# One proposal, many sites

> When one client has several premises, you do not need a proposal per site. Attach each line to the premises it covers and the document renders as a multi-site proposal — a card per site, per-line site labels, per-site subtotals, and a schedule attributed by site. On acceptance each line activates its own recurring service at its own site, so one signature stands up the whole account.

URL: https://biloh.com.au/docs/concepts/one-proposal-many-sites
Category: Explanation | Audience: operator | Updated: 2026-08-05

A client with three premises does not need three proposals. Attach each priced line to **the premises it covers**, and the document becomes a multi-site proposal: a card for each site, a site label on every line, subtotals per site, and a year-at-a-glance schedule attributed by site — all inside one document, signed once.

## Why this beats one proposal per site

Because it matches how the client thinks about the relationship. A regional manager approving cleaning for three stores wants one number and one signature, not three parallel threads to chase and reconcile. Splitting the account across documents also splits the acceptance: two sites live, one still pending, and no single place that says what was agreed.

## What happens when they accept?

Each line stands up its own recurring service at **its own site**, carrying that line's price, cadence and contractor method notes. One acceptance activates the whole account — three sites scheduled, each with the right instructions attached to the right premises.

This is why it is worth putting the method notes on the proposal lines rather than adding them later. They are copied onto the service line at acceptance, which means they reach the contractor's work order without anyone re-typing site knowledge.

## Can the sites differ from each other?

Substantially. Each line is independent, so across one document you can have:

- **different prices** per site, reflecting size or travel;
- **different cadences** — one site quarterly, another monthly, another on a specific pair of months;
- **different scope** — an extra pane of glass at one site, an exclusion at another, expressed in that line's own description, inclusions and exclusions.

The only thing they share is the client, the covering note, and the signature.

## How should I handle travel and other shared costs?

Two defensible options, and the billing model should decide it:

- **Fold it into the site's price** and disclose it in the line's inclusions text ("travel and accommodation are included in the price"). Choose this when you raise **one invoice per job**, because a single price per site then maps one-to-one onto that visit's invoice with nothing to reconcile.
- **Itemise it as its own line** attached to the same site. Choose this when the client's own purchase order is structured that way and their accounts team matches line by line.

Deciding this from the invoice backwards, rather than from the quote forwards, is the thing that saves you work later.

## A proposal can cover only part of a year

There is no requirement to project twelve months. Where a client is mid-renegotiation and can only commit to the next two visits, price exactly those two visits and say so. Restricting a line's cadence to specific months gives an honest visits-per-year figure and an honest total — the schedule shows two marked months rather than a smeared annual estimate — and you re-propose when the new schedule lands.

## Related

- [How to send a proposal](/docs/how-to/send-a-proposal)
- [Amending a proposal after you have sent it](/docs/how-to/amend-a-proposal-after-sending)
- [Migrating a client book from another system](/docs/how-to/migrate-a-client-book-from-another-system)