Help center · Updated September 6, 2026

From roof measurements
to a professional proposal.

Learn the workflow, check the details that matter, and help your customer choose with confidence.

Start a proposal Explore a customer sample Contact support

Create your account and review the legal documents

Open Create workspace, enter your name and email, and choose a password of at least 12 characters with uppercase, lowercase, and a number. Confirm the password.
Read the linked Terms of Service and Privacy Policy. They open in separate tabs so you can keep your signup form. Save or print the dated copies for your records.
Check the agreement box yourself, then choose Create account. This agrees to the service terms and acknowledges the privacy policy; it does not subscribe you to marketing.
Confirm your email if prompted, then set up your company. If the documents changed while the form was open, review the newly linked versions and agree again.
Current policies remain linked in the website footer. Contact Larry NeJame LLC DBA BidGroove, PO Box 2445, Goldenrod, FL 32733 for legal or privacy requests, including a reply address. Account deletion and cancellation of subscription renewal are separate requests.

Plans, creators and your trial

Every paid plan includes unlimited proposals and signatures. You pay for active proposal creators; viewers and customer signers are free. Availability during rollout is shown on Pricing and Billing & seats.

Open Billing & seats from the workspace navigation. Contractor includes two creators, Team includes five, and Scale includes fifteen plus up to three company workspaces. Choose monthly or annual billing; annual plans show the full upfront charge and include two months free.
Owners, administrators, estimators and salespeople use creator seats. A Viewer does not. Pending creator invitations reserve a seat; the same person across linked brands uses one seat. Administrators can convert a creator to Viewer, deactivate a member or revoke an invitation to free capacity immediately.
Only the subscription's primary company owner can purchase a plan, change billing or buy creator seats. Additional seats cost $20 monthly or $200 annually each. Use the billing portal for payment methods and invoices.
Eligible new companies start a 14-day trial of their selected plan after completing Stripe checkout with a card. Create 10 proposals in total and externally send 3. Copies and revisions use a creation slot, and deleting, archiving or sending proposals does not restore it. Editing, previews, PDF downloads and preparing an inactive link do not count as sends. The selected monthly or full annual amount, plus applicable tax, is charged after the trial and renews automatically unless canceled in Settings → Billing before the deadline. Reaching an allowance never starts billing early. Existing no-card trials retain their original terms. Activate a prepared link when sharing with a customer; email counts after provider confirmation. A proposal counts once, so resending that frozen proposal does not use another trial send.
Upgrades and added seats may charge a prorated amount immediately. Reductions and interval changes normally start at the end of the paid period. Select the creators who will retain access; owners must retain a seat, and unselected creators become free viewers. Archive extra brands before choosing a plan with fewer company workspaces.
Expired trials, ended paid periods and unresolved payments make the workspace read-only. You can still view and download documents, and customers can still sign valid proposals already sent. Existing signed contracts are preserved.
Scale owners can create additional brands in Billing & seats. Use the workspace selector to customize each brand's company details and proposals. Archiving an additional brand preserves it as a separate read-only workspace and frees a brand slot.

Create your first proposal

Start with a real project. Customers, catalogs, assemblies, and custom templates are optional shortcuts, so you can build your first proposal immediately.

Choose Create proposal from the dashboard or New proposal from Proposals. Start blank or choose an available template.
Enter a new customer and project address, or select a saved customer and property. Address suggestions are optional; you can enter the address manually.
Add the project title and customer overview. Choose one price, two options, or Good / Better / Best. For a measured roofing proposal, enter roof squares before waste and check the waste percentage and rounding increment.
Review the starting details and create the private draft. Continue through Basics, Scope & pricing, Options, Add-ons, Photos, Terms & payment, and Review & send.
Use Back, Continue, or a step name to move around. Autosaved forms show pending, saving, saved, or an error. Navigation waits for these saves; fix a validation error or use Retry save if a save fails.

Set up your company

Before sharing your first real proposal, review company information and all example pricing and language.

