You can use an automation to create and send a proposal the moment a new lead comes in. The customer gets a personalised proposal within minutes of enquiring, even when you’re busy at an event.

This works best when your leads come in through a lead form that collects the details the proposal needs, such as the event date, venue and what the customer is interested in.

How it works

The automation runs when a lead is created. Its Send Proposal action creates a proposal from the template you choose, attaches it to the new lead and sends it to the customer.

Because the proposal is built from a template full of variables, it fills in the customer’s name, event date and venue from the lead. The quote comes from the lead too.

Setting it up

  1. Go to Automations and create a new automation.

  2. Choose the trigger A lead is created.

  3. Add any logic you need, such as an If/Else step that only continues for certain event types.

  4. Add the Send Proposal action and choose the template.

  5. Save and switch the automation on.

If you have different templates for different kinds of events, use If/Else to send each event type its own template, for example the wedding template for weddings and the corporate template for everything else.

Making sure the quote is ready

A proposal is only as good as the quote behind it. For an automatic proposal, the lead needs a quote before the proposal is sent. You can build that quote automatically from what the customer picked on your lead form, for example with an action that assigns a package to the lead.

Put the steps that build the quote before the Send Proposal action, so the quote is in place when the proposal goes out.

Test it before you switch it on

Submit your own lead form with test details and check:

  • the automation ran (you can see this in the automation’s history)

  • the proposal was created with the right template

  • your name, date and venue pulled through correctly

  • the quote shows the right package and price

  • the email or text arrived

Delete the test lead when you’re done.

Common questions

Can I check proposals before they go out? If you’d rather check every proposal first, don’t use the automation for that template. Create the proposal from the lead yourself and send it once you’ve checked it. It’s slower for the customer, but you get the chance to personalise it.

Will I know when the customer opens it? Yes. You’re notified when the customer opens their proposal, the same as one you sent by hand.

The automation didn’t run. Check the automation is switched on, then look at its queue and history. There’s a separate article on troubleshooting automations.