One of the most common pitfalls in creative projects is diving into a formal proposal too soon. Sure, you want to get things rolling, but without aligning with your client first, you run the risk of misunderstanding the scope, blowing the budget, or delivering something that doesn’t quite match their expectations.
This is why a joint estimate is so valuable. Before getting into the formalities and approval of a proposal, starting with a rough estimate invites the client into the conversation early. It’s an opportunity for both sides to clarify the project’s direction, explore budget constraints, and make sure everyone’s on the same page—without the pressure of locking everything in.
Bringing clients into the process early
You might be wondering, “Isn’t it simpler to just send over the proposal and tweak it as we go?” While it may seem easier in the short term, that approach can lead to bigger issues down the road. A proposal is a detailed, formal document—by the time it’s ready, you want to be sure it’s aligned with what the client is expecting.
The solution? Start with an estimate that encourages collaboration. And use a service that quickly transforms that into a proposal. Enter: Ok-Ok.
With Ok-Ok, you don’t have to schedule lengthy meetings or engage in endless email threads. Instead, you can quickly draft a rough estimate and send it over to your client, giving them space to review, comment, and provide feedback directly in the document. It’s a more flexible, low-pressure way to explore the project without committing to specifics too soon.
Think of this estimate as a starting point. You’re not locking in every detail just yet, but you’re opening the conversation to talk about the project’s potential, rough budget, and overall vision.
Why Collaborative Estimation Works
So why does this joint estimation process matter? Let’s take a look at a few reasons it can transform how you work with clients.
It encourages openness
The early stages of a project are often full of unknowns – for both you and the client. They may not have a clear idea of what they want yet, and you might be working with limited information. Sending an initial estimate allows for a casual, open dialogue, where both sides can explore options without feeling constrained by a formal proposal.
For example, you might estimate a budget for a 10-page website, but through feedback, realize that the client only needs five pages with more detailed custom features. You can adjust the scope accordingly, without wasting time or effort on a more polished proposal just yet.
It manages budget expectations
Budget can be a tricky topic, but addressing it early on through an estimate can save a lot of headache later. Using Ok-Ok, you can input rough numbers into your estimate and let the client see how each part of the project adds up. They can easily comment if they need to adjust the budget, or see where they might want to invest more.
Having this discussion upfront prevents you from wasting time on deliverables that might fall outside their financial comfort zone.
It prevents miscommunication
How many times have projects gotten delayed or derailed simply because the client’s expectations didn’t match the proposal? Sending over a rough estimate first allows you to clear up any misunderstandings before formalizing the details.
The client can flag areas that might be unclear or suggest additional features they’d like included. You can then make revisions based on real-time feedback, ensuring everyone is on the same page before moving forward.
How Ok-Ok simplifies the process
What’s great about using Ok-Ok is that it turns what could be a back-and-forth slog into a simple, collaborative experience. No need to sit in meeting rooms or send endless emails—just draft, send, and wait for the feedback to roll in. And use the same document all the way from estimate and draft, to the approved proposal.
Here’s how it works in practice:
Draft the estimate: Create a rough outline of the project’s scope, deliverables, and estimated budget. It doesn’t have to be perfect—just enough to get the conversation started. Name your document as a Draft to make it clear for the client that it is just that – a draft, up for discussion.
Send It to the client: With Ok-Ok, you can share the estimate directly with your client, who can then leave comments, ask questions, or suggest changes – all within the document. This gives them ownership in shaping the project without the pressure of a formal proposal just yet.
Revise as needed: Once the client provides feedback, you can adjust the estimate based on their input. Maybe they want to add new features, or perhaps they need to scale back to fit within their budget. Either way, Ok-Ok makes it easy to update and track changes without missing a beat.
By the time you’re ready to transition to the proposal, all the hard work is already done. You’ve hashed out the details with the client, and now it’s just a matter of formalizing everything in a polished, professional document.
The bottom line
Starting with a collaborative estimate saves you time and effort while ensuring that the project you’re proposing is actually what the client wants. It builds trust, encourages transparency, and leads to better communication throughout the project.
With Ok-Ok, this process is easier than ever. By inviting your client into the conversation early—without the formality of a full proposal – you create a space where both sides can share ideas, set realistic expectations, and avoid the headaches that often come with misaligned goals.
When you’re ready to dive deeper into writing a winning proposal, be sure to check out our post on Managing Client Expectations: The Secret to a Successful Proposal for tips on keeping projects smooth from start to finish.