In Settings, review the legal and display names, customer contact details, brand colors, and proposal defaults. The organization owner manages company settings.
The Company logo control in Settings uploads, replaces or removes your logo separately from other settings. Choose a still PNG, JPG or WebP up to 2 MB; a transparent PNG works well. Wait for the saved confirmation. Logos fit without cropping and appear on web proposals and PDF covers. Changes apply to drafts and future proposals; shared and accepted proposals retain their original logo.
Set the roof-waste default, pricing method, tax, deposit, warranty, exclusions, schedule, footer, and acceptance language supported by your settings form. Review project-specific values again in each draft.
Catalog, assemblies, and templates contain example content. Replace example rates and verify products and warranty descriptions against what your company actually sells.
Use the workspace selector when you belong to more than one organization. Check the company name before entering a proposal. Membership roles and the plan determine which editing controls are available.
Company and library changes do not update previously snapshotted line items or accepted proposals. Create a revision when an existing offer needs to change.

Roofing scope checklist

A professional roofing proposal tells the homeowner what is included, how unknown conditions will be handled, and what makes the options different. Review these items for each job; this checklist does not establish code compliance or contract requirements.

Measurements: state roof squares before waste, waste percentage, chargeable rounding increment, and the source of the measurement. One roofing square is 100 square feet. Do not apply waste twice.
Protection and access: describe protection of landscaping, driveways, equipment, and adjoining surfaces; identify parking, staging, and access arrangements.
Tear-off and disposal: describe the existing roof covering, included layers, removal limits, haul-off, and disposal.
Decking and concealed conditions: explain deck inspection, any included decking allowance, unit pricing for additional authorized repairs, and how changes will be approved.
Underlayment and flashings: identify underlayment, valley treatment, edge metal, wall and penetration flashing, pipe boots, and any components that will be reused.
Roof system and ventilation: identify the manufacturer and product line for each option, finish or color selection, ridge components, intake/exhaust ventilation, and excluded areas.
Closeout: describe cleanup, magnetic nail sweep, final inspection, documentation, and warranty handoff. Explain dependencies such as permits, weather, material availability, and inspections.
Agreement: review exclusions, payment milestones, workmanship versus manufacturer warranty, expiration, and company-approved notices. Put project-specific commitments in the actual proposal scope and terms.

Scope, measurements, and pricing

Keep the selling price separate from internal estimating costs, and review every option’s total before sharing.

In Scope & pricing, choose Add scope. Select several catalog items, expand a saved assembly with measurement inputs, or create a job-specific custom item. Choose the target options to add common scope once.
Expand a scope row to adjust quantity, unit, price, or description. Catalog changes later do not change the proposal’s copied line. Formula quantity overrides need an explanation.
Fixed pricing uses your unit selling price. Markup applies a percentage above cost. Target margin calculates the selling price needed for the requested gross margin; markup and margin are different.
Measured roofing packages apply waste and round chargeable squares upward before using the package rate per square. Company defaults can be overridden by a custom template and then by the individual proposal. Review the saved calculation in Options.
Manual package totals replace itemized package selling prices while retaining the scope. Review the manual taxable amount as well as the subtotal. Allowances are included amounts; informational items describe scope without adding a price.
Discounts apply before tax. Tax applies to taxable amounts. Required upgrades are included in the editor’s customer total; optional upgrades change the final total when selected. The deposit is calculated from the final total.

Options and upgrades

Use complete, understandable choices. A customer selects one package, then adds applicable upgrades.

In Options, name each package and explain why the customer would choose it. Distinguish products, workmanship warranty, and included work. Mark one recommended option when helpful.
Use Compare to review options side by side. Switching options waits for pending autosaves. Verify every package has its own complete scope and intended price.
Use Add-ons for separately priced upgrades. Set quantity, unit, unit price, taxable status, and which packages can use the upgrade. Mark it required only when it must accompany those packages.
Avoid charging again for an upgrade already included in a higher package. Excluded alternates should remain optional rather than appearing as included work.

