If you’re stuck sending the same sales proposals over and over—or worse, wasting hours copying and pasting info into “templates”—this guide is for you. Apparound’s proposal templates promise to save time and cut errors, but only if you set them up right. If you want proposals that look sharp, pull in the right data, and don’t require late-night editing marathons, keep reading.
Below, I’ll walk you through how to customize and automate proposal templates in Apparound, point out what’s worth doing, and flag what isn’t.
1. Get Clear on What You Actually Need
Before you even log in, nail down what you want your proposal templates to do. It sounds basic, but skipping this step leads to messy templates and endless tweaking.
Ask yourself: - What details change in every proposal? (e.g., pricing, client name, product options) - What stays the same? (e.g., company intro, legal terms) - Who fills out these proposals? (Sales reps? Admins? You?) - What’s the workflow—does anything need approvals, or is it one-and-done?
Pro tip:
Don’t try to automate everything. Focus on repetitive, manual parts that are error-prone or annoying.
2. Understand Apparound’s Template System
Apparound’s proposal builder is flexible, but it’s no magic wand. You get: - Template editor: Create or edit the structure and design of proposals. - Dynamic fields: Pull in data from customer records, product lists, or calculations. - Conditional sections: Show or hide content based on deal details. - Automation triggers: Set rules for proposal creation, approval, or delivery.
What works:
You can make slick, branded templates that pull in accurate info automatically. Sales reps can generate customized docs in a few clicks.
What doesn’t:
WYSIWYG editing is…fine, but don’t expect pixel-perfect design. Complicated, logic-heavy templates can get buggy or confusing for end users.
3. Build Your Base Template
You’ll do this in the Apparound admin dashboard. If you’re starting from scratch, this takes a bit of time but pays off later.
Step-by-step:
1. Navigate to Proposal Templates
In the admin panel, find “Proposal Templates” under the document or sales tools section. (Menu names can shift—poke around if needed.)
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Create a New Template
Click “New Template” or duplicate an existing one as your starting point. -
Lay Out Static Content
Drop in anything that never changes: - Cover page
- Company background
- Terms and conditions
- Disclaimers
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Contact info
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Insert Dynamic Fields
Wherever info changes (client name, prices, selected products), use Apparound’s field picker to insert merge fields. Typical fields: - Customer name, address, contact
- Sales rep name
- Date
- Product list
- Pricing, discounts, taxes
Pro tip:
Field names must match your CRM/sales data exactly. Check the data source mapping or you’ll get blank spots or weird errors.
- Add Conditional Sections (Optional)
Want to show different terms for different products, or only include a certain warranty if it’s purchased? Use conditional logic to show/hide sections based on field values.
What to ignore:
Don’t go nuts with design flourishes. Keep it clean and readable; over-designed templates can break or look bad on mobile.
4. Set Up Automation Rules
Apparound lets you automate the grunt work. Here’s how to make it actually useful:
A. Auto-Fill Data
Tell the template which data to pull from your CRM, product catalog, or Apparound’s own sales modules.
- Map each dynamic field to a specific data source.
- Test with sample records—don’t wait until go-live to see if “Client Name” pulls in right.
B. Auto-Generate Proposals
Set up triggers so reps don’t have to build proposals manually every time. - Trigger on quote approval, product selection, or deal stage. - Configure which template is used for which product lines or customer types.
C. Approval Workflows
If you need manager sign-off, set up automated approval steps: - Define who gets notified and at what stage. - Decide if edits are locked after approval or if changes reopen the workflow.
D. Delivery Automation
Send proposals automatically after generation, or let reps review before sending (recommended).
- Integrate with email systems or digital signature platforms.
- Track delivery and read receipts if possible.
What works:
Automating data fill and delivery saves the most time and reduces mistakes.
What doesn’t:
Complex approval chains or multiple template versions for every scenario just add confusion. Start simple and expand only if needed.
5. Test, Test, and Test Again
Don’t trust that your template “should work.” Test it with real data and real users.
Checklist: - Does every field pull in the right info? - Are all sections showing/hiding as intended? - Does the formatting look good on both desktop and mobile? - Are emails/delivery steps sending correctly? - Can a new sales rep use this without detailed instructions?
Pro tip:
Ask someone unfamiliar with the template to generate a proposal and spot where they get stuck.
6. Roll Out and Train Your Team
Even the best template is useless if your team doesn’t know how (or why) to use it.
- Run a short training/demo—screen share or walkthrough video is plenty.
- Share a one-pager: “How to Generate a Proposal in Apparound.”
- Encourage reps to flag issues or suggest tweaks.
What works:
A little upfront training avoids a ton of headaches later. Make it easy for people to give feedback.
What doesn’t:
Don’t bury people in instructions. If the process is too complicated, redo the template.
7. Iterate as You Go
No template is perfect from day one. Make small tweaks as you spot issues, but don’t get bogged down.
- Review after the first dozen proposals: Any mistakes? Anything missing?
- Adjust fields or logic—just keep track of changes.
- If something keeps breaking, simplify.
Honest Takes: What to Watch Out For
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Over-automation:
Automation is great—until you’re debugging a broken workflow with three conditional branches. Start with basics before adding complexity. -
Data source issues:
Garbage in, garbage out. If your CRM data is messy, expect blank fields or ugly output. Clean up common entries before automating. -
Template sprawl:
Resist the urge to make a template for every situation. One or two well-built, flexible templates beat a dozen barely-used ones. -
Approval bottlenecks:
If you add too many approval steps, proposals get stuck. Only require approval where it actually reduces risk.
Quick Tips for Better Proposals
- Use simple, clear language—don’t let legal or marketing overcomplicate things.
- Preview on both desktop and mobile before rolling out.
- Keep graphics/logos compressed for faster load and send times.
- Set up a feedback loop: after a few months, ask users what’s working and what isn’t.
Wrapping Up: Keep It Simple, Keep It Moving
Customizing and automating proposal templates in Apparound isn’t rocket science, but it does take some upfront work. The goal isn’t a perfect, one-click solution—it’s a tool that saves you time, cuts down on mistakes, and makes life easier for your team. Start simple, automate what matters, and don’t be afraid to tweak things as you go. The less time you spend fighting with proposals, the more time you’ve got for actual selling.