> ## Documentation Index
> Fetch the complete documentation index at: https://docs.x.build/llms.txt
> Use this file to discover all available pages before exploring further.

# Publishing your proposal

> Turn a draft into a shareable link and PDF with the publish wizard

## Publishing your proposal

Publishing turns a draft into the deliverable — there's no separate "export to PDF." Click **Publish** in the top bar; a short wizard confirms property details and signers, emails the property owner, notifies your team, and on insurance projects runs token checkout. You get a signable web link and a downloadable PDF; on insurance projects the carrier-format documents follow.

### 1. Set the Prepared By line

The cover names who prepared the proposal — a homeowner-facing name XBuild fills in for you. To change it, open edit mode and in the **Prepared By** field click **Choose from team** to pick a teammate (name, email, and phone fill in; XBuild records which member you picked), or type a name, email, and phone for a rep who isn't a registered member. Editing a field after picking someone keeps that person recorded. The name — plus email and phone when entered — shows on the cover of the published page and PDF, saved with the version.

### 2. Ready to publish

The first screen lists what publishing creates: a **shareable link** (a web page your client reviews and signs — [What your customer sees](/features/what-your-customer-sees)) and **downloadable assets** (the proposal PDF, plus Xactimate or Symbility documents on insurance projects). Click **Continue**.

### 3. Confirm property details and who needs to sign

The homeowner's name and property address are stamped onto the documents, so confirm them:

* **Address** — autocompletes; pick the suggestion so the full address, ZIP included, comes through. Insurance publishes require a ZIP.
* **Who needs to sign** — the first row is the property owner, whose name is the homeowner name on the documents. Click **Add signer** for anyone else who must sign, such as a co-owner, with their **Full name**; **Email address** is optional, needed only to email their signing link. Everyone listed must sign before the proposal is complete — to send a copy without a signature, CC them on the next step. Signer rules and later changes: [E-signatures and authorization](/features/e-signatures-and-authorization).
* **Symbility publishes only** — also collects the **date of loss**, **type of loss**, and **policy and claim numbers** ([Publishing to Symbility](/features/publishing-symbility)).

Changes here are saved back to the proposal before publishing continues.

### 4. Email the property owner

Turn **Send email to property owner** on and the proposal is emailed the moment publishing succeeds.

| Field                    | Behavior                                                                                                                                                                   |
| ------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **TO**                   | Pre-filled with the signers' addresses; comma-separate more. Each signer gets their own message with their own signing link; a non-signer To address gets a view-only copy |
| **CC**                   | Comma-separate multiple addresses; view-only copy                                                                                                                          |
| **SUBJECT**, **MESSAGE** | Fully editable, with formatting in the body                                                                                                                                |

A signer with no email address is named here as not receiving a signing link — add an address on the previous step, or have them sign in person after publishing. If sending is on with no address at all, **Continue** stays greyed out and the step offers **Publish without sending an email**. Turn the toggle off to deliver the link yourself — copy it or send the email later from the post-publish panel. Insurance projects default the email to off.

### 5. Notify your team

Pick teammates who should follow the project ([Team collaboration](/features/team-collaboration)). Existing members are searchable by name; Administrators can also invite brand-new people by email, which uses a [member seat](/features/member-seats) and is limited by your plan's seats ([Members and roles](/features/members-and-roles)). On retail, continuing here publishes; insurance goes to checkout first.

### 6. Token checkout (insurance projects)

Insurance publishes carry a one-time token charge per output format — 40 tokens for the first Xactimate publish, 90 for the first Symbility publish; same-format republishes are free and a format switch is charged at the other format's rate ([How tokens work](/plans-billing/how-tokens-work)). Retail has no publish charge, and the step is skipped whenever nothing is owed.

The screen itemizes the charge and shows your available balance (trial tokens included). The button reads **Publish** when the balance covers it, or **Purchase N tokens** with the dollar amount when it doesn't — tokens are charged when you click, not before. If the balance can't cover it and your company has no active token plan, the wizard asks you to subscribe first; if your account can't buy tokens or subscribe, the button says to contact your Administrator ([Manual top-ups](/plans-billing/manual-top-ups)).

### 7. Publishing and success

The publishing screen shows the shareable link to copy while documents generate; timing depends on format ([Processing times](/features/processing-times)). Insurance documents are emailed to you and filed into the project's Documents when ready, so you can close the wizard ([Publishing to Xactimate](/features/publishing-xactimate), [Publishing to Symbility](/features/publishing-symbility)). On success you get the action panel:

| Action                  | What it does                                                                                                                                                                                                                                      |
| ----------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Shareable link**      | One click to copy. It's one signer's **signing link** — the panel says whose ("Signing link for Jane Doe") and whoever opens it signs as that person. With several signers, send it only to them and let **Send email** deliver the others' links |
| **Download**, **Print** | The proposal PDF                                                                                                                                                                                                                                  |
| **Send email**          | Emails the property owner, or re-sends later; each signer with an address gets their own link                                                                                                                                                     |
| **Share**               | Add more teammates                                                                                                                                                                                                                                |
| **Sign in person**      | Retail, once published. Opens the proposal on this device so the customer can sign now ([E-signatures and authorization](/features/e-signatures-and-authorization))                                                                               |
| **Manage signers**      | Retail. Add, edit, or remove homeowner signers and see each person's status                                                                                                                                                                       |
| **View proposal**       | Opens the published page in a new tab for your review. Never counts as a homeowner view and never opens the deposit checkout — no move to Viewed, no notification                                                                                 |
| **Submit to insurance** | Insurance only. Starts XBuild's supplementing service ([insurance supplement flow](/features/insurance-supplement-flow))                                                                                                                          |

The panel stays available after the wizard closes — reopen it from the project any time.

### 8. After publishing

A published version is fixed — the link and PDF keep showing exactly what you published. Any further edit, in chat or [manual edit mode](/features/editing-estimates-and-proposals), creates a new Draft; publish that and the same link updates, with no repeat publish charge in the same format. The homeowner can then review, sign, and pay — [E-signatures and authorization](/features/e-signatures-and-authorization), [Deposits and getting paid](/features/deposits-and-getting-paid).

### 9. Troubleshooting common issues

* **The Publish button asks me to subscribe.** Your balance doesn't cover this publish and your company has no active token plan. An Administrator can subscribe from the prompt; members see "Contact admin to subscribe" ([Plan comparison](/plans-billing/plan-comparison)).
* **The email never reached the homeowner.** Check the address you entered and their spam folder, then re-send from the panel with **Send email**.
* **I texted the customer the link and they can't sign.** The copied link is one signer's — send it to the person the panel names. Links copied before signing links were introduced open a page that can't be signed; copy a fresh one from the panel.
* **The second owner never got a signing link.** Only people under **Who needs to sign** get one; a second To address gets a view-only copy. Add them under **Manage signers**, then **Send email**.
* **I published the wrong version.** Fix the draft (or restore an earlier version) and publish again — same link, updated content, no repeat charge in the same format.

For further assistance, contact XBuild Support at [support@x.build](mailto:support@x.build).