Photos and supporting material

Use a small set of clear job photos to explain the existing condition and the work being proposed.

In Photos, upload customer-relevant project images. Use JPEG or PNG for dependable web and PDF output. Photos have a 20 MB limit; PDF appendix uploads have a 25 MB limit.
Review the file list, set meaningful captions and alternative text, and set display order. A caption should explain the finding or proposed work rather than repeat the camera filename.
Open the customer preview and inspect the generated PDF before sharing. HEIC and WebP files in older proposals may need replacement with JPEG or PNG for PDF compatibility.
Appendix uploads are retained as supporting files for the contractor. A complete customer appendix-delivery workflow is still pending; put all binding scope and terms in the proposal itself.

Review, share, and follow up

Treat Review & send as a final quality check. Activating a customer link or confirmed email delivery freezes that customer presentation.

Complete customer/property, project overview, scope, option descriptions, and schedule/terms. The same content requirements are checked on the server when creating a new offer. An expired date must be corrected first.
Review recommended finishing touches: expiration, warranty descriptions, payment milestones, photos, and any zero-dollar option. These recommendations do not prevent sharing.
Choose the customer price presentation and open Customer preview. Review all options, upgrades, totals, schedule, and terms. Verify the PDF before using it as a customer deliverable.
Choose Prepare customer link, then confirm external sharing and activate it before copying it for a customer. Link preparation does not count as a trial send. Alternatively, Email proposal to customer sends an invitation to the displayed saved email. Anyone with an activated link can view that offer.
Creating another link replaces the previous one. Resharing uses the frozen customer presentation. Development email mode does not deliver emails; a provider acceptance message also does not guarantee the recipient opened the email.
Use Proposals to search by number, title, customer, address, or trade and filter by status or trade. Dashboard follow-ups prioritize open proposals nearing expiration. Expiration dates and monthly counts currently use UTC.

Customer acceptance and revisions

Customers do not need a BidGroove account. They review the offer, verify their email for signing, and accept the selected package and upgrades.

The customer chooses one option and applicable upgrades, then reviews the final total, deposit, scope, schedule, and terms.
To sign, the customer consents to electronic records, confirms access to the document format, requests and enters the email verification code, and completes the required acknowledgments.
The printed name and typed signature must match. The final acceptance records the selections, disclosure, verified email evidence, timestamp, signature evidence, and accepted snapshot.
After acceptance, use Download signed PDF from the proposal’s Review & send step. The customer PDF link resolves to the accepted artifact. If artifact generation fails, the accepted record remains; an operator must investigate the delivery failure.
A sent or viewed proposal is locked. Use Create revision to change scope or pricing, then share that revision. Earlier links are superseded. Accepted proposals are immutable; post-acceptance copy/change-order workflows are not yet available in the interface.

Troubleshooting and terminology

Start with the visible form message and keep the draft open until changes are saved.

Save failure: correct invalid inputs, check your connection, and use Retry save. Do not close the tab while an error remains. Pending edits are held in the current page, not in an offline recovery store.
Missing email: update the customer’s email in Customers or create a link only. Signing verification still needs working email delivery.
Unavailable link: it may have expired, been replaced, or been superseded/voided. Ask the contractor for the current link.
Missing controls: check the active workspace, membership role and subscription. Every current paid plan includes reusable templates, subject to editing permissions. Grandfathered plans preserve their prior entitlements. Restore an expired subscription through Billing & seats; existing documents remain readable.
Catalog = reusable priced item. Assembly = multiple items calculated from measurements. Template = reusable proposal structure and defaults. Package = a complete customer choice. Add-on = an optional or required extra. Revision = a new version of an existing offer.
Deposit and milestone fields describe payment expectations; BidGroove does not process payments, order materials, schedule crews, or provide a full CRM.

Help center · Updated September 6, 2026

From roof measurements
to a professional proposal.

Learn the workflow, check the details that matter, and help your customer choose with confidence.

