Proposal Expiration & Follow-Up Reminders
A done-for-you everyday business automation built for the Proposal Manager, connecting Calendly, HubSpot, and Google Sheets so the work below happens on its own.
What this automation does, step by step
Every proposal generated in PandaDoc carries a built-in 14-day validity window, and as that expiration date approaches, Zapier automatically sends a reminder to the prospect at the seven-day mark and a second one at 48 hours, each with a one-click link to book a call through Calendly if they have questions before deciding.
If the window closes with no signature, the opportunity in HubSpot automatically updates to a "proposal expired" status and creates a task for the proposal manager to either extend pricing or check in personally rather than letting the deal silently disappear from anyone's radar.
A monthly report in Google Sheets tracks how many proposals expire unsigned by rep and by deal size, surfacing patterns worth coaching on.
Proposals that used to quietly go stale now get a structured nudge every time, and the team recovers deals that would have otherwise gone completely cold.
- Zapier or Make.com
- PandaDoc
- HubSpot
- Calendly
- Google Sheets
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Handled by hand, a proposal manager spends time each day re-checking the same information across disconnected tools instead of doing higher-value work. It's the kind of work that quietly eats hours every week.
With this automation
- Instant first response by text and email on every new inquiry
- Follow-up cadences that stop the moment a lead replies
- Stalled-deal alerts before a pipeline quietly goes cold
- Clean CRM records without manual data entry
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