Generating and sending quotes/proposals from templates

Purpose

1.1. Automate the generation and sending of customer quotes and proposals, using standardized templates for paint stripping service inquiries.
1.2. Automation increases accuracy, reduces turnaround time, and automatically captures all relevant project details.
1.3. Enables businesses to automatically respond to online form submissions, CRM events, or emails, automating quote document creation and dispatch.
1.4. Automator coordinates multiple data sources and communication channels, producing a rapid, professional automated proposal workflow.

Trigger Conditions

2.1. Automated form submission on website requesting quote for paint stripping.
2.2. Incoming call or SMS to business line requesting service details.
2.3. CRM status change to “New Lead” or “Quote Requested.”
2.4. Email received with specific keywords (e.g., “request quote,” “proposal”).
2.5. Manual trigger via team dashboard or mobile app for ad-hoc quoting automation.

Platform Variants

3.1. Google Workspace (Docs, Gmail, Sheets)
• Function: Apps Script automation for Google Docs template generation and automated Gmail sending.
• Sample: Configure “Create Document from Template” trigger + “Send Email” Gmail API.
3.2. Microsoft Power Automate
• Feature/Setting: Use ‘When a form response is submitted’ trigger + ‘Populate Word Template’ + ‘Send email via Outlook’.
• Sample: Automate pulling data from Microsoft Forms and automate delivery via Outlook.
3.3. Salesforce
• Feature/Setting: Process Builder or Flow automation to generate PDF Quote from Opportunity, auto-send via email.
• Sample: Automate “Generate Document” action, then “Send Email Alert”.
3.4. HubSpot
• Feature/Setting: Workflow for automated quote generation from Deal pipeline and sequence for automated emailing.
• Sample: Automate workflow triggered by new Deal stage and automate template-based email.
3.5. Pipedrive
• Feature/Setting: Custom workflow automation to create proposal docs on deal change, sending via integrated email.
• Sample: Use “Deal Updated” trigger to automate proposal creation and auto-send.
3.6. PandaDoc
• API: Document creation API, automate auto-fill of proposal templates, automating email delivery.
• Sample: Automate pulling CRM data and automatedly sending proposals to clients.
3.7. DocuSign
• API: Use ‘Envelope Creation’ API to automate proposal generation and delivery for electronic signature.
• Sample: Automate form data ingestion to trigger automated envelope creation.
3.8. HelloSign
• API: Template signature request API for automated proposal document sending.
• Sample: Automate payload from CRM triggers to send proposals.
3.9. Zoho CRM
• Feature/Setting: Automation rules for automated quote creation and Zoho Mail integration for sending.
• Sample: Configure Blueprint & email template automation.
3.10. QuickBooks
• API: Sales quote automation using QuickBooks API, instant automated sending upon request.
• Sample: Automate quote-create endpoint with webhook trigger.
3.11. Freshsales
• Feature/Setting: Workflow automator for quote/proposal generation and automated dispatch.
• Sample: “Deal Created” workflow triggers auto-proposal via email.
3.12. Xero
• API: Automator API usage for new contact/quote, automated email delivery configuration.
• Sample: Automate release of quote when new inquiry is processed.
3.13. Mailgun
• API: Automate transactional automated proposal emails with pre-generated PDFs attached.
• Sample: Configure template emails and file attachments.
3.14. SendGrid
• API: Automated email sends via Automator integration, auto-attach generated quote files.
• Sample: “Send email” endpoint with attachment automation.
3.15. Twilio
• API: SMS messaging API, automate sending text updates or links to quotes directly to client’s phone.
• Sample: Automate “Send SMS” function with quote link.
3.16. Slack
• API: Automated notifications to internal channels or direct messages when proposals are sent.
• Sample: Automate “chat.postMessage” to a dedicated proposals channel.
3.17. Dropbox
• API: File upload automator, storing and organizing generated proposals automatically.
• Sample: Automate “upload” when proposal file is created.
3.18. OneDrive
• API: Automate storage of generated proposals with folder organization by client name/date.
• Sample: Automate “Create File” and “Move File” API calls.
3.19. Airtable
• API: Automate database entry for each quote/proposal with automatic status updates.
• Sample: Integrate quote record creation upon proposal generation.
3.20. Monday.com
• API: Automate creation of item for each quote and automate notifications for follow-up reminders.
• Sample: Automate “create_item” when new proposal is generated.
3.21. Asana
• API: Automate task creation for staff review/follow-up on generated quotes.
• Sample: Automate project management workflow with automated triggers.
3.22. Trello
• API: Add card automation for each proposal activity, automatedly assign to relevant team member.
• Sample: Automate “add card” on proposal creation event.

Benefits

4.1. Automates repetitive manual quoting, reducing errors and labor costs.
4.2. Automated workflows speed up proposal delivery, increasing customer satisfaction.
4.3. All data auto-captured and organized, making subsequent follow-up or revision automatable.
4.4. Enables multi-channel automated sending (email, SMS, internal comms), maximizing flexibility.
4.5. Automation minimizes missed opportunities and keeps records audit-ready, fully automating compliance tracking.