{"id":13932,"date":"2026-10-03T02:27:46","date_gmt":"2026-10-03T00:27:46","guid":{"rendered":"https:\/\/planfix.com\/blog\/?p=13932"},"modified":"2026-10-03T05:54:29","modified_gmt":"2026-10-03T03:54:29","slug":"automate-commercial-proposals","status":"publish","type":"post","link":"https:\/\/planfix.com\/blog\/video\/automate-commercial-proposals\/","title":{"rendered":"How to Automate Commercial Proposals and Deal Numbering"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">To automate commercial proposals, let the system assemble the document from the data you have already entered instead of retyping a price list into Word. <a href=\"https:\/\/planfix.com\/features\/document-templates\/\">Document templates in Planfix<\/a> pull values from tasks, projects, contacts and data tags into a ready file, so a deal on your board becomes a numbered proposal in one click. This 1.5-minute video follows the whole path, from a new deal to the reminder that resets the numbering a year later.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"How to Automate Commercial Proposals and Deal Numbering in Planfix\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/VxGTbv5Fl3Q?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What you\u2019ll learn: how to automate commercial proposals<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>How automatic proposal generation and deal numbering work together (0:00).<\/li>\n\n\n\n<li>Create a deal on the Kanban board and get its unique number and name filled in for you.<\/li>\n\n\n\n<li>Add a new client to the deal or select an existing one from the list (0:14).<\/li>\n\n\n\n<li>Attach a data tag with the products and services the client is interested in (0:29).<\/li>\n\n\n\n<li>Generate the full proposal from the deal with a single click (0:40).<\/li>\n\n\n\n<li>Get a reminder task when it is time to reset the deal numbering counter (0:51).<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to automate commercial proposals in Planfix, step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1. Create the deal and let Planfix number it<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In the video, an employee creates a new deal straight from the <a href=\"https:\/\/planfix.com\/features\/kanban-scrum\/\">Kanban board<\/a>, and the system fills in its unique number and name automatically. Nobody opens the last proposal to work out which number comes next, which is where duplicate numbers usually start. Names like this are built from variables: a variable is a field of a task or another object written in double curly brackets, and it is replaced with its value when the task is created. About 30 system variables cover date, month and year formats, and the Help Center article on <a href=\"https:\/\/planfix.com\/help\/Variables_in_task_templates\">variables in task templates<\/a> lists numbering incoming requests among their uses. Once created, the deal appears on the board and moves to the in-progress stage.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2. Add the client to the deal<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Next the employee adds the client. If this is a new client, their details can be added to Planfix right away, without leaving the deal. If the client already exists, they are simply selected from the list. Either way, the proposal later takes the client data from that card, so the document and the client base cannot drift apart.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3. Attach a data tag with products and services<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Once negotiations are complete, the employee moves the deal to the proposal stage and attaches a <a href=\"https:\/\/planfix.com\/features\/data-tags\/\">data tag<\/a> with the list of services and products the client is interested in. A data tag is a structured record kept inside the task, so those positions are stored as data rather than as a sentence in a comment, and a document template can read them line by line.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4. Generate the proposal in one click<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">At this stage a <strong>Generate proposal<\/strong> button appears in the deal. One click produces a full commercial proposal that already contains the deal number and all the relevant data pulled from the data tag. Behind the button sits a document template: you build the layout in Word or Excel, upload it under <strong>Documents \/ Document templates<\/strong>, and mark the places where Planfix inserts values from the task, the project, the contact or a data tag. The list of available variables lives in the same section.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When the document is created, you select the format of the final file attached to the deal, with Word or Excel as the default and PDF available as well. The file name can be assembled from variables too, so proposals arrive named consistently instead of being renamed by hand.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 5. Reset the numbering counter each year<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Now fast forward a year. Planfix automatically creates a reminder that it is time to reset the deal numbering, and it arrives as a task for the manager. After the reset, the numbering starts over from the beginning. A year of proposals then sits in one readable range instead of behind a counter that climbs forever, and the reset is a task somebody owns rather than a note in someone\u2019s calendar.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What goes into the generated proposal<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>the deal number and name, created with the deal itself;<\/li>\n\n\n\n<li>the client details from the contact card, whether the client is new or already in the base;<\/li>\n\n\n\n<li>the products and services from the data tag attached at the proposal stage;<\/li>\n\n\n\n<li>dates and other system values inserted through variables;<\/li>\n\n\n\n<li>the file format you choose and a file name built from the same variables.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Who it\u2019s for<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Sales managers:<\/strong> send a numbered proposal while the client is still on the call, instead of promising it by the end of the day.<\/li>\n\n\n\n<li><strong>Sales team leads:<\/strong> every deal on the board carries a unique number, so a proposal is easy to find, quote and discuss later.