09-PDF-Export

PDF Export and Customization Guide

Learn how to create professional PDFs that impress clients and win more business.

Creating a PDF

Basic PDF Generation

After creating a proposal:

1. Click "Generate PDF" button
2. Wait 5-10 seconds
3. PDF preview appears
4. Click "Download" to save

Quick Options: - ✅ Include Cover Page - ✅ Include Table of Contents - ✅ Include Page Numbers - ✅ Include Your Signature

PDF Quality Settings

Standard Quality (Faster) - Good for email - Smaller file size (1-2 MB) - Loads quickly - Perfect for most uses

High Quality (Professional) - Best for printing - Larger file size (3-5 MB) - Sharper images - Premium appearance

PDF Design Options

Cover Page Customization

Make a great first impression:

Cover Page Elements: - Your logo (top center) - Client's business name (large text) - "Insurance Proposal" title - Prepared for: [Contact Name] - Prepared by: [Your Name] - Date - Your agency logo (bottom)

Background Options: - Solid color - Gradient - Pattern - Custom image - Professional templates

How to Customize: 1. Go to Settings → PDF → Cover Page 2. Upload logos 3. Choose background 4. Select color scheme 5. Preview changes 6. Save

Headers and Footers

Professional touches on every page:

Header Options: - Company name - Proposal title - Client name - Section name - Logo (small)

Footer Options: - Page numbers (Page X of Y) - Date generated - Confidentiality notice - Your contact info - Website URL

Positioning: - Left aligned - Center aligned - Right aligned - Custom positioning

Color Schemes

Match your brand:

Pre-built Themes: - Professional Blue - Trust and stability - Modern Gray - Clean and sophisticated - Warm Orange - Friendly and approachable - Classic Black - Premium and serious - Custom - Your brand colors

What Gets Colored: - Headers - Section dividers - Table headers - Accent lines - Bullet points

Fonts and Typography

Choose readable, professional fonts:

Heading Fonts: - Arial (clean, modern) - Times New Roman (traditional) - Helvetica (professional) - Calibri (friendly) - Custom fonts (upload your own)

Body Text Fonts: - Keep it simple - 11-12 point size - Good line spacing - High contrast with background

Best Practices: - Use maximum 2 fonts - Consistent throughout - Avoid decorative fonts - Test readability

Content Sections

Standard Sections

These appear in most proposals:

1. Executive Summary - Brief overview - Key recommendations - Investment summary - Call to action

2. Business Analysis - About the business - Industry overview - Risk factors - Opportunities

3. Coverage Recommendations - Detailed coverage explanations - Why each is important - Coverage amounts - Exclusions noted

4. Risk Assessment - Identified risks - Risk matrix/heat map - Mitigation strategies - Safety recommendations

5. Premium Summary - Coverage costs breakdown - Payment options - Potential discounts - Total investment

6. Next Steps - How to proceed - Contact information - Timeline - Required documents

Optional Sections

Add these when relevant:

About Your Agent - Your photo - Bio/experience - Credentials - Contact details

About the Agency - Agency history - Services offered - Awards/recognition - Team information

Claims Examples - Real scenarios - What was covered - What wasn't covered - Lessons learned

Testimonials - Client quotes - Success stories - Star ratings - Case studies

Glossary - Insurance terms defined - Simple explanations - Helpful for clients

Appendices - Additional information - Detailed coverage forms - Legal disclosures - Resources

Custom Sections

Create your own:

1. Go to Settings → PDF → Custom Sections
2. Click "Add Section"
3. Name your section
4. Add content (text, images, tables)
5. Choose where it appears
6. Save

Ideas for Custom Sections: - Local market analysis - Industry-specific risks - Seasonal considerations - Bundle discounts - Value-added services

Tables and Charts

Coverage Comparison Table

Make it easy to compare options:

Standard Format: | Coverage Type | Option A | Option B | Option C | |--------------|----------|----------|----------| | General Liability | $1M/$2M | $2M/$4M | $5M/$10M | | Property | $500K | $750K | $1M | | Monthly Premium | $450 | $650 | $950 |

Customization: - Highlight recommended option - Use colors for clarity - Add checkmarks for included - Show savings amounts

Risk Assessment Matrix

Visual risk representation:

Heat Map Style: - Red = High Risk - Yellow = Medium Risk

- Green = Low Risk

Grid Format: - Likelihood vs Impact - Clear categories - Action items included

Premium Breakdown Charts

Show where money goes:

Pie Chart: - General Liability: 40% - Property: 30% - Workers Comp: 20% - Other: 10%

Bar Graph: - Compare monthly vs annual - Show payment options - Illustrate discounts

Images and Branding

Logo Placement

Where to put your logo:

Cover Page - Large, centered - Top of page - High resolution

Headers - Small version - Top corner - Every page or alternating

Last Page - With contact info - Professional closing

Image Guidelines

File Requirements: - PNG for logos (transparent background) - JPG for photos - Minimum 300 DPI for print - Maximum 1MB per image

