Proposal follow-through

This playbook manages an outstanding, unanswered business proposal or formal quote issued to a prospective client. One run tracks exactly one sent proposal document and its associated deal record. It reconciles proposal engagement logs, client correspondence, and internal commitments to establish why the proposal remains unsigned, prepares tailored follow-up or commercial adjustments for the deal owner, and records the verified commercial outcome. A run does not complete upon sending a follow-up note or generating a revision; it remains open until a verified acceptance handoff, a recorded decline, or an owner-approved no-further-action disposition, holding on pending checkpoints while awaiting client response against the configured review date. Outreach halts or adapts immediately if an unlogged call, scheduled meeting, or owner decision changes the deal context, distinguishing this process from automated nurture sequences and retrospective lost-deal audits. If direct API access is unconfigured, the agent works from uploaded proposal summaries, downloaded viewing logs, and exported email threads, presenting draft messages and record updates for manual handling.

• Retrieve available proposal details from PandaDoc and the matching deal record from Pipedrive using the opportunity identifier. Extract the recorded document identifier, sent date, listed total contract value, payment schedule, and any available recipient view metrics or page analytics supported by the workspace configuration. Read back the CRM deal stage, expected close date, primary stakeholder contacts, and recent activity notes.
• Examine the communication thread in Gmail and CRM logs for any inbound messages received since the proposal was dispatched. Identify specific client objections, requests for clarification, redline inquiries, or commercial concession requests such as discount percentages, milestone payment adjustments, or altered service-level terms. Distinguish factual customer statements in emails from internal sales representative interpretations recorded in CRM notes, and treat viewing activity as engagement context rather than proof of customer intent.
• Compare the client's documented questions against the terms in the sent proposal. If client questions or available viewing patterns highlight pricing or contractual terms, or if an inbound message requests changes outside standard commercial boundaries, formulate a structured analysis outlining the variance, margin impact, and potential trade-offs without inferring definitive agreement or objection.
• Information request. If recent deal context, offline meeting notes, or executive conversations are missing from the CRM and email logs, request that the opportunity owner supply the missing context or confirm whether direct unlogged communications occurred before proceeding with customer outreach. If a recent discussion or scheduled call took place, halt proposed automated outreach and adjust next review dates accordingly.
• When a client inquiry requests commercial concessions, custom contractual terms, or scope modifications, prepare a concise decision memo for the opportunity owner detailing the requested deviation, standard policy boundaries, and proposed compromise terms.
• Approval. Present any proposed pricing discounts, extended payment terms, modified deliverables, or custom agreement language to the opportunity owner and authorized sales manager. Specify the exact contract lines affected, financial variance, and recommended compromise. If the concession is rejected, the agent drafts a response defending standard terms or proposing non-monetary value additions; if approved, the agent prepares the proposal revision for required internal signing authority.
• Draft an individual follow-up message tailored to the prospect's actual documented questions and engagement status. If the prospect has not viewed the proposal or confirmed receipt, the message highlights core executive objectives and offers an orientation walkthrough. If the prospect has raised specific scope or pricing questions, the message addresses those topics directly with supporting documentation. Never use generic or automated checking-in templates.
• Approval. Submit the draft follow-up email, recipient email address, and proposed delivery schedule to the opportunity owner. The owner may approve the message for dispatch, edit the text, or elect to conduct outreach personally. If changes are requested, the agent revises the draft accordingly; if the owner opts for personal outreach, the agent records the outreach assignment in Pipedrive and holds automated transmission.
• Upon receiving explicit approval to send the follow-up email, dispatch the message via Gmail using the existing email thread. Capture the returned Gmail message ID and thread ID, or record an unconfirmed status if transmission verification is unavailable. Inspect existing activity in Pipedrive before creating a log entry to prevent duplicates, record the exact message body and next review date, and read back the CRM record to verify persistence. If inspection or write verification fails, alert the opportunity owner to verify or complete the entry manually before proceeding.
• If the opportunity owner and signing authority approved a commercial revision, prepare the amended draft in PandaDoc preserving prior agreed clauses, obtain required internal management signatures where configured, and reissue the document to the customer. Inspect the resulting document status to confirm delivery before updating the CRM.
• After an approved message is dispatched or a revised proposal is reissued, keep the case open and transition the board to await client response, setting a pending review checkpoint aligned with the configured follow-up date.
• Exception. If the client responds with an explicit decision to reject the proposal, postpone the evaluation indefinitely, or select an alternative provider, or if the email delivery fails with a permanent bounce, pause automated workflows and notify the opportunity owner immediately with the verbatim client response and delivery diagnostics.
• When an opportunity owner determines that an unresponsive deal should no longer be pursued, or when the client formally declines, update the Pipedrive deal stage to Closed-Lost or Withdrawn, record the primary lost reason and client feedback verbatim in CRM deal fields, and trigger document expiration or voiding in PandaDoc if supported by the configuration. Read back both systems to verify the exact approved cancellation status, or assign manual verification tasks to the owner if direct read-back is unavailable.
• In a fictional evaluation, an enterprise software quote for 48,000 dollars remained unsigned 14 days after delivery. Available PandaDoc view logs indicated that the prospect's finance director had accessed the payment schedule page, while an email from the economic buyer inquired whether annual fees could be split into quarterly milestones. The agent noted the inquiry without inferring definitive refusal, and prepared a concession memo requesting sales management approval to offer semi-annual payments with a 3 percent administration fee. Upon sales manager approval, the agent prepared an amended proposal draft and tailored an email for the account executive addressing the milestone inquiry. The account executive approved the note, the agent sent the message via Gmail, verified the sent message ID, logged the note in Pipedrive, and held the case on a pending checkpoint set for five business days later awaiting the client's decision.
• A run is complete only when a signed agreement handoff is verified in PandaDoc and CRM, an owner-approved closed-lost or withdrawn disposition is verified in CRM and proposal records, or an owner confirms an explicit no-further-action disposition. A sent follow-up note or revised proposal re-issue does not complete the run; the case remains pending against the configured review date. If external API writes fail or manual execution is elected, the agent preserves all generated artifacts, retains the unconfirmed status, and assigns explicit verification tasks to the opportunity owner before closing.