Flows automation

Overview

Flows brings automation to Proposify, helping you streamline repetitive tasks and keep your document process running smoothly. Using simple "if this, then that" logic, you can create automation rules that handle routine actions automatically: no coding or technical expertise required. Whether you're syncing document stages with your CRM or setting up smart notifications, Flows saves you time and keeps important tasks from slipping through the cracks.

How It Works

Flows operates on a trigger-and-action system. When a specific event happens in Proposify (the trigger), the system automatically performs an action you've defined. For example, when a document is won, you can automatically update the deal stage in your connected CRM.

Currently, Flows integrates with HubSpot, Salesforce, Pipedrive and Zoho, allowing you to map your document stages to match your CRM pipeline stages. This ensures your sales process stays synchronized across platforms without manual updates.

Setting Up Your First Flow

Let's walk through creating a stage progression automation that syncs Proposify with your CRM.

Step 1: Access Automation Rules

Navigate to the Integrations page and click on Automation Rules in the left sidebar. If this is your first time setting up automation, you'll see an empty state with an option to create your first rule.

Step 2: Create a New Flow

Click + New Flow to begin building your automation. The system will present you with a card-based interface to configure your flow.

Step 3: Name Your Flow

Give your automation a descriptive name like "HubSpot Stage Progression" so you can easily identify it later.

Step 4: Set Your Trigger

In the "In this app" section, select your trigger condition. For example, choose "Triggers in Proposify" from the dropdown menu. This tells the system to start in Proposify. After, select "When this happens", followed by the option in "is" to fully set your trigger.

Step 5: Add Your Action

Click the "Then in this app" to add an action to your rule. In the action dropdown, select the app you wish to set the flow for. For a stage progression flow, choose "Move HubSpot Deal" (or "Move Salesforce Opportunity Into" if you use Salesforce), and continue to build with the dropdown selectors.

Step 6: Save Your Rule and Activate

Once you're satisfied with your configuration, click Save Flow. You'll see a confirmation message indicating your automation has been saved successfully. In order to activate the Flow, ensure the toggle is set and green.

Key Benefits

Save Time on Repetitive Tasks 

Stop manually updating multiple systems every time a document status changes. Flows handles these routine updates automatically, freeing you to focus on more strategic work.

Keep Systems in Sync 

Maintain consistency between Proposify and your CRM without the risk of human error or forgotten updates. Your pipeline stages stay aligned across platforms automatically.

User-Friendly Setup 

Create powerful automations using an intuitive, visual interface. No scripting or technical knowledge required: if you can click a few buttons, you can build a workflow.

Stay Organized and Informed 

Set up notifications and reminders based on document activity so important events never go unnoticed.

Common Questions

Which CRMs are currently supported? 

Flows currently supports HubSpot, Salesforce, Pipedrive and Zoho integrations. The platforms work the same way when creating automation rules.

How many automation rules can I create? 

You can create multiple automation rules to handle different scenarios and document stages. Each rule can be customized independently.

Can I edit or delete existing rules? 

Yes. Return to the Automation Rules section to view, edit, or remove any automation you've created.

What happens if my CRM stage doesn't match? 

Make sure the stages you're mapping exist in both Proposify and your CRM. The automation will only work if the selected stage is available in your CRM pipeline.

Do I need special permissions to create workflows? 

You'll need appropriate permissions in both Proposify and your connected CRM to create and manage automation rules. Check with your account administrator if you're unable to access these features.