Agency work has a specific failure mode: the proposal wins the job, and then the real scope is negotiated informally over the following weeks until the margin has quietly disappeared. The fix is not a longer document. It is a proposal that ties the price to a defined deliverable, and terms that are accepted at the same moment as the price.
Quote projects and retainers from the same place
Most agencies sell both one-off projects and ongoing retainers, and the two need different wording. Proffa lets you keep separate service templates for each, so a retainer proposal talks about monthly inclusions and a project proposal talks about deliverables and milestones.
- Reusable templates for your standard project types, so scoping does not restart every time.
- Retainer templates that state monthly inclusions plainly, which makes out-of-scope requests easier to raise.
- Optional items the client can consider without renegotiating the core price.
Terms signed with the proposal
Agency terms cover the things that cause disputes later: revision rounds, ownership of work, kill fees, payment timing. Those terms only help if they were agreed. In Proffa they are attached to the proposal, so accepting the price means accepting the terms, in one action, with a signed PDF issued to both sides.
Important
If your terms currently live in a separate PDF that gets emailed after the proposal is accepted, assume a meaningful share of your engagements are running without signed terms at all.
Collect brand and access details at signature
Every new agency client needs the same things before work starts: brand assets, tone of voice notes, access to analytics, ad accounts, the CMS, the domain. Attaching an onboarding form to the engagement means those requests go out when the client is most engaged rather than three emails later.
- 1Send a proposal covering deliverables, price and terms.
- 2The client signs online with no login required.
- 3The onboarding form gathers brand assets and platform access.
- 4The delivery team starts with what it needs already in hand.
What agencies use in Proffa
| Job to be done | In Proffa |
|---|---|
| Quote a project | Service templates per project type |
| Quote a retainer | Templates stating monthly inclusions |
| Get terms agreed with price | Terms signed as part of the proposal |
| Sign without friction | Online signing, no client account |
| Collect brand and platform access | Onboarding form at signature |
| Track pitches in flight | Deals pipeline |
Getting started
Build your most common project type and your standard retainer as templates, then run your next pitch through Proffa. The trial is 14 days with no credit card.
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