Documentation

Getting started with Declario is quick and straightforward. Here is what you need to do:

• Sign up at declario.app — You get a 14-day free Pro trial with no credit card required. Full access to every feature from day one.
• Complete the 3-step onboarding — Set your workspace name, add your first client, and create your first proposal. The guided flow takes under two minutes.
• Start creating proposals — You are ready to build, send, and track proposals. Explore templates or start from scratch.

Once you are set up, your dashboard gives you a real-time overview of your entire proposal pipeline — active proposals, win rate, pipeline value, and more.

Creating a proposal in Declario follows a simple workflow:

1. Click “New Proposal” in the top bar or on the proposals page.
2. Choose your starting point — Select “Blank” for a fresh canvas, or “From Template” to use a pre-built layout.
3. Enter a title and select a client — Link the proposal to an existing client or create a new one on the spot.
4. Build in the editor — The editor opens with three panels: the block palette on the left, the canvas in the center, and settings on the right.
5. Add blocks — Click any block in the palette to add it to your proposal. Drag to reorder.
6. Edit inline — Click any text to modify it directly on the canvas. No separate edit mode needed.

Changes auto-save every 2 seconds, so you never lose work. A small “Saved” indicator appears in the top bar after each save.

Reordering blocks — Drag the grip handle (⋮⋮) on the left side of any block to move it up or down within the proposal canvas.

Declario proposals are built from blocks. Each block serves a specific purpose. You can combine them freely to create any proposal layout. Here are all available block types:

Blocks can be reordered by dragging them on the canvas. Each block has its own settings panel where you can customize colors, spacing, and content.

Declario includes AI-powered content generation for proposal blocks, powered by Claude. With a single click, the AI drafts block content tailored to your proposal’s context so you can spend less time writing and more time closing.

How to Use

Open any supported block in the editor and click the sparkle icon (✨) in the block’s action bar. The AI generates a content suggestion using your proposal title and client name as context. You can accept the suggestion as-is, edit it, or discard it and try again.

Supported Block Types

Not supported: Divider, Image, Video, and Countdown blocks.

Context

The AI automatically uses your proposal title and client name to make suggestions relevant. No setup needed.

Monthly Credit Limits

Each generation uses one credit. Credits reset monthly. Usage shown in Settings → Billing.

Templates help you create proposals faster by providing pre-built layouts tailored to specific industries.

• 5 built-in templates — SEO Agency, Software House, Web Design, Consultant, and Blank. Each comes with pre-configured blocks and sample content.
• Manage at /templates — Browse, preview, and manage all templates from the dedicated templates page.
• Create custom templates — Build your own templates from the templates page. Save any combination of blocks as a reusable starting point.
• Use when creating proposals — When you click “New Proposal,” switch to the “From Template” tab to pick a template.

Custom templates are shared across your workspace, so every team member can use them.

Once your proposal is ready, sending it takes a single click. Here is what happens:

1. Click “Send” in the proposal editor to deliver the proposal to your client.
2. Email delivery — An email is sent to your client with a unique link to view the proposal.
3. Status changes to “Sent” — The proposal moves from draft to sent in your pipeline.
4. Tracking begins automatically — When your client opens the link, Declario starts tracking their engagement.
5. Email notification — You receive an email notification when your client first opens the proposal.
6. Slack notification — If Slack is configured in your workspace settings, you also get a Slack notification.
7. Real-time activity — All activity appears in real-time on your dashboard activity feed.

Proposal links use cryptographically secure tokens. Each link is unique and can be set to expire on a specific date.

Declario gives you deep visibility into how your proposals perform. Analytics are available at two levels: the dashboard overview and the dedicated analytics page.

Dashboard KPIs

• Active proposals — Number of proposals currently in your pipeline.
• Win rate — Percentage of proposals that result in acceptance.
• Pipeline value — Total monetary value of all active proposals.
• Decision time — Average time from send to client decision.

The activity feed updates in real-time via Supabase Realtime, so you always have the latest picture. The hot leads section highlights proposals with high engagement.

Analytics Page

• Monthly trends — See how your proposal volume and win rate change over time.
• Status breakdown — Visual split of proposals by status (draft, sent, viewed, accepted, rejected, expired).
• Engagement heatmap — Understand when clients are most active viewing your proposals.
• Lead temperature — Hot, Warm, or Cool classification based on engagement data.

