Welcome to ProposalForge! Here's how to get up and running in 5 minutes:
- Set up your business profile — Go to My Account → Business Profile and enter your company details, VAT ID, and bank information. This data appears on all your proposals and PDFs.
- Add a client — Go to Clients → Add Client. Enter their name, company, address, and country. The country determines VAT treatment.
- Create a proposal — Go to Proposals → Create Proposal. Select a client, write the content (or use AI generation), and save.
- Download the PDF — Open your proposal and click 'Download PDF'. Choose between Report layout or DIN 5008 Letter layout.
You start with 2 free AI credits. Each credit generates one AI proposal.
Clients store the details of the people and companies you write proposals for.
Required fields
- Name — Contact person name
- Country — Determines VAT treatment (domestic, EU, non-EU)
Important for VAT
- Is Business — Check this for B2B clients. Combined with a VAT ID, this triggers reverse charge for EU cross-border transactions.
- VAT ID — Required for EU reverse charge. Format: country code + number (e.g. FR12345678901).
Each proposal is linked to a client and contains:
- Title — The proposal heading (shown on PDF cover page)
- Content — Rich text body edited with the Trix editor. Supports headings, lists, bold, italic, and links.
- Net amount — The price before VAT. VAT is calculated automatically.
- Service category — Determines if a reduced VAT rate applies (e.g. 7% for books in Germany vs. 19% for IT services).
- Status — Track the lifecycle: Draft → Sent → Accepted / Rejected.
- Valid until — Optional expiry date. You'll receive an email reminder 3 days before expiry.
- Payment terms — e.g. '50% on acceptance, 50% on completion'.
- Standard terms — Optionally attach your standard terms (e.g. Bitkom EVB-IT). Referenced in the proposal and included in the PDF.
A unique number (e.g. P-2026-0001) is generated automatically when you save.
AI Proposal Generation
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Important
AI-generated proposals are drafts only. It is your responsibility to review and edit all content to meet your specific business, legal, and compliance requirements. AI is not a substitute for legal or tax advice and may contain errors or inaccuracies. Always review and edit carefully before using any proposal in a business context.
Let AI write a complete proposal draft for you:
- Go to Proposals → Create Proposal
- Select a client from the dropdown
- Click 'Generate with AI'
- Write a brief description of the project
- Click Generate and wait 30–60 seconds
A new draft proposal is created automatically — you'll be redirected to it when ready. If you navigate away, it still appears in your proposals list.
Privacy control
Uncheck 'Include client name and company in AI prompt' to generate a generic proposal — no personal data sent to the AI provider.
Credits
Each generation uses 1 AI credit. You start with 2 free credits. Purchase more on the Credits page (20 credits for €29).
Upload your standard contractual terms (e.g. Bitkom EVB-IT) so the AI can reference them when generating proposals.
- Go to Standard Terms → Add Standard Terms
- Paste the full text of your terms
- When creating a proposal, select the terms from the dropdown
- Report — Contract-style layout with parties block, content, and financial summary. Includes a generated cover page.
- Letter (DIN 5008) — German standard business letter with address window, fold marks, formal salutation. No separate cover page.
Select the layout in the proposal form. Every PDF includes page footer with company details, VAT ID, and bank info.
VAT is calculated automatically based on your country, your client's country, business type, VAT ID, service category, and Kleinunternehmer status.
| Scenario | VAT Treatment |
|---|
| Domestic | Standard or reduced rate |
| EU B2B + VAT ID | Reverse charge (0%) |
| EU B2C | Destination country rate |
| Non-EU | No VAT (export) |
| Kleinunternehmer | No VAT (§19 UStG) |
- 2 free AI credits on signup
- 20 credits for €29 (€1.45 per proposal)
- Purchased credits valid for 12 months
- Email notification when credits are low or expiring
- Buy more anytime — adds to existing balance
Payments processed by Polar.sh. We never see your credit card information.
Your business details appear on every proposal and PDF:
- Company name and address
- VAT ID and tax number
- Phone and email
- Bank details (IBAN, BIC)
- Kleinunternehmer flag (§19 UStG)
- Cover Page — Custom PDF as first page of Report-layout proposals.
- Attachment — PDFs appended after the proposal body.
Only PDF files up to 10 MB. Uploaded files are private — only you can access them.