Building and sending an offer

The offer wizard has four steps: essentials, deliverables, contract, and review. The wizard builds the offer and stops there. Sending happens separately, from the project page.

Adding an offer to a simple project moves the project back to Draft. Billow asks for confirmation first.

Essentials

The first step collects:

• Project name

• Account and contact

• Offer date

• Offer Valid Until, the date the offer expires

• Summary, optional. Internal, never shown to your client.

Deliverables

Each line has a title, an optional description, and a price. Two ways to price:

• Fixed: one price for the line

• Quantity: a rate times a number of units

The offer note sits above the list. It is client-facing: it appears on the offer page and the PDF.

The financials sit below the list. Currency, tax rate, and deposit percentage are pre-filled from Settings → Accounting and can be changed for this project. With advanced tax mode on, the tax labels and the second rate are editable here too.

The deposit percentage sets the billing schedule. The options are 0%, 25%, 33%, 50%, and 100%, and the choice has to be right before you send. Deposits and automatic invoices lists what each one produces.

Timelines

Add Timeline next to a deliverable’s title opens a date range picker. The chosen range sits on the line as a badge, and the × on the badge removes it again. Timelines are optional.

A timeline appears under the deliverable in the review step, on the project page, on your client’s offer page, and on the PDF between the title and the description. Invoices don’t carry it.

Add-ons

Mark as Upsell on a line lets your client decline it. On the offer page the line carries a green Add-On badge with a Decline action.

A declined line drops out of the offer total and never reaches an invoice or the contract your client signs.

The first deliverable cannot be an add-on.

Contract

Contracts are optional, controlled by the Include a contract toggle. It is off on new offers.

With the toggle on, you generate a contract from your template and sign it with a signature you draw or upload. See Contracts and signatures.

Review

The review step lays out everything the offer will say. The button at the end is Finish. It marks the offer as reviewed and returns you to the project page. Nothing is sent. Changing the project or the offer afterward, even a rename, clears the reviewed mark while the offer is still a draft, so you need to go through review again before you can send it.

Finishing requires:

1. At least one deliverable

2. A signed contract, if the offer includes one

Sending adds two more conditions: the Valid Until date is still in the future, and you have been through the review step at least once.

The contract check applies only when the toggle is on. An offer without a contract sends with no signature from you. Your client still signs their side.

Sending

Send Offer sits at the top of the project page, and in the banner across it once the offer is ready to send.

The dialog confirms the recipient before anything leaves. Missing details are collected there:

• No account address: the dialog asks for it and saves it onto the account.

• No contact email: the dialog asks for it and saves it onto the contact.

• No main contact: Billow returns you to the essentials step to pick one.

When the button is greyed out, its tooltip names what is missing.

What sending does

• Assigns the offer number, e.g. OFF-2026-0001, counting up per year

• Creates the share link

• Moves the project to Offer Pending

• Emails your client with the link and an 8-digit code, under your workspace’s legal name

Numbers are assigned on send. Drafts don’t use one.

Preview

Preview Offer on the project overview opens the client-facing page as it will look, with the buttons disabled and a tooltip explaining why. The button reads View Offer once the offer is sent, and disappears when the project is rejected, cancelled or completed.

Opening the share link while signed in as a member of the workspace redirects to that preview.

After sending

Your client accepts or rejects on the link. Billow emails you either way. Resending the code leaves the offer untouched.

An offer that passes its Valid Until date without a decision triggers an email to you. Nothing is sent to your client automatically.