If you’ve ever lost track of a proposal or forgotten to follow up with a client, you’re not alone! Managing proposals can be messy, especially if you’re handling multiple projects. But don’t worry—Trello is here to save the day!
Trello is a simple yet powerful tool that helps keep everything organized in one place. Whether you’re a freelancer, a small business owner, or part of a big team, tracking proposals in Trello can make your life so much easier.
In this guide, I’ll show you step-by-step how to set up a proposal tracking system in Trello so that you never miss a deal again! 🚀
1. What is Proposal Tracking & Why Does It Matter?
Proposal tracking is exactly what it sounds like—keeping an eye on the status of your proposals. Whether you’re sending project proposals to clients, grant applications, or partnership requests, tracking them properly ensures that you follow up at the right time and increase your chances of success.
Here’s why you need to track proposals: ✔ No more missed deadlines – Keep everything in check and never forget to follow up.
✔ Better client relationships – Stay professional by keeping track of conversations.
✔ Higher success rates – Knowing which proposals work best helps you improve over time.
✔ Less stress – Everything is in one place, so you don’t have to dig through emails!
Now, let’s see how Trello can help you do all of this effortlessly.
2. Setting Up Your Trello Board for Proposal Tracking
Before we get into fancy automation tricks, you need to set up a proper Trello board to track your proposals. Here’s how:
Step 1: Create a New Trello Board
- Go to Trello.com and log in (or sign up if you haven’t already).
- Click “Create a new board” and name it something like “Proposal Tracker”.
- Choose a background color (just for fun 😉).
Step 2: Set Up Proposal Stages Using Lists
Trello uses lists to organize tasks. Here’s a simple structure for tracking proposals:
| List Name | Purpose |
|---|---|
| Prospects | Potential clients or projects you’re considering. |
| Contacted | People you’ve reached out to but haven’t heard back from. |
| Proposal Sent | Proposals that you’ve sent but are waiting for approval. |
| Under Review | Clients who are reviewing your proposal. |
| Accepted | Proposals that got approved! 🎉 |
| Declined | Proposals that were rejected. (It happens, don’t worry!) |
💡 Pro Tip: You can customize these lists based on your workflow. If you need an “In Negotiation” stage, add it!
Step 3: Add Proposal Details to Trello Cards
Now, create one card per proposal under the appropriate list. Each card should include: ✔ Proposal title (e.g., “Website Design for XYZ Company”)
✔ Client name & contact info
✔ Due date for follow-up
✔ Checklist of required documents
✔ Attachments (Proposal PDFs, contracts, etc.)
3. Using Trello Features to Supercharge Proposal Tracking
Trello isn’t just about dragging cards around. It has powerful features that make tracking proposals a breeze.
A. Using Labels for Organization
Labels help categorize your proposals. For example:
- 🟢 High Priority – Important deals that need quick attention.
- 🟡 Medium Priority – Good to have, but not urgent.
- 🔴 Low Priority – Long-term deals that can wait.
- 💰 Big Budget – High-value clients.
- 🤝 Partnership – Collaboration opportunities.
B. Adding Checklists
A checklist ensures that every proposal includes all necessary details.
Here’s an example checklist inside a proposal card:
✅ Draft the proposal
✅ Review with the team
✅ Send to client
✅ Follow up in 3 days
✅ Update Trello status
C. Setting Due Dates & Reminders
- Click on a card and set a due date to remind you when to follow up.
- Enable reminders so Trello notifies you before deadlines.
Result? You’ll never forget an important follow-up again! 🎯
4. Automating Proposal Tracking with Butler
Trello has a built-in automation tool called Butler that can save you tons of time.
Cool Automations You Can Set Up
🔄 Auto-Move Cards: Move a card from “Proposal Sent” to “Under Review” when a client replies.
📬 Auto-Email Notifications: Send automatic follow-up emails after 3 days.
⏳ Auto-Set Due Dates: Automatically set a deadline 7 days after sending a proposal.
💡 How to Set Up Automation in Trello:
- Open your Trello board and click on “Automation” (Butler).
- Choose “Rules” and set conditions (e.g., “When a card is moved to ‘Under Review’…”).
- Add an action, like sending an email or moving the card.
5. Best Power-Ups for Proposal Tracking
Trello’s Power-Ups add extra features to improve your workflow.
| Power-Up Name | What It Does |
|---|---|
| Calendar View | See all proposal deadlines in a calendar format. |
| Custom Fields | Add custom fields like “Proposal Amount” or “Client Type”. |
| Time Tracking | Track how long each proposal takes. |
🔗 You can find these Power-Ups in the Trello Power-Up Store.
6. Best Practices for Proposal Tracking in Trello
✅ Update your board daily – Keep everything fresh and up-to-date.
✅ Use clear names – Make sure proposal titles are easy to understand.
✅ Review your board weekly – Check progress every Friday to stay on track.
✅ Limit the “Under Review” stage – Too many stuck proposals? Follow up ASAP!
7. Final Thoughts
Tracking proposals in Trello is super easy once you set up a proper system. By using lists, labels, checklists, and automation, you can save time, close more deals, and stay organized.
So go ahead—create your Trello board today and start tracking proposals like a pro! 🚀
Got any cool Trello tips? Drop them in the comments! 👇😊
