About This Automation
Proposal and SOW creation requires sales reps to manually extract deal details from the CRM, type information into multiple templates, and duplicate effort across two separate documents. This repetitive work introduces errors, inconsistencies, and delays in getting documents to clients.
Automation pulls deal data directly from the CRM and populates both proposal and SOW templates with consistent formatting and branding in minutes. Documents are ready for review and delivery almost immediately after a deal closes.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Automation is triggered when a deal status changes to 'Closed Won'. The deal ID, client name, project scope, pricing, and timeline are passed to the workflow.
The automation reads the deal record and extracts all relevant fields: client name, contact email, project description, deliverables, timeline, agreed fee, and payment terms.
The automation uses a template engine to populate a proposal template with the extracted data, applying correct formatting, branding, and legal language. The document is created.
A second template is populated with the same client and project data, plus detailed deliverables and milestones. The SOW is created.
A decision node checks whether the deal value exceeds a threshold (e.g., $50,000). High-value deals route to a manual review step; standard deals proceed to export.
Both documents are exported as branded PDFs and stored in a shared folder. File names include client name and date for easy identification.
An automated email is composed with a professional greeting, both PDFs attached, and a call-to-action. The email is sent to the client contact and logged.
The automation updates the deal record with links to the proposal and SOW documents, marks the documents as sent, and logs the timestamp for audit purposes.
Most popular tool stack used
— the complete tool combinations companies use
HubSpot
Google Docs
Gmail
StripeWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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