Guide
A project proposal with an itemised price, tax and a validity date
A proposal is the document that wins a project. It restates the client’s problem, explains how you will solve it, sets out the scope and price, and asks for a decision. Freelancers and small agencies often write them from scratch each time, which is slow and uneven. This generator fixes the structure and does the arithmetic, so you can concentrate on the content.
What you enter
Your name or business and contact details, the client, the project title and the date. Write the client’s goal in their words, and your approach in a few sentences. List what is in the scope and what is not included, one per line. Give the price items, one per line, as item | price, such as “Discovery and design | 2400”. Choose a currency and enter a tax or GST percentage. Add a timeline, one line per phase as phase | when, payment terms, the number of days the proposal is valid, and a sentence on why you are the right choice.
How the price is worked out
The tool reads the number after the bar on each item line, ignoring currency symbols and spaces, and adds them to get the subtotal. Tax is that subtotal times the percentage, shown on its own line, and the total is the sum of the two. Each line and the totals are printed in the currency you chose with thousands separators. A line without a price is shown without an amount, so you can add a note such as “Included”. The validity date is the proposal date plus your number of days, printed in full.
The sections
The page begins with a summary table: prepared by, date, valid until and contact. Under “Your goal” and “Our approach” come the problem and the plan. “Scope of work” and “Not included” are bullet lists. “Timeline” is a two-column table. “Investment” is the price table, followed by the payment terms. “Why us” and “Acceptance” close the document, the latter with a sentence saying that by signing the client accepts the proposal and its prices and terms, and signature lines for both parties.
A worked example
The first sample is from Studio Mira to Harbour Bakery, dated 10 November 2026, for a website redesign and online ordering. The goal is that the current site is hard to use on phones and customers cannot order ahead. The approach is a mobile-first redesign with a pre-order system and training. The price lines are £2,400, £3,600 and £500, a subtotal of £6,500, VAT at 20% of £1,300 and a total of £7,800. The proposal is valid until 10 December 2026. Payment is 40% to start, 40% at the end of design and 20% on launch, and the timeline runs from discovery in weeks 1 to 2 to launch in week 9.
Tips
Open with the client’s problem and keep the price near the end, after the value is clear. Say what is not included, since unspoken assumptions turn into free work. Offer one clear recommended option rather than a menu. Keep the proposal to two pages, and follow up within a few days. Once the client accepts, move to a contract that states the legal terms.
Limits
A proposal is an offer, not a contract: the binding terms belong in an agreement. The calculation adds the numbers you type and does not check them. Tax treatment depends on the country and your registration, so confirm the rate. The tool does not send the proposal or record the client’s acceptance.
Related tools
- Quotation and Estimate PDF Generator suits simple jobs where a priced list is enough.
- Web Development Contract Generator provides the contract once a website proposal is accepted.
- Independent Contractor Agreement Generator covers ongoing work for the same client.
- Invoice Generator bills the payments set out in the proposal’s terms.
Checked against the current version of the Project Proposal Generator on .