Automate end-to-end sales proposals from data intake to delivery.
Gathers lead data from Google Sheets and generates tailored proposal content with Gemini. Populates a branded document from a template, converts it to PDF, and emails it to the client. Updates HubSpot with contact data and ensures consistent formatting across proposals.
Key steps the AI agent performs to deliver proposals.
Trigger on new Google Sheets rows and process each entry.
Generate AI proposal content with Gemini.
Parse AI output into structured proposal fields.
Sync client data by creating or updating HubSpot contacts.
Duplicate and populate a Google Docs proposal template.
Convert the final document to PDF and email the proposal to the client.
Before: five real pain points—manual proposal drafting; inconsistent branding; data scattered across Google Sheets, Drive, and HubSpot; slow response times due to handoffs; and errors during data transfer. After: five clear outcomes—standardized branding, AI-generated content, synchronized CRM data, PDF-ready documents, and immediate delivery to clients.
A simple 3-step flow that anyone can use.
Detect new rows in Google Sheets, loop through each entry, generate proposal content with Gemini, and parse the output into structured fields.
Create or update the HubSpot contact, copy a proposal template from Drive, and fill placeholders with client and AI data.
Convert the finalized document to PDF and email the proposal to the client.
A realistic scenario showing time-to-delivery.
Scenario: A salesperson adds a lead to Google Sheets with client details. Gemini generates a tailored proposal in under 5 minutes, HubSpot is updated with contact data, a branded Google Docs template is populated, the document is converted to PDF, and the final proposal is emailed to the client within 10 minutes.
Roles that gain faster, more reliable proposals.
Receive ready-to-send proposals faster, reducing back-and-forth with clients.
Monitor proposal turnaround times and ensure branding consistency.
Enforce brand-compliant templates across all proposals.
Keep HubSpot contact data synchronized automatically.
Automate repetitive drafting tasks and email delivery.
Analyze conversion impact from faster proposal delivery.
The AI agent works inside your core tools.
Triggers on new rows and passes data to the AI agent for proposal generation.
Generates tailored proposal content based on lead data and templates.
Creates or updates contact data to keep the CRM in sync.
Duplicates and fills a proposal template with client and AI data.
Sends the final PDF proposal to the client via email.
Concrete scenarios where this AI agent shines.
Common questions and detailed answers.
Yes, the agent maps data from your sheet to the proposal fields. It supports multiple rows by looping through entries, ensuring each lead gets a complete proposal. Some customization may be needed to align column headers with the expected fields. Changes in sheet structure can be accommodated with a quick mapping pass. The workflow handles data after validation and formatting, reducing manual errors.
Gemini can generate proposal content based on input data and templates. You can configure specific placeholders for pricing, terms, and sections. You can also add guardrails to avoid sensitive information or inappropriate content. Final review and templates ensure pricing accuracy before delivery. The system prioritizes consistency and branding while enabling customization.
Yes. The agent duplicates a Google Docs template from Drive and fills placeholders with client and AI data. Templates should include all branding elements like logo, colors, fonts, and typical sections. You can create multiple templates for different products or regions. The final document is automatically converted to PDF before sending.
HubSpot is not strictly required, but it greatly enhances workflow by keeping contact data up to date. If HubSpot is unavailable, the agent can still generate and deliver proposals using the template and email flow, but CRM updates will be skipped. Using HubSpot improves tracking and follow-up capabilities. You can configure fallbacks for CRM actions if needed.
Typical turnaround is a few minutes from data capture to delivery. The actual time depends on the length of the proposal and AI generation latency. Network access to Drive and Gmail can introduce minor delays. The system prioritizes speed while preserving accuracy and branding.
Yes. The workflow logs key actions, including data capture, AI generation, template population, PDF creation, and email delivery. Logs help diagnose issues and verify delivery timestamps. Access controls determine who can view sensitive client data in the logs. Regular audit trails support accountability and compliance.
Data security is handled with standard access controls and permission management across Google Sheets, Drive, Gemini, HubSpot, and Gmail. Ensure only authorized users can trigger the workflow or view client data. Data transfer between services uses secure channels and respects platform security settings. You can review and rotate API keys or OAuth credentials as part of your security practice.
Automate end-to-end sales proposals from data intake to delivery.