Best Practices: - Professional images only - Consistent style - Proper sizing - Compressed for file size

Watermarks

Add subtle branding:

Options: - "DRAFT" for unsent proposals - "CONFIDENTIAL" for sensitive - Your logo (very light) - "SAMPLE" for templates

Settings: - Opacity: 10-20% - Diagonal or straight - Behind text - Every page or select pages

Page Layout

Margins and Spacing

Professional formatting:

Standard Margins: - Top: 1 inch - Bottom: 1 inch - Left: 1.25 inches - Right: 1 inch

Line Spacing: - 1.15 for body text - 1.5 for easier reading - 2.0 for editing space

Page Breaks

Control where pages split:

Automatic Breaks: - Keep sections together - Avoid orphan lines - Full tables on one page

Manual Breaks: - Force new section to new page - Create white space - Improve readability

Table of Contents

For longer proposals:

Automatic Generation: - Lists all sections - Page numbers included - Clickable links (digital) - Updates automatically

When to Include: - Proposals over 10 pages - Multiple coverage types - Complex businesses - Detailed analysis

Special Features

Interactive Elements (Digital PDFs)

Clickable Links: - Email addresses - Phone numbers - Website URLs - Internal navigation

Form Fields: - Signature boxes - Acceptance checkboxes - Date fields - Comments section

Security Options

Protect your proposals:

Password Protection: - Require password to open - Different password to edit - Send password separately

Restrictions: - Prevent copying text - Disable printing - Block editing - Watermark if printed

Expiration: - PDF expires after 30 days - Shows expiration notice - Requires new version

Troubleshooting PDF Issues

Common Problems

PDF Won't Generate: - Check internet connection - Clear browser cache - Try different browser - Reduce image sizes

PDF Looks Wrong: - Check PDF settings - Verify logo formats - Review font choices - Test in preview

File Too Large: - Reduce image quality - Remove unnecessary sections - Use standard quality - Compress after generation

Fonts Not Showing: - Use standard fonts - Embed custom fonts - Check font licensing - Convert to outlines

Best Practices

Professional Standards

Do: - Use consistent formatting - Include page numbers - Add contact information - Proofread everything - Test all links

Don't: - Use too many fonts - Include low-quality images - Make text too small - Use neon colors - Forget contact info

File Management

Naming Convention: - BusinessName_Proposal_Date.pdf - Include version numbers - Keep organized folders

Storage: - Save locally - Cloud backup - Organized folders - Regular cleanup

Quick PDF Tips

For Faster PDFs

1. Use standard quality
2. Limit images
3. Reduce sections
4. Simple formatting
5. No backgrounds

For Better Looking PDFs

1. Use high-quality logos
2. Consistent colors
3. Professional fonts
4. Adequate white space
5. Aligned elements

For Smaller Files

1. Compress images first
2. Use standard quality
3. Limit pages
4. Remove unnecessary sections
5. Use PDF compressor after

Email Considerations

File Size Limits

Email Providers: - Gmail: 25MB - Outlook: 20MB - Yahoo: 25MB - Corporate: Often 10MB

If Too Large: - Use share link instead - Compress PDF - Split into parts - Use cloud storage

Email Templates

Subject Line: "Insurance Proposal for [Business Name] - [Your Name]"

Body Text: "Dear [Client Name],

Attached is your customized insurance proposal. This PDF includes: - Comprehensive coverage recommendations - Competitive pricing options - Risk assessment analysis

Please review at your convenience. I'm available to discuss any questions.

Best regards, [Your Name]"

Printing Guidelines

Print Settings

For Best Results: - Use high-quality setting - Print on good paper - Color printer recommended - Check preview first

Paper Options: - Standard: 20lb white - Premium: 24lb bright white - Professional: 28lb matte - Luxury: 32lb linen

Binding Options

For printed proposals: - Staple: Simple, clean - Spiral: Lays flat - Folder: Professional presentation - Binder: Multiple documents

Advanced Customization

Multiple Templates

Create different looks: - Restaurant template - Contractor template - Office template - Retail template

Save each with specific: - Colors - Sections - Images - Content

A/B Testing

Test what works: 1. Create two versions 2. Track which performs better 3. Use insights to improve 4. Keep testing

Seasonal Adjustments

Update PDFs for: - Holidays - Industry seasons - Special promotions - Local events

Compliance and Legal

Required Disclosures

May need to include: - License numbers - Legal disclaimers - State requirements - Company disclosures

Accessibility

Make PDFs accessible: - Alt text for images - Readable fonts - High contrast - Logical structure - Screen reader compatible

Getting Help

PDF Support

Common Issues: - Generation problems - Formatting issues - Download errors - Display problems

Contact: - Chat support (immediate) - Email: pdf-support@system.com - Help articles online

Pro Tip: Create a PDF template for each type of business you work with. This saves time and ensures consistency!