How to create an AI generated proposal builder with e-sign and PDF

Sending out proposals shouldn’t take hours of formatting, editing, and PDF stitching. With Formaloo, you can automate the entire process, from collecting client info to generating personalized proposals and sending them via email with built-in e-sign fields.

In our latest webinar, we walked through how to build a smart, AI-powered proposal generator that does it all, with no coding required.

Here’s your step-by-step guide to creating your own proposal builder using Formaloo.

What is an AI-powered proposal builder?

An AI-powered proposal builder is a system that automatically creates tailored proposals based on client inputs. Instead of manually writing project details, you collect key information through a form and use AI to draft the proposal content, including the pricing breakdown, scope of work, and terms.

With Formaloo, you can go one step further by:

• Generating PDF versions of proposals
• Adding e-signature fields
• Sending proposals directly via email
• Saving AI responses for future reference

Whether you’re a service provider, agency, or contractor, this setup can save hours every week.

Why automate proposal creation?

Manual proposals are not only time-consuming but also prone to errors, from formatting inconsistencies and outdated templates to copy-paste mistakes that can hurt your credibility or delay deals. Automating this process with AI streamlines proposal creation by ensuring consistent branding and formatting, personalizing content for each client through dynamic form fields, and calculating estimates automatically using logic.

With ready-to-sign PDFs built into the workflow, it eliminates unnecessary back-and-forth and brings scalability to a task that often slows down sales and onboarding.

Why use Formaloo to build your proposal system?

Formaloo gives you everything in one platform, from smart forms and AI prompts to PDF generation and email automation. You can:

• Design branded forms that collect client data
• Use AI to instantly draft detailed proposals from form inputs
• Generate downloadable PDFs for every submission
• Add signature fields to finalize deals digitally
• Email custom proposals to clients automatically
• Save and reuse proposals in a secure client portal

And thanks to Formaloo’s no-code interface, you don’t need developers to set it up.

👉 Explore templates like the AI Proposal Generator

Step 1: Create a smart proposal intake form

Start by designing a form that captures all the details you need to build a proposal. This may include:

• Client name, email, phone, address
• Project title and description
• Timeline (start and end dates)
• Scope details: size, location, number of units, land area
• Estimated budget and materials
• Signature field

Use field IDs for each input (e.g., client_name, project_title) — you’ll use these later to pipe values into your AI prompt.

💡 Pro tip: Use field types like Email or Date to improve validation and formatting automatically.

Step 2: Write a dynamic AI prompt to generate the proposal

Once your form is built, head to the Ending Page and add an AI Smart Content block. This is where you’ll write the AI prompt that shapes your final proposal.

Example prompt:

“Imagine you are a senior project manager. Create a formal construction proposal for @client_name based on their project titled @project_title, located at @location. Include estimated cost based on @units and @height, and add a professional cover letter.”

This prompt pulls in real-time data from the form using @ + ID syntax. The more detailed your prompt, the better the output.

👉 Need help with AI prompt writing? Check out this help article

Step 3: Generate the proposal as a PDF

Once submitted, Formaloo’s AI will generate the proposal directly on the confirmation page. But you can also create a PDF version with one click:

1. Go to Table of Responses
2. Click on any submission
3. Hit Generate PDF — and download it instantly

The PDF includes the AI-generated content and any embedded signature fields. Perfect for archiving or sharing offline.

Step 4: Automatically send proposals via AI-generated email

To deliver proposals directly to clients:

• Go to your form’s Notifications tab
• Enable “Send email to respondent”
• Create a new email template with an AI Smart Content block
• Paste the same AI prompt you used for the ending page
• Customize the subject and body (e.g., “Hi @client_name, here’s your proposal”)

This way, clients receive a complete, personalized proposal in their inbox the moment they submit the form.

Step 5: Save and view AI responses for each submission

Formaloo gives you the option to store AI-generated content with each response. In your form settings, toggle on “Save AI response per submission.”

This lets you:

• View past proposals in your dashboard
• Download them as PDFs
• Keep a record of all sent documents in one place

Step 6: Add manual quote calculators if needed

Not every quote needs AI. If you prefer manual inputs, you can use variable fields and advanced logic to build calculators inside your form.

For example:

• Assign pricing to services via dropdown
• Ask how many hours or people are required
• Multiply values with hidden variables
• Display the result using an answer-piped content block

This lets users see real-time cost estimates before submitting the form — great for lead capture or self-serve quoting.

Step 7: Share or embed your proposal builder

You can publish your form as:

• A public link
• An embedded iframe or script on your website
• A chatbot-style form
• A secure portal with client login

Want to keep it internal? Use Formaloo’s Client Portal feature to create a gated workspace where your team can fill out proposals for each client — and store everything in one dashboard.

👉 Learn more about Portals in Formaloo

Step 8: Keep it branded, fast, and secure

Formaloo gives you complete branding control:

• Add logos, background images, and custom fonts
• Match your brand colors and tone
• Customize your PDF layout and email content
• Use custom domains for a white-labeled experience

All of this sits on top of enterprise-grade security with encrypted data, GDPR compliance, and audit logs — so your documents and client info stay protectedAbout Formaloo.

You’re ready to automate your proposal workflow

With Formaloo, you can turn hours of proposal writing into minutes of automation. Whether you're sending client contracts, service quotes, or onboarding forms, your process becomes smarter, faster, and more professional — instantly.

✅ Dynamic proposal generation
✅ Branded PDFs and E-signatures
✅ Real-time emails to clients
✅ Reusable templates and workflows
✅ All in one no-code platform

👉 Want to try it yourself? Start with the Proposal Builder Template

Need help? Book a live demo or get matched with a certified Formaloo partner who can build it for you.