Proposal for a new website for Verity Dental Group
Business proposal template with the fixed fee on page one
A business proposal template should put the price, the problem and the plan in the order a buyer reads them, and this one does. Northshore Digital pitches a new website to Verity Dental Group for a fixed $48,600 including GST, delivered in 14 weeks with a 12 month warranty. The four pages open with the fee and three headline tiles, then play back the client's own figures (7,400 monthly visitors, a 1.8 per cent enquiry rate, a 6.2 second load time and four separate booking systems), then set out the approach, the timeline and a priced investment table.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Cover block
- Studio letterhead, who the proposal is for, the issue date and a valid until date one month later.
- Executive summary
- What will be built and why, then three tiles for the fixed fee, the 14 week duration and the 12 month warranty.
- What we understood
- The client’s problem in four figures: monthly visitors, enquiry conversion, load time and the number of booking systems.
- Our approach
- Four numbered phases from discovery workshops through design, development and a managed go live.
- Deliverables
- Six named outputs, from journey maps and a prototype to the unified booking integration and CMS training.
- Project timeline
- Seven dated milestones from kickoff in week one to handover and training in week 14.
- Investment
- The four phases the approach names plus a handover line, each priced including GST, then the price before GST, the GST included and the $48,600 total, so the table reconciles to the summary.
- Exclusions
- Four things the price does not cover: hosting, content, third party licences and paid advertising.
- Payment terms and acceptance
- A 50 per cent deposit on acceptance, the balance before go live, validity to 18 September, and signature lines for both companies.
What each section of the proposal does
The cover block names who the proposal is for, the date issued and a valid until date, so an old price cannot be accepted months later. The executive summary says what will be built and why in one paragraph, then gives the three numbers a decision maker wants. What we understood restates the brief in four measurable figures. The approach explains the work as four numbered phases: discovery and strategy, design and prototyping, development and integration, and testing, launch and handover. Deliverables turns that work into six named outputs the client can tick off at handover. The timeline dates seven milestones from kickoff in the week of 5 October 2026. The investment table prices the work, exclusions and payment terms set the limits, and the acceptance block closes it.
Before sending, check every line and date
The approach describes four phases and the investment table prices the same four, plus a handover line for training and the warranty. Every line is quoted including GST, so the five lines add straight to $48,600, and the table shows the $44,181.82 price before GST and the $4,418.18 of GST inside the total, which is one eleventh of it. The timeline counts weeks from kickoff in the week of 5 October 2026, so handover in week 14 is the week of 4 January 2027. Check every date against the calendar before the proposal goes out.
How to adapt this template
For a smaller job, keep the structure and shorten each section rather than dropping any: a two page proposal still needs the price on page one, the problem in the client's words, and the exclusions. For a job priced on time and materials, replace the fixed fee tile with a capped estimate and an hourly rate, and add a line saying how the client is told when half the cap has been used. For a retainer, the investment table becomes a monthly fee with what it includes, and the payment terms describe the billing cycle. For a government or corporate tender, move the timeline and the team ahead of the price, because evaluation panels score capability before cost.
What makes this document work
The price is on page one
$48,600, 14 weeks and 12 months sit in three tiles under the executive summary. A reader who never turns the page still knows the fee, the duration and the warranty, and the investment table on page three prices four phases and a handover line including GST, adding straight to that same figure, with the price before GST and the $4,418.18 GST shown beneath.
It proves it listened
The what we understood section repeats the client's problem in their own numbers, four booking systems and a 1.8 per cent conversion rate, before a single solution is offered. A buyer who sees their own figures first reads the approach as an answer rather than a pitch.
Exclusions sit above the payment terms
Hosting and domain fees, ongoing content, third party licences and paid advertising are listed as not included, right above the payment terms. Content migration support is inside the price, as part of the SEO line, so the list says exactly where the fixed fee stops.
Questions people ask
What should a business proposal include?
A summary with the price, what you understood about the problem, your approach, the deliverables, a timeline, an itemised cost, the exclusions, the payment terms and a way to accept it. Leave out anything the client cannot act on, such as a long company history. Every section should either explain the price, limit the scope or make accepting easier.
How long should a business proposal be for a mid sized project?
Long enough to be specific and short enough to be read in one sitting. This example runs four pages for a $48,600 job, which leaves room for the client's figures, the approach, a dated timeline and an itemised table. Going past about eight pages for a project this size usually means the proposal is repeating itself or explaining things the buyer did not ask about.
Should the price in a proposal be itemised?
Yes. A single number invites a request for a discount; a table invites a conversation about scope. If the client wants to spend less, an itemised price lets them drop a line, such as the SEO work, rather than asking you to do everything for less. Each line should be a figure you would defend on its own, not one back solved to hit a total.
Can a business proposal be accepted by e-signature?
Yes, if the acceptance section is built as a signature block. In the document builder each party in a signature block becomes one signer with a name, an email and a signing order, and the rendered PDF goes to e-sign as an envelope. The proposal acceptance signing example shows the same Northshore Digital proposal sent that way.
Why does the proposal list exclusions?
Because scope disputes almost always start with something a client assumed was included. This proposal names hosting and domain fees, ongoing content creation, third party licences and paid advertising as outside the fixed fee, right above the payment terms. Content migration support stays in scope as part of the SEO line, so the client can see exactly where the price ends.
What is the "what we understood" section for?
It plays the brief back before quoting on it. This proposal puts it before the approach, so the client reads the problem in their own words and can correct it early. If the understanding is wrong, everything after it is wrong too, and it is far cheaper to find that out on page two than at delivery.
Should the valid until date match the validity clause?
Yes, exactly, or the client can pick whichever reading suits them. Thirty days is common for a fixed price service job, and this proposal gives one expiry, 18 September 2026, in both the valid until line on the cover and the validity clause above the signatures. Writing the date twice rather than a day count avoids arguing whether 18 August to 18 September is 30 days or 31.
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