How to turn form responses into proposals and contracts in Formaloo

By the end of this guide, you'll have a fully automated proposal workflow. A client fills out your intake form, and a personalized proposal lands in their inbox within minutes. No copy-pasting, no manual document prep. You'll also set up an AI agent that handles follow-up questions from clients directly inside their email thread.

Magic Create builds your entire form from a single prompt. In this step, you'll describe the intake form you need and let Formaloo generate it instantly, fields, options, and structure included. No manual setup required.

Open Magic Create from your Formaloo homepage by clicking the Magic Create button. Paste the following prompt into the AI box and hit Create:

"Create a client intake form for a creative agency with fields for the client's name, company name, email, services needed (Branding, Web Design, Social Media Marketing, Content Creation, SEO, Development), project description, budget range (Under $1,000 / $1,000–$5,000 / $5,000–$10,000 / $10,000–$25,000 / $25,000+), and ideal timeline (ASAP under 2 weeks / 1 month / 1–3 months / 3–6 months / Flexible)."

Magic Create will generate a form like this, with Field IDs assigned automatically:

These Field IDs are what power the proposal later — they let Formaloo pull each client's answers directly into the email and proposal text. See how answer piping works for a quick intro, or the full piping and variables guide for everything supported.

This step sets up the email your clients receive the moment they submit the form. You'll add an AI box with a prompt that generates a personalized greeting and a full proposal, using the client's own answers, every time.

Go to your profile by clicking the profile icon in the top right, then navigate to Apps & integrations and select Email templates. Click + Add new template.

Clear the default content from the editor. Add an AI box to the template body, then paste the following prompt:

"You are a professional proposal writer. Write a short, warm email greeting addressed to @client_name, letting them know their proposal is ready and is attached to this email. Mention their interest in @service_type and that the proposal covers their project, budget, and timeline. Keep the greeting to 3–4 sentences max — friendly, professional, and human. Then, on a new line after the greeting, write the full proposal document including: a personalized introduction for @client_name from @company_name, a Project Overview summarizing their needs based on @project_scope, a What We'll Deliver section with 3–5 relevant deliverables based on @service_type, a Timeline & Investment section referencing @budget_range and @timeline, and a short closing paragraph inviting them to confirm or schedule a call. Use clear section headers for the proposal portion. Keep the full output concise and human — not robotic."

Name the template something like "Proposal generator" in the template name field. Set the Reply-to address to your own email so clients can reply directly to you.

Optionally, toggle on Attach PDF and select a PDF template to send a formatted PDF copy alongside the email body.

Now you'll connect the email template to the form so every submission triggers the right notifications, one to you, and one to the client with their proposal.

Go back to the form editor and click the Notify tab in the top right panel. See the full email notifications guide if you need a walkthrough of each option.

Set up team notifications so you know when a new lead arrives:

Set up client notifications so the proposal reaches the client automatically:

Hit Publish to activate the notifications.

The CC Formaloo agent sits inside your email threads and handles client questions about the proposal automatically. In this step, you'll write its context so it knows exactly what it's there to do.

Open the form editor and go to Settings. Scroll down to Auto-Save Responses and toggle it on. Hit Publish.

Find the AI CC Formaloo section in the settings panel. Paste the following context:

"You are a helpful and professional proposal support assistant. A client has submitted a service request and received a proposal. Your job is to answer any questions they have about the proposal — such as deliverables, timeline, pricing, or next steps. Be friendly, clear, and concise. Always refer back to the details of their submitted proposal when relevant."

Click Enable to activate the agent. Save your changes.

Now, whenever a client replies to their proposal with questions, CC the agent into the thread and it handles the response.

Your proposal workflow is now fully automated. A client fills out the intake form, gets a personalized proposal in their inbox within minutes, and any follow-up questions are handled by the CC agent directly in the email thread. Your team spends time closing deals, not drafting documents.

Example proposal email as received by the client
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CC agent replying to a client's follow-up question in an email thread

👉 Already have a creative agency or service business? Skip the setup and start with the Agency services proposal ready-made template. It comes with the intake form, AI email template, and proposal logic pre-built, duplicate it, swap in your services and pricing, and you're live in minutes.

🚀 Use this template Start in minutes with a pre-built version of this workflow.

💬 Get help from our concierge team Our team will help you set this up for your specific use case.

📅 Book a demo for Team/Enterprise setup See how teams use Formaloo at scale with advanced permissions and integrations.