Automated generation of quotes and proposals

Purpose

1.1. Streamline generation and delivery of tailored quotes and proposals for air conditioning installation projects.
1.2. Reduce manual data entry, minimize human error, and increase turnaround speed in responding to client requests.
1.3. Auto-calculate costs, insert equipment specs, terms, and branding; generate, store, and distribute documents via multiple channels.
1.4. Enable sales, admin, and customer-facing teams to retrieve and transmit accurate quotes within minutes.

Trigger Conditions

2.1. Receipt of webform submission from potential client.
2.2. Inbound email with request for quotation or proposal.
2.3. Internal workflow state change (lead moves to “Quote Required” in CRM).
2.4. Direct customer phone call logged with intent to quote; call disposition triggers automation.
2.5. Calendar event (site visit or inspection) is completed and feedback form received.

Platform Variants

3.1. Salesforce
• API: /services/data/vXX.X/sobjects/Quote/
• Feature/Setting: Auto-create quote record based on lead details, auto-fill products/services, auto-generate and attach PDF.

3.2. HubSpot
• API: /crm/v3/objects/quotes
• Feature/Setting: Generate personalized quote template using deal data; trigger send via email to client.

3.3. Zoho CRM
• API: /crm/v2/Quotes
• Feature/Setting: Populate quote fields from contact and deal module, create, and email from CRM.

3.4. Microsoft Dynamics 365
• API: /api/data/v9.1/quotes
• Feature/Setting: Programmatic quote creation and auto-notification to assigned sales agents.

3.5. PandaDoc
• API: /public/v1/documents
• Feature/Setting: Create custom proposal with merge fields; auto-send for client e-signature.

3.6. DocuSign
• API: /v2.1/accounts/{accountId}/envelopes
• Feature/Setting: Pre-fill quote template with variables from CRM; route for review and signature.

3.7. QuickBooks Online
• API: /v3/company/{companyId}/estimate
• Feature/Setting: Generate estimate/quote from invoice template; send client-ready doc.

3.8. Xero
• API: POST /api.xro/2.0/Quotes
• Feature/Setting: Create new quote with dynamic fields for products, labour, and terms.

3.9. FreshBooks
• API: /api/quotes
• Feature/Setting: Autopopulate client and service data to generate downloadable proposal.

3.10. Proposify
• API: /v1/proposals
• Feature/Setting: Use automated templates to insert pricing tables, project scope, and images.

3.11. QuoteWerks
• API: /quotewerks/api/quotes
• Feature/Setting: Seamlessly merge CRM and product details to build detailed quote.

3.12. AirTable
• API: /v0/{baseId}/{tableName}
• Feature/Setting: Collect and store client/project data, trigger proposal doc via scripting block.

3.13. Google Docs (with Apps Script)
• Apps Script: DocumentApp, DriveApp
• Feature/Setting: Auto-generate quote doc from template, populate via form or CRM integration.

3.14. Dropbox Sign (HelloSign)
• API: /v3/signature_request/send_with_template
• Feature/Setting: Send pre-filled quote templates for customer sign-off.

3.15. Monday.com
• API: /v2/
• Feature/Setting: Trigger item creation for quote, embed project/installation details.

3.16. Asana
• API: /1.0/tasks
• Feature/Setting: Auto-create tasks for sales review, link quotes to deals.

3.17. Slack
• API: chat.postMessage
• Feature/Setting: Alert sales team with quote status or approval requests via channel.

3.18. Outlook 365
• Graph API: /me/sendMail
• Feature/Setting: Deliver auto-generated quotes direct from shared mailbox to clients.

3.19. Mailgun
• API: /v3/{domain}/messages
• Feature/Setting: Send dynamic quote emails with PDFs attached.

3.20. Zapier Webhooks
• API: POST /hooks/catch/{hookId}
• Feature/Setting: Trigger multi-step quote generation process across connected apps.

3.21. Microsoft Word (Office Scripts or Power Automate)
• API: /v1.0/me/drive/root/children
• Feature/Setting: Auto-create proposals from dynamic Word templates, save as PDF.

3.22. Jotform
• API: /form/{id}/submissions
• Feature/Setting: On form submission, auto-send client-specific proposal.

3.23. Trello
• API: /1/cards
• Feature/Setting: Add quote request to board, automate linked document delivery.

Benefits

4.1. Accelerates response time to customers and prospects with consistent, accurate documentation.
4.2. Enhances professionalism and compliance with templated language, terms, and branding.
4.3. Increases sales conversion rates by reducing lag in client communications.
4.4. Supports audit trail and rapid document retrieval for teams and management.
4.5. Frees up staff resources from repetitive manual creation and data re-entry tasks.
4.6. Integrates seamlessly with finance, CRM, and project management systems for end-to-end workflow visibility.