Start a proposal Explore a customer sample Contact support

Create your account and review the legal documents

Open Create workspace, enter your name and email, and choose a password of at least 12 characters with uppercase, lowercase, and a number. Confirm the password.
Read the linked Terms of Service and Privacy Policy. They open in separate tabs so you can keep your signup form. Save or print the dated copies for your records.
Check the agreement box yourself, then choose Create account. This agrees to the service terms and acknowledges the privacy policy; it does not subscribe you to marketing.
Confirm your email if prompted, then set up your company. If the documents changed while the form was open, review the newly linked versions and agree again.
Current policies remain linked in the website footer. Contact Larry NeJame LLC DBA BidGroove, PO Box 2445, Goldenrod, FL 32733 for legal or privacy requests, including a reply address. Account deletion and cancellation of subscription renewal are separate requests.

Plans, creators and your trial

Open Billing & seats from the workspace navigation. Contractor includes two creators, Team includes five, and Scale includes fifteen plus up to three company workspaces. Choose monthly or annual billing; annual plans show the full upfront charge and include two months free.
Owners, administrators, estimators and salespeople use creator seats. A Viewer does not. Pending creator invitations reserve a seat; the same person across linked brands uses one seat. Administrators can convert a creator to Viewer, deactivate a member or revoke an invitation to free capacity immediately.
Only the subscription's primary company owner can purchase a plan, change billing or buy creator seats. Additional seats cost $20 monthly or $200 annually each. Use the billing portal for payment methods and invoices.
Eligible new companies start a 14-day trial of their selected plan after completing Stripe checkout with a card. Create 10 proposals in total and externally send 3. Copies and revisions use a creation slot, and deleting, archiving or sending proposals does not restore it. Editing, previews, PDF downloads and preparing an inactive link do not count as sends. The selected monthly or full annual amount, plus applicable tax, is charged after the trial and renews automatically unless canceled in Settings → Billing before the deadline. Reaching an allowance never starts billing early. Existing no-card trials retain their original terms. Activate a prepared link when sharing with a customer; email counts after provider confirmation. A proposal counts once, so resending that frozen proposal does not use another trial send.
Upgrades and added seats may charge a prorated amount immediately. Reductions and interval changes normally start at the end of the paid period. Select the creators who will retain access; owners must retain a seat, and unselected creators become free viewers. Archive extra brands before choosing a plan with fewer company workspaces.
Expired trials, ended paid periods and unresolved payments make the workspace read-only. You can still view and download documents, and customers can still sign valid proposals already sent. Existing signed contracts are preserved.
Scale owners can create additional brands in Billing & seats. Use the workspace selector to customize each brand's company details and proposals. Archiving an additional brand preserves it as a separate read-only workspace and frees a brand slot.

Create your first proposal

Start with a real project. Customers, catalogs, assemblies, and custom templates are optional shortcuts, so you can build your first proposal immediately.

Choose Create proposal from the dashboard or New proposal from Proposals. Start blank or choose an available template.
Enter a new customer and project address, or select a saved customer and property. Address suggestions are optional; you can enter the address manually.
Add the project title and customer overview. Choose one price, two options, or Good / Better / Best. For a measured roofing proposal, enter roof squares before waste and check the waste percentage and rounding increment.
Review the starting details and create the private draft. Continue through Basics, Scope & pricing, Options, Add-ons, Photos, Terms & payment, and Review & send.
Use Back, Continue, or a step name to move around. Autosaved forms show pending, saving, saved, or an error. Navigation waits for these saves; fix a validation error or use Retry save if a save fails.

Set up your company

Before sharing your first real proposal, review company information and all example pricing and language.

