How to collaborate with your team on proposals, contracts, and invoices

Growing from a solo freelancer to a team is a big step — and it comes with new challenges. How do you manage access? Who owns which documents? How do you keep work from overlapping?

ProposAI's team collaboration features are designed to make working together seamless. Here's how to use them.

Inviting team members On the Agency plan, you get up to 5 team seats. To invite someone:

1. Go to the Team page from your dashboard. 2. Click "Invite member" and enter their email address. 3. Choose their role — member or admin. Members can create and edit documents. Admins can also manage billing and team settings. 4. Send the invite. Your teammate will receive an email with a link to join.

Once they accept, they'll have their own login and access to shared workspace features.

Managing permissions Not everyone needs access to everything. With team permissions, you control who sees what:

- Admins have full visibility into all proposals, contracts, and invoices across the team. - Members can create their own documents and see shared ones. They cannot access billing or team management. - You can remove or reassign seats at any time from the Team page.

Tracking team usage Wondering how many proposals your team has sent this month? The usage dashboard shows:

- Total proposals created by the team - Proposals per member - Monthly limits and remaining capacity

This is especially useful for agencies managing multiple clients and freelancers who want to keep an eye on productivity.

Collaborating on documents While ProposAI doesn't yet support real-time co-editing, the workflow is designed for smooth collaboration:

1. One person drafts the proposal using AI generation. 2. Another team member reviews it (using the AI Review tool for extra quality control). 3. The proposal is sent to the client from the shared account. 4. Any team member can check analytics and follow up.

Everything stays in one place — no more emailing documents back and forth or juggling multiple tools.

Best practices for team collaboration - Set naming conventions for proposals so everyone can find documents quickly. - Use the search bar on the dashboard to filter proposals by title, client name, or status. - Assign a primary owner to each document to avoid duplicate work. - Review team usage weekly to stay on top of your plan limits.

Team collaboration is available on the Agency plan. Invite your first teammate today.