How We Built a Proposal Builder in ClickUp Using AI Agents

Recently, we gave a segment in a webinar with ClickUp showing how we built a custom proposal workflow using AI agents. It helped us fix one of the slowest, most repetitive parts of our sales process: writing proposals. The kind that demand detail, consistency, and usually... way too much time.

That webinar sparked a lot of good conversations. So we figured, why not share the full story here too?

In this article, we’ll show you how AI agents in ClickUp helped us speed things up, keep things accurate, and give our team more breathing room. Maybe it’ll do the same for yours.

What Are AI Agents?

Let’s clear something up first. AI agents might sound futuristic or overly complex, but in practice, they’re more like smart assistants built into your workflow. In ClickUp, an AI agent is a tool you can set up to watch for a trigger (like a task status changing), follow some written instructions, and then take action based on what it finds.

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What makes AI agents different from regular automations is that they don’t just move data around. They can actually read, analyze, and create. In our case, they read the transcript from a sales call and turn it into a full proposal draft.

You’re not teaching them to “think.” You’re just giving them enough direction to handle the repetitive parts you’d rather not do yourself.

🔗 Related Read: What are ClickUp Agents?

How We Use ClickUp AI Agents to Write Custom Proposals

When we started experimenting with AI agents in ClickUp, our goal was simple. We wanted a faster, cleaner way to turn a sales call into a ready-to-send proposal. No more digging through old docs, copying past scopes, or rewriting the same paragraphs over and over.

Here’s how our setup works today:

1. The sales call happens

We record the call with our AI notetaker. After the meeting, we take the full transcript and paste it into a ClickUp task created for that lead.

2. The first AI agent gets to work

As soon as we update the task status, the first agent kicks in. Its job is to read the transcript and pull out the core workflows the client needs. Instead of guessing or trying to remember everything we talked about, we now get a clear, structured list right inside the task.

3. Scoping becomes instant

Those workflows feed into our scoping calculator, which gives us a project estimate. Before AI, this step took longer than it should. Now it takes a minute.

4. The second AI agent drafts the proposal

Once we’ve confirmed the scope, we move the task to the next status. That triggers our second agent, which generates all the proposal sections. It creates a full ClickUp Doc inside the task with a welcome message, objectives, scope, timeline, and anything else we typically include.

Every section follows the same structure, the same tone, and the same level of detail. No rushing. No inconsistencies. No staring at a blank page.

5. We add the human touch

We always review the text, adjust details, and personalize anything that needs to sound more like us and less like a template. But instead of writing from scratch, we’re now editing, and that’s a whole different level of effort.

6. Then it moves through the rest of our sales pipeline

ClickUp handles the follow-ups, the reminders, and the status updates. Our team can see where every proposal stands, who’s waiting for what, and when a follow-up is due.

The result? The entire proposal process, from call to final draft, takes minutes instead of hours. And our team can focus on strategy, not formatting paragraphs at 9 PM.

📚 Related Read: How to Track Sales Automatically with ClickUp and Zapier

Why AI Agents in ClickUp Make This Workflow So Effective

One of the biggest advantages of using AI agents inside ClickUp is that they connect directly to the tools and information you already work with. The agents read, analyze, and create directly inside the task where everything else is happening.

In our case, this brought a few clear benefits:

1. Consistency across every proposal

Because the agents follow the same instructions every time, the output doesn’t depend on who’s writing it or how busy they are that day. The structure stays the same. The language stays aligned with our brand. Nothing gets forgotten, skipped, or rushed.

2. Everything stays centralized

No switching tools. No copy-paste chaos. The transcript, workflows, scope, proposal draft, and follow-up steps all live inside a single ClickUp task. That alone removed so much friction.

3. More time for the work only humans can do

The agent handles the mechanical parts, which frees the team to focus on the human side of the process: refining strategy, personalizing details, double-checking fit, and building relationships with the client — a much better use of our energy.

And proposals are only the start.

Once you understand how to combine a trigger, clear instructions, and the right data, ClickUp’s AI agents can support other parts of your work too. They can generate task briefs from meeting notes, pull past documentation into new client deliverables, create onboarding checklists, write internal docs, update fields automatically, or summarize any information dropped into a task.

The more your team uses ClickUp, the more opportunities you find for an agent to take over the repetitive parts and leave the human side of the work (decision-making, creativity, strategy) to you.

📚 Related Read: Introducing: AI Inside ClickUp

Thinking This Could Help Your Business Too?

And there you have it. A simple look at how we used ClickUp’s AI agents to turn a slow, repetitive proposal process into something faster, and a lot easier on the team.

If you’d like to explore what this could look like inside your workflow, whether it’s a proposal builder, a sales process, or any system that could use a little less friction, we’d be happy to help you map it out.

You can schedule a call with our team anytime!