Engagement Score Formula

The engagement score is calculated as:

This formula weighs return visits and pricing section time heavily, as these are the strongest indicators of purchase intent.

The Clients page is your central directory for managing all client relationships.

• Add clients — Create new clients from the Clients page with their company name, contact name, email, phone, and tags.
• Link to proposals — Every proposal is linked to a client. Select existing clients or create new ones when building proposals.
• Client overview — View proposal count and total value per client at a glance. Quickly identify your highest-value relationships.
• Tags — Organize clients with custom tags for easy filtering and segmentation.

Client data is workspace-scoped, so all team members see the same client directory.

Manage your team from Settings > Team. Declario supports role-based access control with three levels:

• Admin — Full access to everything. Can manage workspace settings, billing, team members, templates, and all proposals.
• Manager — Can manage all proposals, clients, and templates. Cannot modify workspace settings or billing.
• Sales — Can create and send proposals, manage their own clients. Cannot modify templates or workspace settings.

To invite a new member, enter their email address and select a role. They receive an invitation email with a link to join your workspace. Only admins can invite or remove team members.

Declario offers a 14-day Pro trial on every new signup. After the trial, choose from three plans:

Manage your subscription in Settings > Billing. You can upgrade or downgrade at any time. Changes take effect at the next billing cycle. You can also upgrade from the pricing page.

Follow-up sequences automatically send reminder emails to clients who have not responded to your proposals. Each step has customizable timing, subject, body, and a send condition.

Default Sequence

A 4-step sequence is created automatically for each workspace:

Customizing Templates

Go to Settings → Follow-ups to edit any sequence. Click a sequence name to enter edit mode. For each step you can change:

• Day — How many days after sending the proposal to trigger this step.
• Subject — The email subject line.
• Body — The email content. Supports variable placeholders.
• Condition — When to send: If not opened, If opened, no response, or If no response.

Template Variables

Use these placeholders in subject lines and body text — they are replaced with real values when the email is sent:

• {clientName} — The client's contact name.
• {senderName} — The proposal creator's name.
• {proposalTitle} — The title of the proposal.

Creating New Sequences

Click Create new sequence in Settings to build a sequence from scratch. Add as many steps as you need, each with its own timing and conditions. You can have multiple sequences and choose which one to use when sending a proposal.

Behavior

• Enable/disable per proposal — Toggle follow-ups in the editor settings panel for each proposal.
• Automatic cancellation — Sequences cancel automatically when a client accepts or rejects the proposal.
• Condition checks — Each step evaluates its condition before sending. If the condition is not met (e.g., the client has already opened the proposal), the step is skipped and the sequence advances.

Declario supports keyboard shortcuts to help you navigate faster.

The command palette lets you navigate to any page, search for clients, or create a new proposal — all without reaching for the mouse. Start typing to filter results.

Connect Declario to your existing tools via Slack, webhooks, and Zapier.

Slack

Paste your Slack incoming webhook URL in Settings → Notifications and choose which events trigger a notification. You will receive a Slack message for each selected event in real time.

Webhook Endpoints

• Create endpoints — Add a custom URL in Settings → Integrations. Declario will POST a JSON payload to that URL on every selected event.
• HMAC-signed payloads — Every request is signed with your signing secret so you can verify authenticity on your server.
• Signing secret — Provided when you create the endpoint. Verify the X-Declario-Signature header in each request.

Supported Events

Zapier

Use the Webhooks by Zapier trigger and enter your Declario endpoint URL. Any of the supported events above can kick off a Zap, letting you connect Declario to thousands of other apps.

HubSpot CRM

Available on Pro and Agency plans. Connect your HubSpot account to automatically sync proposals as deals and clients as contacts.

Connecting HubSpot

Go to Settings → Notifications → HubSpot CRM and click “Connect HubSpot”. You will be redirected to HubSpot to authorize the integration via OAuth. Once authorized, you are returned to Declario and the sync begins immediately.

