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Leads & sales

Quote form to proposal automation

Proposal automation takes the answers from a quote request form, prices the job from your own rules and drafts a branded proposal. The draft waits for a person to approve it, then goes to the customer and is recorded against the deal.

An example of how the studio would build it. No live services are connected.

From a quote request to a proposal ready to send.

  1. Step 01

    Request received

    A Typeform quote form captures the job details, quantities and the customer’s contact information.

  2. Step 02

    Job priced

    Apply your price list, minimum charges and options to build the line items, and flag anything the rules don’t cover.

  3. Step 03

    Proposal drafted

    Fill a PandaDoc template with the customer, scope, prices and terms, and save it as a draft.

  4. Step 04

    Approval requested

    Notify the owner to review the draft, adjust anything that needs it and approve it.

  5. Step 05

    Proposal sent

    Send the approved proposal through PandaDoc and record it against the deal in HubSpot.

The result

Proposals go out the same day.

Nothing reaches the customer without a person’s approval. Requests the pricing rules cannot cover are marked for a manual quote, not guessed.

Before we connect it.

Where this is useful

Useful when most quotes follow a price list but still take an evening to type up. A sensible first version prices only the standard jobs and gives the owner a pre-filled draft to finish by hand for everything else.

What we need to connect

  1. 01The quote form questions, ideally designed so each answer maps cleanly to a pricing rule.
  2. 02Your price list, minimum charges, VAT treatment and a PandaDoc proposal template.
  3. 03The HubSpot pipeline and deal stages to update, and the person who approves before sending.

What needs careful handling

Pricing rules rarely cover every job, so unusual requests need a clear flag instead of a confident wrong number. Prices and templates change, and each draft should record which version it used. A customer who submits the form twice should update one draft, not create two proposals.

Questions people ask.

Can proposals go out without me checking them?

They can, but the version described here waits for approval. Once you trust the pricing for a type of job, those could send automatically while everything else keeps the approval step.

What if my pricing depends on a site visit?

The automation can prepare everything except the final figures, or offer to book the visit instead. A person completes the proposal after seeing the job.

Quote sent → Owner notified
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