Why sales teams need automated quote generation

Sales teams waste hours manually re-creating quotes instead of selling. Copying CRM data into documents slows deals down, creates errors, and makes it hard for Ops to enforce consistent branding. The result is lost productivity and longer sales cycles.

Automating quote generation solves this by pulling data directly from the CRM into ready-to-send templates. Reps save time, Ops gains consistency, and customers get accurate quotes faster.

Is automated quote generation right for you?

This approach works best when your sales team creates quotes frequently and quote accuracy directly impacts deal velocity.

You’re a strong fit if:

• Your sales team creates 10+ quotes per week (manual effort adds up quickly).

• Quote data already exists in your CRM as Salesforce opportunities, HubSpot deals, custom objects, etc.

• You have development resources available (typically 1-2 weeks of engineering time).

• Branding consistency matters and manual formatting creates errors.

Consider alternatives if:

• You create quotes occasionally (a native CRM integration might be simpler)

• Your quotes require heavy customization that can’t be templated

• You don’t have a CRM or deal data isn’t structured consistently

How automated quote generation works: step-by-step

1. Create a reusable quote template

Instead of reinventing the wheel on every deal, create a reusable quote template with your logo, product and service details, and placeholders for deal info. This becomes your template for every opportunity and keeps every document accurate, consistent, and on-brand.

Here’s how with PandaDoc API:

• Create a template in PandaDoc with variable placeholders like {{Client.Name}} and {{Opportunity.Amount}}.

• Once created, the API fills these placeholders automatically with CRM data

Example: A SaaS company creates a standard quote template with their logo, service tiers, pricing table, and legal terms. Every quote uses the same template with only customer-specific data changing: deal value, company name, selected products, contract dates.

2. Map CRM fields to your quote template

Manual data entry slows reps down and introduces errors. By mapping your CRM fields directly into the quote template, you ensure every document is filled accurately with the latest deal information.

Here’s how with PandaDoc API:

• Pass customer and deal data in the document creation call to auto-fill template placeholders

• Map CRM fields (opportunity name, amount, products, contact info) to template placeholders

Example: When a sales rep moves an opportunity to "Proposal Stage" in Salesforce, your integration automatically pulls the account name, deal value, product line items, contact details, and custom fields, then generates a quote with all that information pre-filled.

3. Generate the quote automatically

Letting the system generate the quote ensures consistency and frees reps from formatting tasks.

Once you trigger document creation via the API, PandaDoc processes the template and merges in your CRM data. The quote is ready to send in seconds.

4. Send quotes for signature automatically

The faster a quote reaches your customer, the faster a deal can move forward. Automating this step removes delays and makes sure nothing slips through the cracks.

As soon as the document is generated and ready, it's sent straight to your customer with the right subject line and message.

Here’s how with PandaDoc API:

Send the document once it’s ready with a customized subject, message, and sender information.

Example: A professional services firm's quotes are automatically sent within 30 seconds of a rep marking an opportunity as "Ready for Proposal." The email includes a personalized message referencing the discovery call and estimated timeline.

Take it further: Once quotes are sent, you can also embed the signing experience directly in your app to keep customers in your product and boost completion rates.

5. Update your CRM automatically when quotes are viewed or signed

Relying on reps to manually update CRM stages creates blind spots in the pipeline. By automating updates, everyone knows exactly where the deal stands.

Your CRM updates itself when the quote is opened, signed, or declined.

Here’s how with PandaDoc API:

Subscribe to document status change and recipient completion webhook events so your system can update CRM stages automatically.

Common workflows:

• Quote viewed → Update opportunity stage to "Proposal Opened" → Alert rep

• Quote signed → Move opportunity to "Closed Won" → Trigger onboarding

• Quote declined → Update to "Closed Lost" → Trigger follow-up sequence

Example: A technology company's Salesforce opportunities automatically update when prospects view or sign quotes. Sales managers see real-time pipeline movement without asking reps for updates.

Implementation timeline and requirements

Typical scope: 1-2 weeks for a production-ready quote automation integration

• Team requirements: One backend engineer (API integration and webhook setup)

• RevOps or sales operations involvement for template design and CRM field mapping

• Optional: Frontend engineer if building UI for quote preview or manual overrides

• Ongoing maintenance: Minimal once implemented. Most teams only revisit when adding new product lines or updating pricing structures.

Results: Faster quotes, less manual work

Teams that auto-generate quotes see dramatic gains in speed and productivity:

• 80% faster document creation: Quotes are ready in minutes with data pulled directly from your CRM

• Less manual effort: Reps eliminate copy/paste and repetitive formatting

• More selling time: Each rep saves hours a week they can put back into revenue-generating work.

Using PandaDoc API has made an enormous difference. The sales reps don’t have to do anything now. Whereas before, they could spend 10–12 minutes for each customer, now they just spend two minutes, and that’s it!” – AeroNet

Resources and examples

• Create and send your first document

• Request Signature by Email with Postman

• How to set up webhook notifications

Next steps

• Primary: Ready to try it yourself? → Try it in the API Sandbox - See quote generation hands-on with test data Secondary: Want to discuss your specific workflow? → Request a demo - We'll walk through automated quotes for your use case