Dynamic Proposal Template: Step-by-Step Guide

The Dynamic Proposal Template is a pre-built, AI-powered workflow designed to help you generate personalised sales proposals automatically from your CRM data.

By combining structured information (like company details and deal properties) with meeting notes, this template uses advanced AI prompts to tailor each section of a proposal, making it faster, easier, and more effective to deliver high-quality documents at scale.

In this guide, we’ll walk you through how the template works, how to customise it, and how to integrate it with your own proposal files.

1. Copying the Template

• Go to the Portant Template Library.

• Select the Dynamic Proposal Template.

• Click “Copy Workflow”. This action duplicates the document and workflow into your Portant account.

2. Setting Up the HubSpot Data Source

• The template uses HubSpot “Deals” as the data source (including any associated objects)

• However, this source can be changed to any HubSpot object, such as:

  • Companies

  • Contacts

  • Tickets

  • Custom Objects

• For proposals, Deals is usually the most appropriate.

3. Exploring the Template Document

• Open the template to find it prefilled with tokens for personalisation (e.g. {Company Name}).

• The most powerful aspect of the template is the use of AI Fields, which you can find at the bottom of the source table on the right-hand side of template

4. How AI Personalisation Works

AI fields let you dynamically prompt GPT-4o using custom instructions that include data directly from HubSpot. Each field contains a prompt that can be tailored using tokens (like company name, industry, meeting notes, and more) pulled from your CRM.

This allows you to automatically generate personalised content inside your documents, such as tailored paragraphs, bullet points, or summaries, based on real prospect information and conversations.

In this template the custom prompts can be split into two categories:

a. Personalised Paragraphs

This prompt generates a tailored paragraph of content based on CRM data and meeting notes. It’s ideal for sections like Recap Summaries, About Us, or Introductions, where a paragraph needs to sound like it was written just for the prospect.

The prompt is made up of four key sections:

1. Company Context Includes dynamic fields like company name, size, industry, domain, revenue, etc.

2. Meeting Notes We use Fathom, which automatically saves meeting notes to HubSpot.

3. Paragraph to Personalise Add the original version of your paragraph that you want the AI to adapt.

4. Rules for Output

   • Output only the personalised paragraph. Nothing extra.

   • Use natural, customer-friendly language.

   • Keep the final paragraph the same number of characters (±3) as the original, so it fits well in your layout.

Example Prompt

Here is the prompt where you can add in your paragraph of content

PROSPECT DETAILS
Company Name: {{Company Name}}
Number Of Employees: {{Company Number Of Employees}}
Company Domain Name: {{Company Domain Name}}
Company Annual Revenue: {{Company Annual Revenue}}
Company Description: {{Company Description}}
Company Industry: {{Company Industry}}
Company Linkedin Bio: {{Company Linkedin Bio}}
Company Web Technologies: {{Company Web Technologies}}

Here is our previous meeting's notes:
{{Meeting Internal Meeting Notes}}

THIS IS THE ACTION

Use the prospect details and meeting notes to customise the paragraph below.

Customisable paragraph:
**ADD YOUR PARAGRAPH OF CONTENT HERE**

📝 Formatting Rules:

Output only the personalised paragraph above.
Use natural, customer-friendly language.
VERY IMPORTANT Keep the Customisable paragraph output the same number of characters as the Customisable paragraph above (plus or minus 3 characters)

b. Smart Bullet Point Selection

This prompt selects the most relevant bullet points from a list and personalises them using prospect data. It’s useful for sections like Problems, Solutions, or Next Steps.

The structure also follows four key sections:

1. Company Context Same structure as above, using HubSpot tokens.

2. Meeting Notes Captured automatically in HubSpot (we use Fathom).

3. Bullet Point List A predefined list of the most common items (e.g. top challenges or product benefits).

4. Rules for Output

   • Select only the most relevant 3 bullet points.

   • Personalise each using company and meeting context.

   • Maintain layout consistency by matching original bullet length.

Example Prompt

Here is the prompt where you can add in your list of Bullet Points.

THIS IS THE CONTEXT

PROSPECT DETAILS
Company Name: {{Company Name}}
Number Of Employees: {{Company Number Of Employees}}
Company Domain Name: {{Company Domain Name}}
Company Annual Revenue: {{Company Annual Revenue}}
Company Description: {{Company Description}}
Company Industry: {{Company Industry}}
Company Linkedin Bio: {{Company Linkedin Bio}}
Company Web Technologies: {{Company Web Technologies}}

Here is our previous meeting's notes:
{{Meeting Internal Meeting Notes}}

-----------------------------------------------------

THIS IS THE ACTION

Using the context above, select the 3 most appropriate bullet points to communicate the customers problem. 
After you have selected the 3 bullet points personalise them using the context of the company details and meeting notes. 

BULLET POINTS:

**ADD YOUR LIST OF BULLET POINTS HERE**

📝 Formatting Rules:

Output ONLY 3 bullet points 
Do not start bullet points with a dash (-)
Do not start bullet points with a number
Do not add a blank line between bullet points.
Use natural, customer-friendly language.
VERY IMPORTANT Keep the bullet points the same number of characters as the corresponding bullet point in the list of BULLET POINTS (plus or minus 3 characters)

6. Use your own template

Now that you have seen how our template works, you can replace the standard document with your own Google Doc or PowerPoint file by updating the selected file in the workflow.

Then personalise the prompts above to create dynamic content for your document.

• Replace sample paragraphs with your own custom paragraphs.

• Insert your own challenges/solutions lists and tweak the prompts.

• Ensure the text fits well in the layout by matching paragraph length.

7. Workflow Review & Approval Process

When creating dynamic and personalised content using AI, it is always a good idea to have an approval step before the document is complete. In Portant you can add a Review block after the document block so you can review the document that portant has created, make any edits you want and then approve it.

After the review block you can add an email block to automatically share the document or request it to be signed.

9. Using the Template in HubSpot

You can generate dynamic proposals in HubSpot using two methods: manually or automatically via a workflow.

🔹 a. Manual Generation

This is ideal when you want more control over when the proposal is created.

1. Go to the relevant HubSpot Deal Page.

2. Locate the Portant CRM Card.

3. Click “Generate Document” and select your Dynamic Proposal Template.

4. Before generating, ensure:

   • ✅ A Company is associated with the deal.

   • ✅ Meeting notes are attached (Fathom meeting summaries work best).

Once generated, Portant will:

• Copy your selected template.

• Insert CRM data and AI-generated content into the document.

• Save a draft that can be reviewed and approved before sending.

🔄 b. Automatic Generation via Workflow

For a fully automated process, use HubSpot workflows to trigger proposal creation after discovery calls.

Steps to set this up:

1. In HubSpot, create a workflow triggered when:

   • A Meeting object is associated with a Deal (i.e. after a discovery call).

2. Add a Portant Action to the workflow:

   • Select the Dynamic Proposal Workflow you've set up in Portant.

3. Set workflow enrolment:

   • ✅ Turn on the workflow.

   • ✅ Enroll all future deals that meet the trigger condition.

   • 🚫 Do NOT enable re-enrollment (to avoid multiple proposals for the same deal).

This setup ensures a personalised proposal is automatically drafted and ready for the sales rep to review right after the meeting.

Feedback and feature suggestions

We created Portant in 2021 and the feedback we have received since then has been very helpful and greatly appreciated. If you have any feedback please feel free to send us an email at [email protected]

Thanks,

Blake and James