Fresh Proposals — March 2026 Product Updates: Automating Proposal Workflows, Signatures, and CRM Sync

The March 2026 release introduces several improvements across Fresh Proposals that make proposal creation faster, more automated, and easier to manage at scale. This update focuses on removing friction from everyday workflows; from assigning signatures and inserting dynamic fields to configuring follow-up emails and synchronizing proposal activity with HubSpot. The result is a smoother experience for teams that rely on proposal templates and need to generate documents quickly without repeatedly adjusting the same details.

Over the past several months, while observing how customers used Fresh Proposals in real workflows, we noticed a pattern. Teams were often making small manual adjustments each time they generated a proposal from a template, especially in case of more than one contacts; they would be assigning the right client contact to a signature block, configuring reminder emails, or updating fields that should ideally have been automated. None of these steps were difficult individually, but together they added unnecessary time to every proposal.

A few customers mentioned this casually during onboarding or support conversations, not as complaints, but as routine steps they had simply accepted as part of their workflow. Those conversations helped us recognize an opportunity. If these actions were happening repeatedly across teams, they should not require manual effort at all. This release addresses exactly that: reducing the need for manual adjustments by introducing primary, secondary role-based contacts, account-level communication sequences, smarter dynamic fields/variable management, and improvements to CRM synchronization.

The goal of these updates is simple: make proposal creation faster, more automated, and easier to scale as teams grow.

No more blank starts: Introducing the Proposal Creation Wizard

A guided, four-step flow that eliminates setup ambiguity, assigns the right contacts from the start, and gets every proposal into the editor faster — configured correctly, every time.

Creating a business proposal sounds like the easy part. You pick a template, add a client, and start writing. But in practice, the “before the editor” phase has been a persistent source of friction, one that’s difficult to see until you’re managing dozens of proposals a month.

The move to a guided creation wizard wasn’t about adding steps — it was about giving each step its proper place. The insight was simple: most configuration decisions that users were making reactively (often inside the editor, after the fact) could be made proactively, right at the point of creation. A wizard that asks the right questions in the right order removes the ambiguity from setup entirely.

“If you have to go back into the proposal editor to fix a contact role, you’ve already lost a minute. If that happens across 20 proposals a week, you’ve lost an afternoon.”

 

Primary and Secondary Client Contacts

Proposal workflows often involve multiple stakeholders on the client side. A typical proposal may be reviewed by one person while another individual is responsible for approving or signing it. Previously, assigning these roles required manual editing within the proposal document.

For example, one customer shared that their proposals were typically reviewed by a marketing manager but concurred by a finance director/VP. Each time they generated a proposal from a template, they had to manually update the signature assignments and assign a new signature to finance director/VP. With role-based contacts, that step disappears; the template already knows which roles should sign.

Similar steps were repeated by law firms, tax-accounting firms; especially when they expected two people from the client side, to sign the document

Fresh Proposals now introduces role-based client contacts, allowing templates to reference contact roles rather than specific individuals. Two roles are now available: Primary Contact and Secondary Contact.

Role-Based Automation

When designing a proposal template, signature blocks and input fields can now be linked directly to these roles. When a proposal is created, the user simply assigns the appropriate client contacts to the Primary and Secondary roles. The document automatically updates all relevant fields and signature blocks accordingly.

This means the same template can be reused across multiple clients without editing signature assignments inside the document.

Example Workflow

• The proposal template contains two signature blocks
• One signature block is assigned to the Primary Contact
• The second signature block is assigned to the Secondary Contact
• When creating the proposal, the user selects which contacts fill these roles
• The document automatically assigns the correct signing fields

This improvement significantly reduces manual editing and helps teams generate proposals more quickly while maintaining accuracy.

We have introduced this option in Bulk Send and HubSpot integration. Soon these will be available in the proposal creation wizard/flow.

 

Account-Level Email Sequence Configuration

Sending a proposal is rarely a single step. After a proposal is delivered, clients often need reminders to view the document, sign it, or complete payment. Previously, these follow-up messages had to be configured individually when sending each proposal. This created extra work for teams and increased the chances of inconsistent follow-ups.

Fresh Proposals now allows administrators to configure proposal communication workflows at the account level. This means the entire sequence of emails — from the initial proposal notification to reminders and thank-you messages — can be standardized and automatically applied to proposals generated from templates.

Email Templates Overview

Within the Email Configuration section, administrators can preview and manage templates used for proposal communication. Each template corresponds to a specific stage in the proposal lifecycle and can be customized according to your organization’s communication style.

• Proposal initiation email
• Reminder to view the proposal
• Reminder to sign the proposal
• Payment reminder
• Thank-you email after signing

These templates can be edited to include variables such as client name, company name, proposal details, and sender information. This ensures every automated email remains personalized while still following a standardized structure.

Configuring the Proposal Email Sequence

The Proposal Email Sequence section defines the automation logic that controls when each email is sent. Instead of relying on manual reminders, teams can establish clear rules for proposal communication.

