Proposals & Contracts

Q: Does the automation handle all types of catering events and menu combinations?

Automation handles standard event types and menu combinations based on your pricing spreadsheet. Highly custom or unusual requests are flagged for the sales rep to review and adjust manually.

Q: What happens if a prospect does not sign within 7 days?

The system sends automated reminders after 3 days. If no signature arrives by day 7, the proposal is escalated to the sales rep for manual follow-up via phone or email.

Q: Will the automation work with our existing CRM and signature platform?

Yes. The automation integrates with mainstream CRM systems like HubSpot and signature platforms like DocuSign.

Q: What data do we need to prepare before launching the automation?

You will need your pricing spreadsheet, menu list, proposal template layout, and a clean list of existing prospects in your CRM. The team will map these during the launch phase.

Turn a client enquiry into a signed contract without manual copying, chasing, or version confusion.

352 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Creating and tracking catering proposals manually consumes hours each week as sales reps juggle inquiry details, pricing lookups, document creation, and signature follow-ups. Manual tracking of signature status and revision cycles creates delays and lost opportunities.

Automation generates fully populated proposals in minutes, monitors signatures automatically, sends reminders without human intervention, and logs signed contracts directly into the system. Proposals move from inquiry to signature in under.

Key features:

Generate proposal documents automatically from inquiry details and pricing data

Populate event specifics, menu selections, and pricing calculations without manual entry

Monitor signature status and send reminders after 3 days of inactivity

Log signed contracts and update opportunity status in your CRM automatically

Escalate unsigned proposals to sales rep after 7 days for manual follow-up

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual proposal creation Sales reps spend 25 minutes per proposal manually filling templates with prospect details and calculating pricing.	80%
2	Daily signature monitoring Reps check email and signature platforms daily to track unsigned proposals, consuming 12 minutes per proposal.	67%
3	Revision cycles Prospect requests for menu or pricing changes trigger manual edits and re-sends, repeating 1-3 times per proposal.	53%
4	Manual follow-up calls Sales reps spend 10 minutes per proposal on reminder emails and phone calls after 3-5 days of no signature.	40%
5	Contract filing and logging Reps manually download signed contracts, save them to folders, and update the CRM to mark deals as won.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.3/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.4/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Inquiry Receivedtrigger

Workflow triggers when a prospect submits an inquiry form, sends an email, or sales rep logs a new opportunity with event details.

2. Extract Inquiry Data

Automation reads prospect name, event date, guest count, menu preferences, and any special requests from the inquiry source.

3. Lookup Pricing and Menu

Automation queries the pricing spreadsheet and menu database to retrieve per-head costs, add-ons, and service fees for the event type and date.

4. Generate Proposal Document

Automation populates a proposal template with prospect details, menu selections, guest count, and calculated pricing, then exports it as a PDF.

5. Send for Signature

Automation uploads the proposal, creates a signature request, and sends it to the prospect with a personalized cover email.

6. Monitor Signature Status

Automation checks daily for signature completion and sends automated reminders to the prospect if unsigned after 3 days.

7. Log Signed Contract

Once signed, automation downloads the contract, stores it in a shared folder, and updates the opportunity to mark it as won with the contract attached.

8. Notify Sales Team

Automation sends a notification to the sales rep confirming the signature and contract is ready for fulfillment.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What 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

116 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a prospect requests changes to the proposal after it is sent?

The sales rep receives a notification and can quickly edit the proposal in the system. The updated version is automatically sent to the prospect for re-signature, and tracking resumes without manual intervention.

Does the automation handle all types of catering events and menu combinations?

What happens if a prospect does not sign within 7 days?

Will the automation work with our existing CRM and signature platform?

What data do we need to prepare before launching the automation?

View more FAQs

Process pain:8.3/10

Mapped by:4 Companies

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Page updated 10 August 2026