Automatic quote generation and delivery from CRM data

**Purpose**

1.1. Automate intake of customer info from CRM systems, generate tailored air duct cleaning quotes, and deliver them promptly via email, SMS, or portal access.
1.2. Reduce manual labor, minimize errors, and accelerate response times, ensuring quote consistency and professionalism.
1.3. Enable real-time quote tracking, status updates, and direct customer follow-up within the HVAC/duct cleaning workflow.

**Trigger Conditions**

2.1. New lead or opportunity creation with qualifying data in CRM.
2.2. Status update to "Quote Requested" in sales pipeline.
2.3. Scheduled follow-up reminders or customer callback requests.
2.4. Manual agent action, such as "Send Quote Now."
2.5. API webhook from external lead source or website form.

**Platform Variants**

3.1. Salesforce
• Function: Workflow Rule + Process Builder/Flow — auto-trigger quote generation upon opportunity stage change; configure outbound email action.

3.2. HubSpot CRM
• Feature: Workflow Automation — trigger quote template population and email delivery from deal stage advancement.

3.3. Zoho CRM
• Setting: Blueprint/Workflow — auto-create quote, attach PDF, and send via Zoho CRM’s email template engine.

3.4. Pipedrive
• Feature: Automation Workflow — trigger document generation (using Smart Docs) when deal moves to “Quote” stage.

3.5. Freshsales
• Setting: Workflow Automation — send data to external quoting tool and dispatch via integrated email.

3.6. Microsoft Dynamics 365
• Function: Power Automate Flow — use Dynamics data to generate a quote document and issue via configured email action.

3.7. QuickBooks Online
• Feature: Create/Send Estimate API — push job details and customer info from CRM for instant estimate generation and emailing.

3.8. Xero
• API: Quotes Endpoint — create quote automatically using CRM push and email to client.

3.9. PandaDoc
• API/Integration: Document Creation — auto-fill duct cleaning quote templates from CRM, send for e-sign/do straight delivery.

3.10. DocuSign
• Feature: PowerForms API — pre-fill quote forms, send for approval/sign-off to clients, status feedback to CRM.

3.11. Google Workspace
• Gmail API: Auto-Send — draft and dispatch quote emails using merge fields from CRM Google Sheet/Drive.

3.12. Office 365 (Outlook)
• Microsoft Flow: Create and send quote attachments via Outlook when CRM triggers.

3.13. SendGrid
• API: Mail Send — deliver customized quote emails using dynamic templates populated with CRM quote data.

3.14. Twilio
• SMS API: Instant quote notifications or links delivered to customer phone numbers after new quote creation.

3.15. Slack
• Webhook or Bot: Notify internal teams of quote generation or send quote approval requests.

3.16. Monday.com
• Workflow: Pulse automations to trigger email with quote attachment from CRM quote fields.

3.17. Asana
• Integration: Send quote request tasks to quote generation team/task auto-completion upon quote sent confirmation.

3.18. ClickSend
• SMS/Email API: Send PDF quote via SMS or branded email upon CRM trigger.

3.19. Mailgun
• API: Send transactional quote emails with attachment, using custom templates from CRM data.

3.20. Tave
• Workflow: Automated quote template population and delivery for service businesses using incoming CRM lead data.

**Benefits**

4.1. Accelerates quote turnaround, increasing win rates and customer satisfaction.
4.2. Consistent format ensures professional, error-free quotes and easier follow-up.
4.3. Integrates seamlessly with HVAC/duct cleaning sales cycles, supporting tracking and analytics.
4.4. Reduces manual administrative workload, freeing agents for higher-value tasks.
4.5. Immediate customer communication (via email/SMS), reducing lag and missed opportunities.