Workflow guide
Turn a Xero quote into a branded proposal
Xero gets the numbers right. The quote it prints is fine for a small job, but a high-value build deserves a document that sets the scope and the allowances, names the next step, and lets you see when the client opens it. You do not have to move your quoting off Xero. You keep the numbers there and wrap them.
What the Xero quote leaves out
A Xero quote is a clean list of line items and a total. For a $2,000 job that is the right amount of document. For a $40,000 bathroom or a $300,000 extension it leaves the client with the questions that lose you the job: what exactly is included, what is not, which items are allowances, and how do they say yes. The numbers are correct; the document is doing half the work.
The same job, two documents
A bathroom renovation, the same totals both ways. On the left, the quote as exported. On the right, the proposal the client reads, with the Xero quote still attached underneath. Illustrative line items, not a real client.
From your accounting tool
The proposal the client sees
Proposal
Bathroom renovation
Riverbend Bathrooms for the Okafor family
Scope
Strip existing bathroom, re-waterproof, tile walls and floor, install new vanity and fixtures, plumbing fit-off, make good.
Excludes
Relocating the soil stack, structural changes, asbestos if found.
Allowance
Tapware PC item $900, adjusts to your selection.
Total incl GST
$12,650 Xero quote attached
The four-step workflow
Quote in Xero
Price the job as you do now. Export the quote or copy the line items; the numbers stay the source of truth.
Wrap in Proposr
Bring the line items across and add a cover, plain-language scope, inclusions and exclusions, and your branding.
Attach the original
Keep the Xero quote attached to the proposal, so the client can see the underlying figures and nothing is hidden.
Send as a portal
Share a link, not a PDF. You see when it is opened; the client reads it, asks a question and accepts in the page.
What this is, and is not
This is a workflow, not a native Xero integration. You move the line items across; Proposr does not touch your accounting or your invoices. Keep raising and reconciling in Xero. Use Proposr for the one job that document does badly: presenting a high-value quote as a proposal the client reads and accepts online.
When to bother. A two-line maintenance quote does not need this. A renovation, an extension or a fit-out where the client is comparing builders does, because the clearer document is the one that gets signed.
Wrap your next Xero quote
Bring the line items into Proposr, add the scope and your brand, and send a proposal the client accepts online. The Xero quote stays attached and your accounting stays put.
Sources
General information for Australian builders. Proposr is not affiliated with Xero; "Xero" is a trademark of its owner, used here to describe a workflow. Figures and line items shown are illustrative.