ServiceFire (Sales Team) — Proposals: Create, Update Status, Notes, and Activity (Video 2)

Action Steps (Do these after you watch)

1) Know the “source of truth” (Airtable + bidirectional sync)

• Airtable is the source of truth.

• If a proposal is sent via PandaDoc, it’s added to Airtable and then shows up in ServiceFire.

• If you create a proposal inside ServiceFire, it gets pushed into Airtable automatically.

Bottom line: you can manage proposals that already exist in Airtable or create new ones inside the app.

2) Open Proposals and confirm visibility rules

• As a logged-in sales rep, you will only see your proposals (not everyone else’s).

3) Create a new proposal (from scratch)

1. Go to Proposals

2. Click New Proposal (top right)

3. Fill out the core fields (example):

   • Proposal name / title

   • Cost

   • Status (usually Sent if you’re sending it out)

   • Proposal type (ex: Fire Sprinkler Install)

   • Prospect name

   • Prospect email

4. Click Create Proposal

Important: Phone number is not required.

4) Edit a proposal status and understand the Activity log

1. Open your proposal.

2. Change Status (example: Sent → Viewed).

3. Click Save Changes.

4. Check the Activity / History section to confirm the change logged correctly.

Tip: If you refresh, you should still see the history reflecting what changed.

5) Add notes to a proposal (and tag teammates)

1. Inside a proposal, find the Notes area.

2. Click Add Note.

3. Type your note.

4. To tag someone:

   • Type @ (or click the add/tag icon)

   • Start typing their name

   • Select them from the list

5. Continue typing and save the note.

Result: Tagged users will get notified (via the Notifications flow covered in Video 1).

6) Be careful with “Accepted” (it triggers jobs automatically)

This is the biggest “don’t-mess-this-up” rule:

• When you change a proposal status to Accepted, the system automatically creates:

  1. A Job

  2. A Task list associated with that job

So only set a proposal to Accepted when the customer is truly ready to move forward.

7) Filter proposals by date range

1. In the Proposals list, use the date range filter.

2. Example workflow: filter between yesterday and today to find recently created proposals.

Quick FAQs

If I create a proposal in ServiceFire, will it show up in Airtable?
Yes — it pushes to Airtable automatically.

If a proposal is created via PandaDoc, will it show up here?
Yes — it goes PandaDoc → Airtable → ServiceFire.

Do I need a phone number to create a proposal?
No.

Why is “Accepted” a big deal?
Because it automatically creates a Job + Task list and essentially signals “we’re ready to execute.”