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Dynamic proposal template: step-by-step guide

The Dynamic Proposal Template is a pre-built, AI-powered workflow that generates a personalised sales proposal from your HubSpot data. Each section of the proposal is tailored using a mix of structured CRM fields and meeting notes, so you can produce a high-quality first draft for every deal in seconds.

This guide walks through how the template works, how to customise it, and how to wire it up to your own proposal file in HubSpot.

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1. Copy the template

2. Set up the HubSpot data source

The template uses HubSpot Deals as the data source, including any associated objects. You can change the source to any HubSpot object:

  • Companies
  • Contacts
  • Tickets
  • Custom Objects

For proposals, Deals is usually the right choice.

3. Look around the template

Open the template document. It comes prefilled with tokens for personalisation (for example, {{Company Name}}).

The most useful part is the AI fields at the bottom of the source table on the right.

4. How AI personalisation works

AI fields let you write custom prompts that include data from HubSpot. Each field generates content for one specific spot in the document, using tokens like company name, industry, or meeting notes pulled directly from your CRM.

The result is a tailored paragraph, set of bullets, or summary in every document, based on real prospect information.

The template uses two prompt patterns.

a. Personalised paragraphs

Generates a tailored paragraph from CRM data and meeting notes. Good for sections like a recap summary, an "About us" intro, or an opening paragraph that should sound like it was written for this prospect.

The prompt has four parts:

  1. Company context. Dynamic fields like company name, size, industry, domain, and revenue.
  2. Meeting notes. We use Fathom, which writes meeting notes back to HubSpot automatically.
  3. Paragraph to personalise. The original version of the paragraph for the AI to adapt.
  4. Rules for output. Output only the personalised paragraph (no preamble), use natural customer-friendly language, and keep the result the same length as the original (within 3 characters) so the layout still works.

Example prompt

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

Picks the most relevant bullet points from a predefined list and rewords each one using the prospect's data. Good for sections like Problems, Solutions, or Next steps.

Same four parts:

  1. Company context. Same structure as above.
  2. Meeting notes. Captured in HubSpot via Fathom.
  3. Bullet point list. A predefined list of common items (top challenges, product benefits).
  4. Rules for output. Select only the three most relevant bullets, personalise each one, and keep each bullet roughly the same length as the original.

Example prompt

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)

Tip: Pre-format the bullet-point AI tag in your document with the bullet style you want. Portant keeps the formatting when it inserts the generated content.

5. Use your own template

Now you've seen how the template works, swap in your own Google Doc or PowerPoint by updating the file in the workflow.

Then adapt the prompts to your content:

  • Replace the sample paragraphs with your own.
  • Insert your own challenges and solutions lists, and tweak the prompts to match.
  • Keep paragraph length close to the original so the AI output fits the layout.

6. Add a review step

When you're using AI, always add a review step before the document is sent. In Portant, drop a review block after the document block. The workflow will pause there so you (or someone on your team) can read the document, make edits, and approve it.

After the review block, add an email block to send the document or kick off a signature request.

7. Trigger the template in HubSpot

You can generate proposals in HubSpot manually, or automatically via a HubSpot workflow.

Manual generation

Best when you want to control exactly when each proposal is created.

  1. Open the relevant HubSpot Deal page.

  2. Find the Portant CRM card.

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

  4. Before generating, check that:

    • A Company is associated with the deal.
    • Meeting notes are attached. Fathom meeting summaries work best.

Portant will then:

  • Copy your selected template.
  • Insert CRM data and AI-generated content into the document.
  • Save a draft for you to review and approve before sending.

Automatic generation via HubSpot workflow

Best for a hands-off process, where a proposal is drafted right after every discovery call.

  1. In HubSpot, create a workflow triggered when:

    • A Meeting object is associated with a Deal (so, after a discovery call), AND
    • Internal meeting notes is known.

  2. Add a 2 minute delay so all the data has time to land.

  3. Add a Portant action to the workflow and select the Dynamic Proposal workflow you set up.

  4. Set workflow enrolment:

    • Turn the workflow on.
    • Enrol all future deals that meet the trigger condition.
    • Don't enable re-enrolment, otherwise you'll generate multiple proposals for the same deal.

A personalised proposal will now be drafted and waiting in review for the sales rep right after every discovery call.