Automated Proposal System for a B2B Sales Company

Project Overview

We built a system that automatically generates customised sales proposals in just minutes, pulling all the necessary data from the company’s CRM and integrating it seamlessly with their invoicing system.

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Here’s what we did:

• Custom Automation Setup: We built a fully automated proposal generator that pulls data from the company’s CRM. This system automatically populates proposal templates with client-specific information, reducing the need for manual input.
• Seamless Integration: The automation was integrated with the company’s existing CRM and invoicing systems, ensuring a smooth flow of information from proposal generation to invoicing.
• User-Friendly Design: The system was designed with a simple user interface that requires minimal training, allowing the sales team to quickly adopt the new process without a steep learning curve.
• Time Efficiency: The automated process reduced the time needed to prepare and send proposals from over an hour to just a few minutes, freeing up the sales team to focus on closing deals and building relationships.

The Impact

This automation cut down the proposal preparation time from over an hour to just a couple of minutes. The sales team could now focus more on engaging with clients rather than getting bogged down in paperwork. It also meant huge savings in both time and money, as the automation handled what used to take multiple staff members.

Impact Highlights:

1. Increased Sales Efficiency: The sales team was able to process more proposals in less time, leading to a higher volume of sales activities and opportunities.
2. Cost Savings: The reduction in manual work translated to significant cost savings, both in terms of labour and operational expenses.
3. Improved Accuracy: Automation reduced the risk of human error, ensuring that all proposals were consistent and accurate, which enhanced the company’s professional image and credibility.
4. Scalability: The system was designed to scale with the company’s growth, accommodating an increasing volume of sales without a corresponding increase in administrative workload.

How it Works

Our automated proposal system was designed using Make.com, a powerful automation platform that enables seamless integration across various tools and software. The system starts by automatically pulling client data from the CRM, including details like the client’s name, business information, and specific needs identified during the sales process. Once the data is extracted, it populates a pre-designed proposal template with all the necessary information.

The system then formats the proposal according to the company’s branding guidelines, ensuring a professional and consistent look every time. After the proposal is generated, the automation triggers the creation of an invoice in the invoicing software, linking it directly to the proposal for a streamlined workflow. The entire process is completed within minutes, drastically reducing the time required to prepare and send a proposal.

Additionally, the system is flexible and customisable, allowing the sales team to make quick adjustments to proposals as needed, such as changing pricing or adding personalised notes, without disrupting the overall automation flow. This ensures that each proposal is not only accurate but also tailored to the specific client, enhancing the chances of a successful close.

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Results

• Time Saved: Reduced proposal preparation time from over an hour to just minutes, allowing the sales team to handle more clients.
• Increased Productivity: Enabled the sales team to focus more on direct sales activities, rather than administrative tasks.
• Cost Reduction: Lowered operational costs by decreasing the need for extensive manual labour and reducing errors.
• Higher Close Rate: Enhanced the professionalism and accuracy of proposals, contributing to a higher client close rate.
• Scalable Growth: Provided a scalable solution that grows with the company, handling an increasing number of proposals without additional resources.