Can I create a BOQ without a deal in CrmLeaf?

Yes. You can generate a BOQ as a standalone document from the BOQ module without linking it to a deal. This is useful for pre-sales estimates or when responding to a tender. The BOQ can be linked to a deal later.

What if I have non-standard products not in my catalogue?

You can add custom line items directly to any BOQ. Custom items include a description, quantity, unit price and markup. They appear in the proposal like any other BOQ line and are included in the total value.

How many approval levels can I set up?

CrmLeaf supports multi-level approval chains. You can configure approval rules based on BOQ value (e.g. under $20K - single approver; over $50K - two approvers), deal type or product category. Each level has its own approver and can add comments before passing to the next level.

Can the client negotiate the proposal and can I revise it?

Yes. If a client requests changes, you can revise the BOQ line items, resubmit for internal approval and regenerate the proposal. All versions are tracked - you can see what changed between each revision and which version the client ultimately signed.

TUTORIAL 05 · BOQ & PROPOSAL

How to create a solar BOQ and proposal in under 30 minutes

This tutorial walks you through generating a complete Bill of Quantities from your product catalogue, routing it through internal approval, and sending a branded client proposal - all within CrmLeaf. No Excel, no copy-paste.

CrmLeaf TeamUpdated July 202612 min readSales teams & project coordinators

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STEP 1 OF 5

Set up your product catalogue

Before you can auto-generate a BOQ, you need a product catalogue with your standard solar components - panels, inverters, cables, mounting and BOS. This is a one-time setup that unlocks instant BOQ generation for every future project.

Go to Settings → Products → Add Product
Enter product name, SKU, specifications and unit
Set cost price and selling price per unit
Assign product type (Panel / Inverter / Cable / Mounting / BOS / Labour)
Create standard system configurations if you want one-click BOQ presets

Group products by type and create "system presets" for your most common install sizes (e.g. 5kW residential, 50kW C&I). These turn BOQ generation into a single dropdown selection.

WHAT YOU SEE WHEN DONEProduct catalogue configured. Every future BOQ pulls from this catalogue - accurate pricing, consistent specs.

STEP 2 OF 5

Generate the BOQ from system size

From a qualified deal or a site survey, open the BOQ module and enter the system capacity. CrmLeaf calculates panel count, inverter size, cable quantities, mounting and labour - all from your catalogue.

Open the deal record → click "Generate BOQ"
Select system size (kWp) or choose a system preset
Review auto-calculated quantities: panels, inverters, cables, BOS
Adjust individual line items if the site has specific requirements
Add any non-standard items manually as custom line items

The BOQ calculates standard cable lengths based on system size. For complex roof layouts, adjust cable quantities manually after auto-generation.

WHAT YOU SEE WHEN DONEComplete BOQ generated in under 2 minutes. All components, quantities and prices populated from your catalogue.

STEP 3 OF 5

Submit for internal approval

Before any proposal goes to a client, route the BOQ through your internal approval workflow. This ensures pricing, margin and scope are reviewed before client exposure.

On the BOQ screen → click "Submit for Approval"
Select the approver (e.g. Sales Manager, Technical Lead)
Add any notes for the approver (e.g. custom pricing applied)
Approver receives notification - reviews BOQ, adds comments or approves
If changes are requested, revise and resubmit - version history maintained

Set up approval rules - e.g. BOQs over $50,000 require two approvers. This prevents margin erosion on large deals without adding friction to small jobs.

WHAT YOU SEE WHEN DONEBOQ approved internally. No proposal leaves without sign-off. Pricing and margin confirmed before client sees it.

STEP 4 OF 5

Generate the client proposal

With the BOQ approved, convert it into a branded client proposal in one click. The proposal includes system specs, estimated savings, payback period and payment terms - formatted with your company branding.

From approved BOQ → click "Generate Proposal"
Review the proposal preview - system details, savings estimate, pricing breakdown
Add client-specific notes, warranty details or custom terms
Select payment schedule template (e.g. 30% deposit, 40% on installation, 30% on commissioning)
Click "Send to Client" - client receives email with proposal PDF and e-sign link

Include the estimated annual savings and payback period prominently in the proposal - clients respond to financial outcomes, not technical specs.

WHAT YOU SEE WHEN DONEBranded proposal sent to client with e-signature link. Professional, accurate and delivered in hours not days.

STEP 5 OF 5

Track the proposal and close the deal

Once sent, CrmLeaf tracks proposal status - sent, viewed, signed. When the client signs, the deal is automatically marked Won and a project is created from the approved BOQ.

Monitor proposal status: Sent → Viewed → Signed
Send a follow-up reminder if not viewed after 48 hours
If the client requests changes - revise the BOQ, re-approve and regenerate the proposal
Client signs digitally → deal auto-marked Won
Project auto-created from the signed BOQ - no data re-entry

Proposals that are viewed but not signed within 5 days benefit from a personal follow-up call. CrmLeaf can trigger an automatic task reminder to the agent.

WHAT YOU SEE WHEN DONEDeal Won. Project created. BOQ becomes the project material plan automatically. Sales to operations handoff is instant.

You've completed this tutorial

Follow these steps in order - from site data to client signature.

Next: Lead to Commissioning

Continue learning

Keep going with the next tutorials in the Solar CRM series.

TUTORIAL