📄 AI Proposal Generator with PDF Delivery & Team Notifications

Description

Creating client proposals manually is slow, repetitive, and often inconsistent. This AI-powered workflow transforms proposal creation from a manual task into a fully automated, professional process.

With a single submission, this workflow generates a customized AI-written proposal, converts it into a polished PDF, emails it to the client, stores it in Google Drive, and notifies your internal team — ensuring faster turnaround, consistent quality, and zero missed steps.

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What This Workflow Does

This workflow turns client requirements into ready-to-send proposals with minimal effort:

📝 Capture Client & Project Details – A webhook receives client information, project scope, budget range, and timeline.

🧠 AI-Powered Proposal Writing – AI generates a structured, client-ready proposal tailored to the project requirements.

📄 HTML Proposal Formatting – The proposal content is converted into a clean, professional HTML layout.

📑 PDF Generation – The HTML proposal is automatically converted into a downloadable PDF.

📧 Email Delivery – The proposal PDF is emailed directly to the client.

☁️ Google Drive Storage – A copy of the proposal is saved for record-keeping and reuse.

💬 Slack Notification – Your team is notified when a proposal is generated and sent.

🔁 Webhook Response – Returns a confirmation response for frontend or system integrations.

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Key Features

🤖 AI Proposal Generation – Automatically creates professional proposals based on project inputs.

⚙️ End-to-End Automation – From input submission to PDF delivery, everything runs automatically.

📄 Professional PDF Output – Client-ready proposals with clean formatting.

📧 Automated Email Sending – No manual follow-ups required.

☁️ Centralized Storage – All proposals stored securely in Google Drive.

💬 Team Notifications – Instant Slack alerts for visibility and tracking.

🔀 Flexible Integration – Can be triggered from forms, CRMs, or web apps.

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Perfect For

🚀 Freelancers & Consultants – Send proposals faster without writing from scratch.

🏢 Agencies & Service Providers – Standardize proposal quality across teams.

📈 Sales & Operations Teams – Reduce manual work and response time.

💻 Startups & Small Businesses – Look professional without extra overhead.

🧠 Remote Teams – Keep everyone aligned with automated notifications.

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What You’ll Need

Required Integrations

🌐 Webhook Trigger – Receives client and project details.

🤖 OpenAI – Generates proposal content.

📄 HTMLCSS to PDF – Converts HTML proposals into PDFs.

📧 Gmail – Sends proposal emails to clients.

☁️ Google Drive – Stores generated proposal files.

💬 Slack – Sends internal notifications.

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Optional Enhancements

📊 CRM Integration – Save proposal data to HubSpot, Airtable, or Salesforce.

🎨 Brand Customization – Add logos, brand colors, and styling to proposals.

🌍 Multilingual Proposals – Generate proposals in different languages.

🔐 Approval Step – Add internal approval before sending proposals.

📈 Analytics Dashboard – Track proposal volume and turnaround time.

📎 File Attachments – Include additional documents with the proposal email.

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Quick Start

1️⃣ Import the workflow template into your n8n workspace 2️⃣ Connect credentials for OpenAI, Gmail, Google Drive, Slack, and HTMLCSS to PDF 3️⃣ Send test data to the webhook with client and project details 4️⃣ Review the generated proposal PDF 5️⃣ Activate the workflow and start sending proposals automatically

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Customization Options

1️⃣ Proposal Branding – Update HTML layout, fonts, and colors. 2️⃣ AI Prompt Tuning – Adjust tone, length, or structure of proposals. 3️⃣ Email Messaging – Customize email subject and content. 4️⃣ Slack Messages – Modify notification text or channels. 5️⃣ Drive Organization – Change folder structure for stored proposals. 6️⃣ Pricing Logic – Adjust calculations for budget or timeline.

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Expected Results

⚡ Faster Proposal Turnaround – Generate proposals in minutes instead of hours.

🤖 Consistent Quality – Every proposal follows a structured format.

📧 Instant Delivery – Clients receive proposals immediately.

🗂️ Organized Records – All proposals stored automatically.

💬 Better Team Visibility – Everyone stays informed with Slack alerts.

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Workflow Structure Visualization

📝 Webhook Input ↓ 🧠 AI Proposal Generation ↓ 📄 HTML Formatting ↓ 📑 PDF Conversion ↓ 📧 Email Delivery ↓ ☁️ Google Drive Storage ↓ 💬 Slack Notification ↓ 🔁 Webhook Response

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🚀 Ready to Automate Proposal Creation?

Import this template and let AI handle proposal writing, formatting, delivery, and tracking — so you can focus on closing deals faster. ✨