How to Generate Marketing Proposals Using a CRM

Generating marketing proposals efficiently is vital for small and mid-sized businesses to close deals and grow revenue. Many SMB owners struggle with delays and errors when using spreadsheets or WhatsApp alone. A CRM designed for sales teams can streamline proposal creation, ensuring accuracy and faster follow-up.

Why this comes up / what goes wrong

Small-business owners often need to send marketing proposals to potential clients that outline services, prices, and terms. Without a CRM, this process can be manual and error-prone: pricing mistakes, missing client details, or slow delivery cause lost leads. Teams running sales on WhatsApp and Excel face scattered information and no easy way to track proposal status or follow-ups. This leads to lost revenue and frustrated sales reps.

Step-by-step

1. Collect lead and deal details: Ensure the CRM record has the client’s name, contact info, and specific marketing needs. Double-check the lead source and any prior conversations logged.

1. Define the proposal scope: List the marketing services to offer, such as digital ads, content creation, or event promotion. Confirm deliverables and timelines with your team.

1. Calculate pricing: Add up costs for each service component, including labour, ad spend, and any third-party fees. Include taxes if applicable.

1. Create the proposal document: Use the CRM’s quoting or proposal tool to build a professional document. Include your company details, client info, scope, pricing breakdown, payment terms, and expiry date.

1. Review and approve internally: Have a manager or team member verify the proposal for accuracy and completeness.

1. Send the proposal: Use the CRM’s email or WhatsApp integration to send the proposal directly from the deal record. Ensure the message is personalised.

1. Track proposal status: Monitor if the client has viewed or accepted the proposal within the CRM dashboard.

1. Set follow-up tasks: Schedule reminders or automated follow-ups using AI agents or manual tasks to keep the sales process moving.

1. Update deal status: Once accepted, move the deal to the next stage and generate an invoice if your CRM supports it.

Example (fictional figures)

On 15/05/2024, "ABC Marketing Solutions" prepares a proposal for "XYZ Retail Pvt Ltd" for a digital marketing campaign.

• Digital ads cost: ₹1,50,000
• Content creation: ₹50,000
• Event promotion: ₹30,000
• Total before tax: ₹1,50,000 + ₹50,000 + ₹30,000 = ₹2,30,000
• Assume GST at 18%: ₹2,30,000 × 18% = ₹41,400
• Total cost including GST: ₹2,30,000 + ₹41,400 = ₹2,71,400

The proposal document includes this pricing breakdown, payment terms (50% advance, 50% on completion), and a validity of 30 days. It is reviewed by the sales manager, then sent via WhatsApp through the CRM on 16/05/2024. Follow-up tasks are scheduled for 23/05/2024 to check client response.

Common mistakes

• Skipping lead verification: Always confirm client details in the CRM to avoid sending proposals to wrong contacts. Use CRM lead capture features to reduce errors.
• Incorrect pricing calculations: Double-check sums and tax rates. Use CRM quoting tools to automate calculations and reduce mistakes.
• Sending proposals without follow-up plans: Schedule follow-ups immediately to avoid leads going cold. AI agents can draft follow-up messages after calls.
• Not tracking proposal status: Without status tracking, you may not know if a proposal was viewed or accepted. Use CRM dashboards to monitor this.
• Using multiple tools: Running sales on WhatsApp and spreadsheets separately causes lost data. A WhatsApp-native CRM keeps conversations and proposals together.

Doing this in HelloGrowthCRM

HelloGrowthCRM helps you generate marketing proposals efficiently with its built-in quoting and proposal tool. You can create, send, and track proposal status from the deal record, all in one place. WhatsApp conversations with leads are logged on the lead record, and follow-ups can be sent as WhatsApp or SMS messages. After a sales call, an AI agent drafts the follow-up message for your review, speeding up communication. Learn more about WhatsApp and SMS CRM and the built-in CRM dialer that support these workflows.

Frequently asked questions

How do I personalise marketing proposals in a CRM? Personalise proposals by including client-specific details such as their business name, marketing goals, and customised service packages. Use CRM templates that pull in lead and deal data automatically to reduce manual errors.

Can I send proposals via WhatsApp using a CRM? Yes, HelloGrowthCRM supports sending proposals and follow-up messages via WhatsApp directly from the deal record. This keeps all communication logged and easy to track.

What should I include in a marketing proposal? Include your company and client details, scope of services, pricing breakdown, payment terms, timelines, and proposal validity. Clear terms help avoid confusion and speed decision-making.

How do I track if a client has viewed my proposal? Use the CRM’s proposal status feature. HelloGrowthCRM shows if a proposal is sent, viewed, or accepted on the same screen as follow-up tasks, helping you plan next steps.

Can AI help with follow-ups after sending proposals? Yes, HelloGrowthCRM offers AI agents (in beta) that draft follow-up messages after calls, so reps only need to review and send, saving time and increasing follow-up consistency.

Is it possible to generate invoices from accepted proposals? In HelloGrowthCRM, once a deal is won, you can generate invoices linked to the deal and track payments received, streamlining your sales-to-cash process.

Key takeaways

• Use a CRM to centralise lead data and marketing proposal creation for accuracy.
• Follow a clear step-by-step process: gather info, define scope, calculate pricing, create, review, send, track, and follow up.
• Avoid common mistakes like skipping verification, miscalculating prices, and missing follow-ups.
• HelloGrowthCRM’s quoting tool, WhatsApp and SMS integration, and AI agents simplify proposal generation and follow-up.
• Tracking proposal status in the CRM helps prioritise leads and close deals faster.

Start generating marketing proposals today with HelloGrowthCRM and manage everything from lead capture to payment in one place. Start on the Free Forever plan (200 leads, no credit card).