How to Create Proposals in Under 5 Minutes (Linking Your CRM to Auto-Populate Info)

You’ve done all the hard work, the meetings with the client, the followups, and finally, you’ve been asked if you could send through a proposal for your services! Hooray!

Only… you then remember how long the last proposal took to send out… the excitement gives way to frustration.

Wouldn’t it be great if you could get that proposal out in just a few minutes? It is possible!

In this post, we’ll detail how to create proposals in under 5 minutes using Proposal Software and we’ll explain how integrating your CRM can make this process seamless!


Your proposals might take anywhere from 30 minutes to 2 days to complete and send out, but it doesn’t have to be that way. With a little bit of effort upfront you can utilise Proposal Software like PandaDoc or Proposify to create proposal templates that help automate your proposal process.

Furthermore, linking in these software platforms to your CRM – be it Salesforce, Hubspot, Zendesk, or another platform – greatly reduces the time it takes to send out a standardised proposal.

Proposal software is the modern-day replacement for Microsoft Word and other traditional platforms. Some main reasons why proposal software trumps traditional platforms like Word are:

  • Ability to view on any device (Responsive)
  • Simplified formatting & advanced design capabilities
  • Adding video and other elements
  • Tracking views and time spent on pages
  • eSignature capability
  • CRM linking and Automation (sending reminders etc)

Proposal software is the best option for businesses that want to focus their time on relationship building and not on writing proposals and contracts.

If you still need convincing as to why you should move away from Word, check out our post on Why you Need to Stop Using Word for Business Proposals. 


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How to Create Proposals in Under 5 Minutes

Here are the steps to creating proposals in under 5 minutes. For the purpose of this how-to, we’ll be using PandaDoc and a pre-made business template available free within PandaDoc.

Further down the page, we’ll dive into what CRM integrations looks like and how they can greatly reduce the time to send.

1. Create a new document from a Template

2. Select the template of your choosing

Note: I’m selecting the pre-made template Sales Proposal which can be found in the PandaDoc template gallery for the purposes of showing how simple it can be to create a doc once the template has been configured. 

3. Enter in the sender and the recipient

4. Change title and edit remaining variables

Note: The variables in the doc are very simple as standard. When integrating your CRM you will see many more variable options. In creating a template that reflects your brand, styling, products etc, you’ll be able to easily and quickly send out proposals with ease. 

4. Once complete, Send away!

CRM Integrations

Linking your CRM with your proposal software can provide some major benefits, not the least of which will be the ability to pre-populate the proposal with information from the CRM.

Depending on your CRM, you’ll access PandaDoc either from within the CRM itself once integrated OR you’ll follow a similar process to above but with the added benefit of linked variable fields etc.

Most proposal software vendors have the ability to link into most major CRM’s. See below links for a list:

PandaDoc Integrations

Proposify Integrations

Qwilr Integrations

BetterProposals Integrations

Proposable Integrations

Integrating your Proposal Software with your CRM will provide benefits such as:

  • Creating proposals from within the CRM (no need to leave your CRM)
  • Share contacts between platforms
  • See proposal activity from within your CRM (know when a proposal has been seen etc, set up notifications)
  • Auto-updating deal status once the proposal has closed (won or lost)

There are many more benefits not listed but this will hopefully provide some insight into what’s possible in linking your proposal software with your CRM.

Ready to get started?

Hopefully this post details how simple it can be once you set up a template in your proposal software of choice. What was once a timely exercise can take literally a few minutes and linking your CRM provides additional time savings. 

For businesses that care about their clients, want to impress them, and leave a lasting impression proposal software is a great option and it’s very easy to get started.

For a more in-depth look at the options available, check out the post Best Proposal Software to Win New Business.

That’s all for now, until next time.

Au Revoir

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