What teams see
- Work waits between opportunity qualified and collect source facts.
- Owners reconstruct status from HubSpot and Google Drive.
Sales
Proposal and scope generation workflow
Sales teams repeatedly copy opportunity data, notes and commercial terms into proposals, creating delay and inconsistency.
Business problem
Sales teams repeatedly copy opportunity data, notes and commercial terms into proposals, creating delay and inconsistency.
Why it happens
- No shared state spans HubSpot, Google Drive, Microsoft 365.
- Decision and exception rules are applied inconsistently.
Why it becomes expensive
- Capacity is consumed by coordination and rework.
- Late exceptions weaken visibility and service quality.
Business outcomes
- Shorter generate document cycle
- Fewer handoff and missing-information exceptions
- Clear ownership from opportunity qualified to generate document
- Inspectable decisions and recovery
Measurable KPIs
- Turnaround time: Elapsed time from opportunity qualified to generate document.
- Manual intervention rate: Share of items needing a person outside defined review conditions.
- Exception age: Time unresolved exceptions remain without a completed action.
- Successful completion rate: Share of valid workflow items completing without terminal failure.
How the workflow works
- Opportunity qualified — Accept and identify the proposal and scope generation workflow trigger. HubSpot
- Collect source facts — Execute collect source facts with validated sample data and an auditable result. HubSpot
- Validate mandatory fields — Execute validate mandatory fields with validated sample data and an auditable result. Google Drive
- Select template — Execute select template with validated sample data and an auditable result. Microsoft 365
- Draft scope — Execute draft scope with validated sample data and an auditable result. HubSpot
- Commercial review — Execute commercial review with validated sample data and an auditable result. SEIDO Review Queue
- Approve proposal — Execute approve proposal with validated sample data and an auditable result. Microsoft 365
- Generate document — Execute generate document with validated sample data and an auditable result. HubSpot
- Audit and KPI update — Persist the execution outcome, audit facts and workflow measurement events. SEIDO execution store
Integrations and ownership
- HubSpot: Provide workflow input
- Google Drive: Lookup and update context
- Microsoft 365: Receive controlled outcome
Human responsibility: Revenue operations manager
Failure and recovery
HubSpot is temporarily unavailable.
Retry with capped exponential backoff; preserve the run and move it to the inspectable failure queue after the limit.
Required data for collect source facts is malformed or missing.
Stop downstream actions and show the missing fields, source evidence and correction action to the named reviewer.
The trigger or provider event is delivered more than once.
Return the existing execution identified by the idempotency key and do not repeat downstream business actions.
The human decision expires before completion.
Escalate to the configured substitute, retain the original request and record both expiry and reassignment.
When not to build this
- Monthly volume is too low to justify integrating HubSpot, Google Drive, Microsoft 365.
- An existing configured platform already handles proposal and scope generation workflow with adequate ownership and reporting.
- Reliable source data or supported API access is unavailable.
- No business owner has authority to define the decision and exception rules.
Related workflows
Intelligent inbound lead routingLeads arrive through disconnected forms, inboxes and campaigns and are assigned too slowly or to the wrong owner.Lead qualification and account-fit workflowSales representatives spend valuable time manually investigating prospects that do not match the commercial profile.Sales discovery to structured CRMImportant details from discovery calls and notes do not reach the CRM consistently, weakening follow-up and forecasting.