In this tutorial, you will learn how to automatically generate personalized sales proposals for high-value clients in your CRM using Make (formerly Integromat) and OpenAI.

While we'll focus on using Make in this guide, Zapier is a valid alternative for similar results if you prefer that platform.

By automating the proposal process, you can streamline your workflow, save time, and ensure that your sales team delivers tailored proposals to high-value clients efficiently.

Objectives:

1. Define criteria for high-value clients in your CRM.
2. Create an automated workflow in Make.
3. Use OpenAI to generate personalized sales proposals.
4. Automatically draft email proposals for review.

Requirements:

• A Make (Integromat) paid account.
• CRM software (HubSpot is used in this tutorial, but others like Salesforce or Pipedrive are compatible).
• OpenAI API key for GPT models.

Defining high-ticket client criteria in HubSpot

The first step is setting up criteria in your CRM to identify high-ticket clients. In this tutorial, we’ll use HubSpot, but feel free to use any CRM, such as Salesforce or Pipedrive.

Log in to HubSpot and navigate to the "Lists" section.

Create a new dynamic list for "High-Value Clients" that will update automatically when contacts meet the criteria.

Set up criteria such as:

1. Company size: more than 1000 employees.
2. Industry: Marketing

These criteria are examples; adapt them to your business and available data.

Setting up an automated workflow in Make

Once your list of high-value clients is ready, you can create a workflow in Make to automate the proposal process.

Log in to Make and start by creating a new scenario.

Select HubSpot as your trigger app and choose the "Watch Contacts Added to a List" trigger.

Connect your HubSpot account by following the prompts to authenticate and give Make the necessary permissions. Select the "High Ticket Leads" list you created earlier.

For each new contact, retrieve the relevant information such as company name, contact person, and product focus.

Then run the scenario once. Normally, Make should be able to retrieve a contact.

Using OpenAI to generate personalized sales proposals

The next step involves generating a personalized sales proposal using OpenAI's GPT model.

Create an OpenAI module and select Create a Completion.

Then connect your OpenAI API Key to Make and select the best possible model (it needs to be smart to write the best possible email). GPT-4o should do the trick here.

Copy paste the prompt below and make sure you add your company/product/offer details and add the client company name/person name/... from Hubspot into the prompt.

You are an AI assistant for [Company Name], a [brief company description]. Create a brief, personalized sales proposal email for a high-ticket client using the following information:

Sender Information:
1. Company Name: [Company Name]
2. Main Product/Service: [Main Product/Service]
3. Unique Selling Proposition: [USP]

Client Information:
1. Company Name: {Client Company Name}
2. Contact Person: {Client Contact Person}
3. Company Size: {Client Company Size}
4. Product focus: {Client’s Product Focus}

Proposal Details:
1. Proposed Solution: [Proposed Solution]
2. Key Benefit: [Key Benefit]
3. Brief Success Story: [Success Story]

Create an email proposal that:
1. Opens with a personalized greeting and briefly acknowledges how the client found us
2. Addresses the client's primary pain point and introduces our solution
3. Highlights the key benefit and our unique selling proposition
4. Briefly mentions a relevant success story
5. Ends with a clear, low-pressure call-to-action (e.g., scheduling a call)

The tone should be professional yet friendly. Keep the email concise, around 2-3 short paragraphs (150-200 words total).

Don't acknowledge this task in your response. Generate the email proposal directly. Don't generate a subject line in your response.

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Max Tokens could totally be 0! Feel also free to modify the prompt so that it fits better your company tone or what you want in general. The more data you give to the AI, the better.

Automatically draft emails with proposals

With the sales proposal generated, it’s time to automate the email drafting process.

In Make, add a Gmail module to create an email draft using the generated content from OpenAI. You can also select Outlook or any other email provider.

💡 Pro Tip: Set up a folder or label specifically for AI-generated drafts to streamline review and ensure none get lost in your inbox.

Now, every time a new lead will be added to the list in Hubspot, an email draft will be automatically created.

Set up notifications

Finally, set up notifications to alert your team whenever a proposal draft is ready for review.Add an integration with Slack or Microsoft Teams in Make.

Customize a message like:

A new sales proposal for {{Client Name}} is ready for review. Check your email drafts.

Test the notification system to ensure your team gets alerted when a new proposal is generated.

Testing and finalizing the workflow

Before going live, run a test to ensure the full process—from client identification to proposal generation and email drafting—works as expected.

1. Add a new high-value client to your CRM.
2. Confirm that Make triggers correctly, OpenAI generates the proposal as expected, and an email draft is created.
3. Ensure notifications are sent and your team can review the proposal.

Once you're satisfied with the results, turn on your workflow, and you're all set!

Conclusion

Congratulations! You’ve now set up an automated system using Make and OpenAI to generate personalized sales proposals for your high-value clients. This workflow will save your sales team time while ensuring high-quality, customized proposals are always ready for review.

Next Steps:

• Continue refining your criteria and AI prompts for more specific segments.
• Expand the workflow to generate proposals for different client types or include other automations like scheduling follow-up calls.

Happy Automating!

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