In Settings, review the legal and display names, customer contact details, brand colors, and proposal defaults. The organization owner manages company settings.
The Company logo control in Settings uploads, replaces or removes your logo separately from other settings. Choose a still PNG, JPG or WebP up to 2 MB; a transparent PNG works well. Wait for the saved confirmation. Logos fit without cropping and appear on web proposals and PDF covers. Changes apply to drafts and future proposals; shared and accepted proposals retain their original logo.
Set the roof-waste default, pricing method, tax, deposit, warranty, exclusions, schedule, footer, and acceptance language supported by your settings form. Review project-specific values again in each draft.
Catalog, assemblies, and templates contain example content. Replace example rates and verify products and warranty descriptions against what your company actually sells.
Use the workspace selector when you belong to more than one organization. Check the company name before entering a proposal. Membership roles and the plan determine which editing controls are available.
Company and library changes do not update previously snapshotted line items or accepted proposals. Create a revision when an existing offer needs to change.

Roofing scope checklist

Measurements: state roof squares before waste, waste percentage, chargeable rounding increment, and the source of the measurement. One roofing square is 100 square feet. Do not apply waste twice.
Protection and access: describe protection of landscaping, driveways, equipment, and adjoining surfaces; identify parking, staging, and access arrangements.
Tear-off and disposal: describe the existing roof covering, included layers, removal limits, haul-off, and disposal.
Decking and concealed conditions: explain deck inspection, any included decking allowance, unit pricing for additional authorized repairs, and how changes will be approved.
Underlayment and flashings: identify underlayment, valley treatment, edge metal, wall and penetration flashing, pipe boots, and any components that will be reused.
Roof system and ventilation: identify the manufacturer and product line for each option, finish or color selection, ridge components, intake/exhaust ventilation, and excluded areas.
Closeout: describe cleanup, magnetic nail sweep, final inspection, documentation, and warranty handoff. Explain dependencies such as permits, weather, material availability, and inspections.
Agreement: review exclusions, payment milestones, workmanship versus manufacturer warranty, expiration, and company-approved notices. Put project-specific commitments in the actual proposal scope and terms.

Scope, measurements, and pricing

Keep the selling price separate from internal estimating costs, and review every option’s total before sharing.

In Scope & pricing, choose Add scope. Select several catalog items, expand a saved assembly with measurement inputs, or create a job-specific custom item. Choose the target options to add common scope once.
Expand a scope row to adjust quantity, unit, price, or description. Catalog changes later do not change the proposal’s copied line. Formula quantity overrides need an explanation.
Fixed pricing uses your unit selling price. Markup applies a percentage above cost. Target margin calculates the selling price needed for the requested gross margin; markup and margin are different.
Measured roofing packages apply waste and round chargeable squares upward before using the package rate per square. Company defaults can be overridden by a custom template and then by the individual proposal. Review the saved calculation in Options.
Manual package totals replace itemized package selling prices while retaining the scope. Review the manual taxable amount as well as the subtotal. Allowances are included amounts; informational items describe scope without adding a price.
Discounts apply before tax. Tax applies to taxable amounts. Required upgrades are included in the editor’s customer total; optional upgrades change the final total when selected. The deposit is calculated from the final total.

Options and upgrades

Use complete, understandable choices. A customer selects one package, then adds applicable upgrades.

In Options, name each package and explain why the customer would choose it. Distinguish products, workmanship warranty, and included work. Mark one recommended option when helpful.
Use Compare to review options side by side. Switching options waits for pending autosaves. Verify every package has its own complete scope and intended price.
Use Add-ons for separately priced upgrades. Set quantity, unit, unit price, taxable status, and which packages can use the upgrade. Mark it required only when it must accompany those packages.
Avoid charging again for an upgrade already included in a higher package. Excluded alternates should remain optional rather than appearing as included work.

Photos and supporting material

Use a small set of clear job photos to explain the existing condition and the work being proposed.

In Photos, upload customer-relevant project images. Use JPEG or PNG for dependable web and PDF output. Photos have a 20 MB limit; PDF appendix uploads have a 25 MB limit.
Review the file list, set meaningful captions and alternative text, and set display order. A caption should explain the finding or proposed work rather than repeat the camera filename.
Open the customer preview and inspect the generated PDF before sharing. HEIC and WebP files in older proposals may need replacement with JPEG or PNG for PDF compatibility.
Appendix uploads are retained as supporting files for the contractor. A complete customer appendix-delivery workflow is still pending; put all binding scope and terms in the proposal itself.

