Auto-send proposal PDFs when HubSpot deals hit Proposal stage

Build me an agent workflow that automatically generates and sends a tailored proposal PDF the moment a HubSpot deal moves into the "Proposal" stage.

Trigger: a HubSpot webhook that fires on deal property change for the deal stage. The agent should only run when the new stage matches a configurable "proposal" stage ID (or stage label).

When triggered, the agent should:

1) Call HubSpot "Get Deal" to pull the deal by ID. Request the associated company and primary contact, and also pull associated line items. I need deal name, amount, close date, line item descriptions and prices, the company name, the company industry and segment fields, and the primary contact's first name, last name, and email.

2) Draft a one-page proposal narrative based on that context. The narrative should include an executive summary, scope of work, pricing summary (computed from line items and the deal amount), and a short standard terms section. Personalize the tone and the scope language based on the company's industry or segment so a SaaS company and a manufacturing company get noticeably different copy.

3) Render the proposal through PDF.co "Convert HTML Template to PDF" using a Handlebars-based proposal template I have saved in PDF.co. Use PDF.co "HTML Templates" to look the template up by name or ID so I can iterate on the template without redeploying. Pass the deal, company, contact, line items, and the drafted narrative as template variables.

4) Once the PDF URL comes back from PDF.co, send the proposal to the primary contact using Gmail "Send a Message". Include a short, friendly cover note signed by the deal owner and a link to the PDF. CC the deal owner.

5) Log the activity with HubSpot "Create Note", associated to the deal (and to the company and contact if easy), so the rep can see the proposal in the deal timeline. The note body should include the email subject, the recipient, a one-line summary of what was sent, and the PDF link.

Keep the qualifying stage, the proposal template ID, the cover email copy, and the "from" mailbox as configurable inputs so I can tune them without editing the workflow. If the deal is missing a primary contact email or has no line items, skip the email send, still create a note on the deal explaining what was missing, and exit cleanly.

Additional information

What does this prompt do?

The moment a deal moves into your Proposal stage in HubSpot, generate a tailored one-page proposal PDF for that customer.
Draft the executive summary, scope, pricing, and terms automatically from the deal amount, line items, and company details.
Email the PDF straight to the primary contact with a short cover note from the deal owner.
Drop a note on the HubSpot deal timeline so reps can see the proposal went out without leaving the deal.

What do I need to use this?

A HubSpot account with deals, companies, and contacts set up.
A PDF.co account, with a proposal HTML template saved in PDF.co Templates.
A Gmail account to send the proposal from.

How can I customize it?

Swap in your own proposal template in PDF.co so the layout, logo, and brand colors match your company.
Edit the cover email so it matches your sales voice, or CC additional teammates like the deal owner's manager.
Change which deal stage triggers the workflow, or restrict it to deals over a certain dollar amount.

Frequently asked questions

Does this work on HubSpot Free?

Yes. As long as your account has the standard Deals, Companies, and Contacts objects and you can connect HubSpot to General Input, the workflow runs the same way.

Can the proposal PDF look like my brand?

Yes. The proposal template lives in PDF.co, where you control the layout, fonts, logo, and colors. The workflow just fills it in with the deal data.

Can I send the proposal from a shared inbox instead of a personal Gmail?

You can connect any Gmail mailbox the deal owner has access to. For shared inboxes, connect that inbox's Gmail login when you set up the workflow.

What if a deal is missing line items or a contact email?

The agent uses whatever data it can find. If critical fields like the contact email are missing, it skips the send and notes the gap so a rep can finish the proposal manually.

Can the proposal be personalized by industry?

Yes. The agent reads the company's industry or segment field and adjusts the tone and scope language so the proposal sounds tailored to that customer.