What Syncs Automatically

• Proposal sent — Creates a HubSpot Deal. The proposal title becomes the deal name, the total value maps to the deal amount, and the deal stage is set to Proposal Sent.
• Proposal viewed — Updates the deal stage to Decision Maker Bought-In.
• Proposal accepted / signed — Updates the deal stage to Closed Won.
• Proposal declined — Updates the deal stage to Closed Lost. The rejection reason is added as a note on the deal.
• Client created — Creates or updates a HubSpot Contact using the client's name, email, and company.

Pipeline & Stages

Declario syncs to HubSpot's default deal pipeline and uses HubSpot's default stage names. No custom pipeline configuration is required.

Token Refresh

OAuth tokens are refreshed automatically in the background. You will never need to re-authenticate manually unless you explicitly disconnect the integration.

Disconnecting

Go to Settings → Notifications → HubSpot CRM and click Disconnect. Future proposals will no longer sync. Existing HubSpot deals and contacts are not deleted.

Declario supports legally binding Simple Electronic Signatures (SES) under the EU eIDAS regulation and the US ESIGN Act. E-signatures are available on all plans.

Signing Flow

1. Client types their name — A live signature preview renders in a handwriting font so they can see exactly what their signature will look like.
2. Accepts terms — The client confirms they agree to the proposal terms and consent to use electronic signature.
3. Signs — The proposal status changes to “Accepted” and both parties receive an email confirmation.

Audit Trail

Every signature event is logged with a tamper-evident audit trail:

• Signer identity — name, title, and email address
• Device info — IP address and user agent
• Content hash — SHA-256 hash of the proposal content at the time of signing
• Timestamp — precise UTC time of the signature event

The approval workflow adds an internal review step before any proposal reaches a client. Enable it in Settings → General → “Require approval before sending”.

How It Works

• Sales team submits for review — When a Sales member clicks “Send,” the proposal enters an “Awaiting Approval” state instead of being sent immediately.
• Admins and Managers review — Reviewers can approve & send the proposal or request changes with a written note.
• Creator is notified — If changes are requested, the creator receives a notification with the reviewer’s feedback so they can revise and resubmit.
• Direct send for Admins and Managers — Users with the Admin or Manager role can always send proposals directly, bypassing the approval step.

Declario keeps a full history of your proposal so you can always see what changed and restore any past state.

Automatic Snapshots

A new version is saved automatically on:

• Every status change (e.g. draft → sent)
• Resuming editing after a 30-minute or longer gap

Manual Versions

Click the Save Version button in the editor toolbar to create a named snapshot at any point.

History Panel

• Open the History panel to view the complete version timeline.
• Each version shows a block-level changelog: blocks added, removed, modified, or reordered.
• Restore any past version with a single click — the current state is auto-saved first so you never lose unsaved work.

Declario supports file uploads for branding assets and proposal images. All files are stored in Supabase Storage.

Logo Upload

• Go to Settings → Branding and drag-and-drop your logo or click to browse.
• Accepted formats: PNG, SVG, JPEG, WebP — up to 2 MB.

Proposal Images

• Add an Image block to your proposal in the editor.
• Upload a file directly or paste a URL.
• Accepted formats: PNG, JPEG, WebP, GIF — up to 10 MB.

Move client data in and out of Declario using CSV files from the Clients page.

CSV Export

Go to Clients → Export. A CSV file containing all your clients will download immediately.

CSV Import

Go to Clients → Import and upload a CSV file. The expected column format is:

• Required fields — Company Name, Contact Name, and Email. Rows missing any of these fields are skipped.
• Tags — Separate multiple tags with a semicolon (e.g. agency;enterprise).
• Phone — Optional. Any format is accepted.

Serve your proposals from your own domain so clients see your brand, not Declario's. Available on Pro (1 domain) and Agency (3 domains) plans.

Setup

1. Go to Settings → Branding → Custom Domain and enter the domain you want to use (e.g. proposals.yourdomain.com).
2. Add a CNAME record in your DNS provider pointing your domain to cname.vercel-dns.com.
3. Wait for DNS to propagate — this can take up to 48 hours, though it often resolves within minutes.
4. Return to Settings → Branding → Custom Domain and click “Verify”. Once the check passes, your domain is active.

How Proposals Are Served

Once verified, all proposal links use your custom domain. A proposal with token abc123 is accessible at:

Declario branding is removed from the public proposal viewer on Pro and Agency plans, so your clients see only your brand.

DNS Example