Review, share, and follow up

Treat Review & send as a final quality check. Activating a customer link or confirmed email delivery freezes that customer presentation.

Complete customer/property, project overview, scope, option descriptions, and schedule/terms. The same content requirements are checked on the server when creating a new offer. An expired date must be corrected first.
Review recommended finishing touches: expiration, warranty descriptions, payment milestones, photos, and any zero-dollar option. These recommendations do not prevent sharing.
Choose the customer price presentation and open Customer preview. Review all options, upgrades, totals, schedule, and terms. Verify the PDF before using it as a customer deliverable.
Choose Prepare customer link, then confirm external sharing and activate it before copying it for a customer. Link preparation does not count as a trial send. Alternatively, Email proposal to customer sends an invitation to the displayed saved email. Anyone with an activated link can view that offer.
Creating another link replaces the previous one. Resharing uses the frozen customer presentation. Development email mode does not deliver emails; a provider acceptance message also does not guarantee the recipient opened the email.
Use Proposals to search by number, title, customer, address, or trade and filter by status or trade. Dashboard follow-ups prioritize open proposals nearing expiration. Expiration dates and monthly counts currently use UTC.

Customer acceptance and revisions

Customers do not need a BidGroove account. They review the offer, verify their email for signing, and accept the selected package and upgrades.

The customer chooses one option and applicable upgrades, then reviews the final total, deposit, scope, schedule, and terms.
To sign, the customer consents to electronic records, confirms access to the document format, requests and enters the email verification code, and completes the required acknowledgments.
The printed name and typed signature must match. The final acceptance records the selections, disclosure, verified email evidence, timestamp, signature evidence, and accepted snapshot.
After acceptance, use Download signed PDF from the proposal’s Review & send step. The customer PDF link resolves to the accepted artifact. If artifact generation fails, the accepted record remains; an operator must investigate the delivery failure.
A sent or viewed proposal is locked. Use Create revision to change scope or pricing, then share that revision. Earlier links are superseded. Accepted proposals are immutable; post-acceptance copy/change-order workflows are not yet available in the interface.

Troubleshooting and terminology

Start with the visible form message and keep the draft open until changes are saved.

Save failure: correct invalid inputs, check your connection, and use Retry save. Do not close the tab while an error remains. Pending edits are held in the current page, not in an offline recovery store.
Missing email: update the customer’s email in Customers or create a link only. Signing verification still needs working email delivery.
Unavailable link: it may have expired, been replaced, or been superseded/voided. Ask the contractor for the current link.
Missing controls: check the active workspace, membership role and subscription. Every current paid plan includes reusable templates, subject to editing permissions. Grandfathered plans preserve their prior entitlements. Restore an expired subscription through Billing & seats; existing documents remain readable.
Catalog = reusable priced item. Assembly = multiple items calculated from measurements. Template = reusable proposal structure and defaults. Package = a complete customer choice. Add-on = an optional or required extra. Revision = a new version of an existing offer.
Deposit and milestone fields describe payment expectations; BidGroove does not process payments, order materials, schedule crews, or provide a full CRM.

From roof measurements to a professional proposal.

Create your account and review the legal documents

Plans, creators and your trial

Create your first proposal

Set up your company

Roofing scope checklist

Scope, measurements, and pricing

Options and upgrades

Photos and supporting material

Review, share, and follow up

Customer acceptance and revisions

Troubleshooting and terminology

From roof measurements to a professional proposal.

Create your account and review the legal documents

Plans, creators and your trial

Create your first proposal

Set up your company

Roofing scope checklist

Scope, measurements, and pricing

Options and upgrades

Photos and supporting material

Review, share, and follow up

Customer acceptance and revisions

Troubleshooting and terminology

From roof measurements
to a professional proposal.

From roof measurements
to a professional proposal.