Creating and Sending Proposals & Invoices in the Better Story Marketing OS

The Starters Guide to Processing Payments in the Better Story Marketing OS

December 24, 2023
Proposals & Invoices automation for entrepreneurs

Welcome to the Essential Guide for Invoices in Better Story Marketing OS. Whether you’re in the for-profit sector or managing a non-profit, properly managing your cash flow is a must.

This guide will serve as a roadmap to begin connecting your payment system and how to send invoices. Here’s what we’re going to cover:

  • Connecting your payment account
  • Creating and sending an invoice
  • Creating Coupons
  • Checking the status of your invoice
  • Creating and sending proposals

We'll break down each step and help you get your account set up to be able to receive payments as well as maximize the toolset in the Better Story Marketing OS.

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Connecting Your Payment Account

You will need to connect the Better Story Marketing OS to a payment processing platform to receive payments. 

There are several options available. We recommend using PayPal or Stripe for convenience. 

Follow these steps to connect your payment account with the Better Story Marketing OS.

  1. Log into the OS and select Payments from the left side of the menu. 
  2. Select Integrations and connect your preferred payment system. 

Creating and sending an invoice

Now that you have your payment integration set up, you can create an invoice. But before you create your first invoice, click the settings icon in the upper right to ensure your business information is entered correctly.

You can create a one-time or recurring invoice depending on what type of service you’re providing. We’ll walk through how to create a new one-time invoice.

  1. Click the “New” button in the top right corner and select the “New Invoice” option.
  2. Click “+ Add a client” and select from your contacts to whom you send the invoice. 
  3. Click “+ Add an item” in the middle of your screen to add a billable item to your invoice.
  4. You will see a modal to select which product you want to add to your invoice. If you have not yet created products for your invoices, click “New item” to create a new product.
  5. You can add a product description or a note to the invoice. 
  6. Once all the products have been added and you’re ready to send it, click send in the top right corner. You can choose to send via email, text, or both.

Your invoice has been sent. 

If your invoice was for a product or service you frequently sell, you can create a template from the invoice by clicking the three dots to the right of the invoice and selecting “Convert to Template.”

Creating Coupons

Coupons can be a great way to incentivize customers to make a decision or to provide a personalized discount.

If you want to offer coupons to clients, you can generate them through the Coupon section on the Invoices page. 

You can create coupons that offer either a fixed or percentage discount. I use this to offer a 25% discount to nonprofits. 

It’s a best practice to limit how a coupon can be used. You can set a date range for the coupon to be valid or limit the number of times it can be used. You can also tie a coupon only to apply to a specific product.

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Checking the status of your invoice

When you return to the primary invoice screen, you will see the total value of invoices in each stage across the top. 

You can also see the status of each invoice listed below. If you click on the invoice in the list, it will take you to the associated contact.

Creating and sending proposals

As an entrepreneur, you probably already know that sending proposals is essential to the success of any business. It’s your chance to showcase your skills, pitch your ideas, explain your plan, and convince potential clients that you’re the right person for the job. 

But what if you’re not sure how to send a winning proposal? How can you make sure that your proposal stands out from the rest? 

Don’t worry. We’ve got you covered. 

We will explore what goes into a great proposal and how to create one in the Better Story Marketing OS.

What makes for a great proposal.

Crafting standout proposals is vital to entrepreneurial success. By employing the right strategy, you can create compelling pitches that build client trust and secure more contracts.

The best proposals are clear, concise, and tailored to your client’s specific needs. 

  1. Start with a powerful introduction. The first thing your client will see is your proposal’s introduction. Start with a compelling statement or use a shocking statistic to grab their attention and convince them to read on. Consider storytelling or sharing a personal experience to make your proposal stand out. The introduction aims to make the client feel excited and motivated about your proposal.
  2. Highlight the benefits. After capturing your client’s attention, it’s time to explain how your proposal will benefit them. Clearly outline your plan and explain how it will solve their problem. Highlight your unique selling points to emphasize why you’re the right person for the job. Be sure to tailor your proposal to your client’s specific needs and requirements.
  3. Make it easy to read. Your client will likely be reading through multiple proposals, so making yours easy to read and digest is essential. Use clear headings, bullet points and subheadings to break up the text and add visual interest. Use simple language and avoid using technical jargon. Consider adding images, diagrams, and charts to explain complex ideas.
  4. Be specific about timing and budget. One of the biggest mistakes entrepreneurs make is not being specific about the timing and budget for their proposals. Be clear and specific about the timeline for the project, how many resources you’ll require, and how much it will cost. If you’re unsure, provide an estimated range, and be sure to explain precisely what is included in that range.
  5. End with a call to action. After you’ve outlined the proposal’s benefits provided clear timelines, and budgets, it’s important to end with a call to action. Ask your potential client what the next steps are, what actions they would like you to take, and when they want to check back in with you. Use action-oriented language, and be clear about what you’re asking.

Whether you’re just starting out or have been in business for a while, these guidelines will help you craft an outstanding proposal that will impress your clients and win you more business.

How to create a proposal in the Better Story Marketing OS

Creating a proposal in the Better Story Marketing OS is straightforward and easy.

Here are the steps.

  1. Log into your Better Story Marketing OS account.
  2. Click Payments in the left menu, then click Proposals & Estimates in the top menu.
  3. Click New in the top right corner and select New Proposal.
  4. Design your proposal and click Save.

The proposal builder has a few key elements to pay attention to.

  • You can click the + in the top left corner to add elements like text, images, videos, tables, product lists, page breaks and signatures. 
  • You can add dynamic elements like document variables and custom values.
  • Document variables are specific to the proposal and can include elements like dates.
  • Custom values relate to your account and the contact associated with the proposal. Some common custom values to use in proposals include the contact’s company name or the contact’s name. 
  • The product list is a dynamic element that draws from products you have created in the Better Story Marketing OS.
  • The value of a proposal is generated from the total value of the products added to that proposal. 
  • When you add the signature element, you must assign who will sign. This can be helpful if there are multiple parties involved. Their name will appear above the signature field once they are assigned.
  • The signature element is also unique in that you can drag it anywhere on the proposal to ensure its position makes sense to the client.

How to send your proposal.

You can’t send a proposal without assigning a primary client. Once the client is set, sending your proposal is easy. 

  1. Click the Send button in the top right corner.
  2. Decide if you want to send it via email or link. Note: when you click email, it will immediately send the proposal. 

To check the status of your proposals, return to the Proposals and Estimates section, and you will see them listed by status (Draft, Waiting for others, Completed)

Being able to get paid is essential to running a successful and sustainable business.

By leveraging the Better Story Marketing OS, you can simplify your payment process. You will be able to see and manage everything in one place.

Action Plan

A clean and efficient proposal and invoicing process is essential to growing your business. 

If you haven’t already signed up for a free trial of the Better Story Marketing OS and set up your new calendars. If you've already signed up and need help, just book your Marketing OS Onboarding Session.

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