<\/li>\n\n\n\n<li><strong>Finance and back office:<\/strong> proposals, invoices and contracts come out of the same templates and the same deal data.<\/li>\n\n\n\n<li><strong>Small teams with no document specialist:<\/strong> one template and one button replace copying numbers between a CRM and a text editor.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-how-do-i-generate-a-commercial-proposal-from-a-deal-in-planfix\"><h3 class=\"aioseo-faq-block-question\"><strong>How do I generate a commercial proposal from a deal in Planfix?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Move the deal to the proposal stage, attach the data tag with the products and services, and click <strong>Generate proposal<\/strong>. Planfix fills the document template with the deal number and the data tag values and attaches the file to the deal in the format you select.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-can-deal-numbers-be-assigned-automatically\"><h3 class=\"aioseo-faq-block-question\"><strong>Can deal numbers be assigned automatically?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Yes. The number and the name can be built from variables and filled in at the moment the deal is created on the board, so nobody has to look up the next number by hand.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-what-happens-when-the-numbering-has-to-start-over\"><h3 class=\"aioseo-faq-block-question\"><strong>What happens when the numbering has to start over?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Planfix creates a reminder task for the manager when it is time to reset the deal numbering counter. After the reset, numbering starts again from the beginning.<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Turn your next proposal into one click<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Take the proposal your team sends most often, rebuild it once as a document template, and put the button that generates it on your deal board. For the full set of options, see the <a href=\"https:\/\/planfix.com\/help\/Document_templates\">Help Center article on document templates<\/a>, and for a longer worked example of the same approach, read about <a href=\"https:\/\/planfix.com\/blog\/use-cases\/fast-contract-automation-in-planfix-crm\/\">fast contract automation in Planfix CRM<\/a>. New to Planfix? <a href=\"https:\/\/planfix.com\/signup\/\">Sign up<\/a> to try it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This video was featured in <a href=\"https:\/\/planfix.com\/blog\/news\/whats-new-in-planfix-august-september-2026\/\">What\u2019s New in Planfix: August-September 2026<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>A 1.5-minute video and steps: automate commercial proposals in Planfix, number deals automatically on a Kanban board and generate documents in one click.<\/p>\n","protected":false},"author":146,"featured_media":0,"comment_status":"open","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_s2mail":"","footnotes":""},"categories":[498],"tags":[230,58,330,518,304],"class_list":["post-13932","post","type-post","status-publish","format-standard","hentry","category-video","tag-automated-script","tag-data-tags","tag-documents","tag-sales-pipeline","tag-automation"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - aioseo.com -->\n\t<meta name=\"description\" content=\"A 1.5-minute video and steps: automate commercial proposals in Planfix, number deals automatically on a Kanban board and generate documents in one click.\" \/>\n\t<meta name=\"robots\" content=\"max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n\t<meta name=\"author\" content=\"Content Factory\"\/>\n\t<link rel=\"canonical\" href=\"https:\/\/planfix.com\/blog\/video\/automate-commercial-proposals\/\" \/>\n\t<meta name=\"generator\" content=\"All in One SEO Pro (AIOSEO) 4.9.10\" \/>\n\t\t<meta property=\"og:locale\" content=\"en_US\" \/>\n\t\t<meta property=\"og:site_name\" content=\"Planfix | Planfix Blog\" \/>\n\t\t<meta property=\"og:type\" content=\"article\" \/>\n\t\t<meta property=\"og:title\" content=\"How to Automate Commercial Proposals and Deal Numbering | Planfix\" \/>\n\t\t<meta property=\"og:description\" content=\"A 1.5-minute video and steps: automate commercial proposals in Planfix, number deals automatically on a Kanban board and generate documents in one click.\" \/>\n\t\t<meta property=\"og:url\" content=\"https:\/\/planfix.com\/blog\/video\/automate-commercial-proposals\/\" \/>\n\t\t<meta property=\"article:published_time\" content=\"2026-10-03T00:27:46+00:00\" \/>\n\t\t<meta property=\"article:modified_time\" content=\"2026-10-03T03:54:29+00:00\" \/>\n\t\t<meta property=\"og:image:width\" content=\"1280\" \/>\n\t\t<meta property=\"og:image:height\" content=\"720\" \/>\n\t\t<meta property=\"og:image\" content=\"https:\/\/i.ytimg.com\/vi\/VxGTbv5Fl3Q\/maxresdefault.jpg\" \/>\n\t\t<meta property=\"og:image:secure_url\" content=\"https:\/\/i.ytimg.com\/vi\/VxGTbv5Fl3Q\/maxresdefault.jpg\" \/>\n\t\t<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n\t\t<meta name=\"twitter:title\" content=\"How to Automate Commercial Proposals and Deal Numbering | Planfix\" \/>\n\t\t<meta name=\"twitter:description\" content=\"A 1.5-minute video and steps: automate commercial proposals in Planfix, number deals automatically on a Kanban board and generate documents in one click.\" \/>\n\t\t<meta name=\"twitter:image\" content=\"https:\/\/i.ytimg.com\/vi\/VxGTbv5Fl3Q\/maxresdefault.jpg\" \/>\n\t\t<script type=\"application\/ld+json\" class=\"aioseo-schema\">\n\t\t\t{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"BlogPosting\",\"@id\":\"https:\\\/\\\/planfix.com\\\/blog\\\/video\\\/automate-commercial-proposals\\\/#blogposting\",\"name\":\"How to Automate Commercial Proposals and Deal Numbering | Planfix\",\"headline\":\"How to Automate Commercial Proposals and Deal Numbering\",\"author\":{\"@id\":\"https:\\\/\\\/planfix.com\\\/blog\\\/author\\\/content-factory\\\/#author\"},\"publisher\":{\"@id\":\"https:\\\/\\\/planfix.com\\\/blog\\\/#organization\"},\"datePublished\":\"2026-10-03T02:27:46+02:00\",\"dateModified\":\"2026-10-03T05:54:29+02:00\",\"inLanguage\":\"en-US\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/planfix.com\\\/blog\\\/video\\\/automate-commercial-proposals\\\/#webpage\"},\"isPartOf\":{\"@id\":\"https:\\\/\\\/planfix.com\\\/blog\\\/video\\\/automate-commercial-proposals\\\/#webpage\"},\"articleSection\":\"Video, Automated scripts &amp; 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