Your offer is complete. Send it to your client to get it signed.”
If a detail is missing, fill it in and click Save & Continue.
Check the email address under Sending to.
Click Send Offer.
Billow shows “Offer sent successfully.” and the project moves to Offer Pending.
Missing details when sending
Billow checks the recipient and both addresses before the confirmation opens. Anything missing is collected first, in one dialog titled Add details to send.
Missing detail | What happens |
|---|---|
Main contact | The dialog “No contact selected” opens. Click Choose a contact to pick one on the Essentials step, then send again. |
The contact’s email address | The dialog asks for it and saves it to the contact. |
The account’s address | The dialog asks for it and saves it to the account. |
Your company’s address | Owners and admins can fill it in, and it is saved to your workspace. Members see that an admin has to add it. |
If you are a member and your company’s address is the only thing missing, the dialog reads:
Workspace address required A workspace admin needs to add your company’s address before this offer can be sent.
Your company’s address lives on Settings → General.
When Send Offer is disabled
While the offer isn’t ready, Send Offer is disabled and its tooltip says why.
Tooltip | What to do |
|---|---|
Add at least one deliverable before sending. | Add a deliverable on the Deliverables step. |
Sign the contract before sending. | Sign the contract on the Contract step, or turn the contract off. |
Update the valid until date before sending. | Move Offer Valid Until to today or later on the Essentials step. |
Review your offer before sending. | Go through the Review step and click Finish. |
An offer is valid until the end of its Offer Valid Until date.
What sending does
Billow assigns the offer number, for example OFF-2026-0001. Numbers count up per year, and drafts don’t have one.
Billow creates the share link.
The project moves to Offer Pending.
Your client receives an email with the link and an 8-digit verification code. The email comes from your workspace’s legal name.
Preview an offer
Preview Offer on the project overview opens the client-facing page as your client will see it, with its buttons disabled.
After you send the offer, the button reads View Offer. It disappears when the project is Rejected, Cancelled or Completed.
Copy the offer link
Once the offer is sent, you can share its link through your own channels as well as the email Billow sends.
Open the project.
Click Copy Public Link on the project overview, next to View Offer.
Billow copies the link to your clipboard and confirms with “Link copied to clipboard”.
Copying the link doesn’t send anything or change the project. Copy Public Link disappears when the project is Rejected, Cancelled or Completed.
Anyone with the link can open the offer. Accepting or rejecting it still takes the verification code from the email. See What your client sees.
After sending
Your client accepts or rejects the offer from the link. Billow emails the person who created the project either way. What your client sees walks through both.
To give your client a new code, resend the offer. Resending leaves the offer and its link unchanged.
If the Offer Valid Until date passes without a decision, Billow emails the person who created the offer. Nothing is sent to your client automatically.
Editing a sent offer
Click Edit Project on the project page to change an offer that is Offer Pending or Rejected. Going back to the Essentials or Deliverables step asks for confirmation first:
Project status | Dialog | What confirming does |
|---|---|---|
Offer Pending | Withdraw offer? | Revokes the sent offer, moves the project to Draft, and invalidates the share link |
Rejected | Revert to draft? | Moves the project to Draft and invalidates the share link |
If the offer has a signed contract, the dialog is Invalidate contract? instead, and confirming also unsigns the contract. See Contracts and signatures.
When you send the offer again, your client gets a new link and a new code.
Adding an offer to a simple project
You can turn a simple project into an offer with Turn into offer. Saving the Essentials step then asks for confirmation:
Turn this project into an offer? Saving this step creates an offer and moves the project from Active to Draft. It becomes Active again once your client accepts the offer. The offer cannot be removed later.