• Enable or disable reminders
• Select which email template should be used
• Define delay intervals for follow-ups
• Customize thank-you emails after signing

For example, a proposal might trigger an automated sequence where a reminder is sent two days after the proposal is delivered if it has not been viewed. If the proposal has been viewed but not signed, a signature reminder can be sent later. Once the proposal is signed, a thank-you message can be delivered automatically to acknowledge the completion.

This automation significantly reduces the need for manual follow-ups and ensures that every proposal receives consistent communication.

Composite Signature Block

Adding signature blocks is a common step when building proposal templates. In previous versions, users needed to insert signature fields separately for each party involved in the agreement. This process could be repetitive and time-consuming when creating templates.

The new composite signature block simplifies this process by allowing users to insert signature fields for both the proposer and the client in a single step. This ensures that both sides of the agreement are represented without requiring multiple manual insertions.

By adding both signatures simultaneously, template creation becomes faster and more structured. It also reduces the likelihood of missing a required signature field when preparing documents for clients.

Redesigned Variable and Dynamic Field Picker

Dynamic variables play a crucial role in proposal automation. They allow proposal templates to automatically populate client details, contact information, company data, and other contextual information without requiring manual edits each time a proposal is generated.

The variable insertion popup inside the editor has now been redesigned to improve clarity and speed. The updated interface organizes variables into logical groups, making it easier to locate the correct field.

Variable Categories

• Client Company
• Primary Contact
• Secondary Contact
• Your Company
• Proposal Owner
• Proposal Details

Each category clearly indicates how many fields are available and whether the corresponding values are populated. This helps users quickly identify which information will automatically appear when the proposal is generated.

Custom fields created by organizations are also clearly labeled so they can be distinguished from standard system variables.

This redesign improves the template-building experience and encourages users to take full advantage of dynamic content within proposals.

 

Input Fields for Secondary Contact

With the introduction of the Secondary Contact role, templates can now include input fields specifically assigned to this role. These fields allow additional stakeholders to review, acknowledge, or provide information directly within the proposal document.

For example, organizations can include fields for secondary approvals, compliance acknowledgments, or additional information required from a specific stakeholder. When the proposal is generated and contacts are assigned to roles, Fresh Proposals automatically maps these input fields to the appropriate person.

This capability enables more sophisticated approval workflows without requiring multiple document revisions.

 

HubSpot Integration Enhancements

Many organizations use HubSpot as their primary CRM for managing customer relationships. Fresh Proposals already integrates with HubSpot to streamline proposal workflows, and this release further strengthens that integration.

Contact Synchronization from Client Page

Users can now synchronize HubSpot contacts directly from the client page within Fresh Proposals. This allows teams to update contact records more easily without switching between systems.

Product and Contact Data Synchronization

Product information and contact records can now be synchronized more reliably between the two platforms. This ensures that proposal content reflects the latest CRM data and reduces discrepancies between sales documentation and CRM records.

Proposal Activity Tracking

Proposal-related activities can now be reflected within HubSpot timelines. Sales teams can track important events such as when a proposal is sent, viewed, or signed without leaving their CRM environment.

This deeper synchronization provides better visibility into deal progress and helps sales teams maintain accurate records of client engagement.

Editor Experience Improvements

Several improvements have been made to the proposal editor to make document creation smoother and more intuitive. While these updates may appear subtle at first glance, they significantly improve the daily experience of users who work extensively within the editor.

Improved Content Menu/Handle

The handle and the menu displayed on top of the selected content block has been redesigned. It clearly shows the menu options available.

1. Importantly we have fixed issues with the visibility of the menu handle if there are other content blocks on top of it.
2. The drag handle used for repositioning elements within the editor has been redesigned to provide better control and smoother interactions.

This change improves the accuracy of element placement and makes layout adjustments easier while editing complex documents.

Quick Shortcut for Adding Components

When creating a new page within a proposal, users can now quickly insert components or attach PDFs directly using a shortcut interface. This reduces the number of steps required when assembling multi-page proposals or including supporting documents.

 

Optimized Search for Proposals and Templates

As teams accumulate large numbers of proposals and templates, finding the right document quickly becomes increasingly important. Searching through a growing library should remain fast and reliable regardless of scale.

This update introduces performance improvements to the search system used for locating proposals and templates by name. The search experience is now significantly faster, allowing users to retrieve documents more quickly even when managing extensive proposal archives.

These improvements help reduce friction for teams that rely heavily on template reuse and historical proposal references.

Pending Activities Dashboard

Like update we introduced Payment reminders. These are now easier to configure and manage. When a payment gateway is connected, users can clearly see reminder options when selecting payment-related email templates within the sequence configuration. These reminders help ensure clients complete required payments after signing the proposal. Organizations can configure when payment reminders should be sent and which templates should be used for those notifications.

In this update, we have introduced

1. Pending Approvals
2. Pending Signatures

 

This improvement ensures that internal communication remains structured and timely.

Terminology Updates

To improve clarity across the platform, some terminology has been updated to better reflect real-world workflows used by teams managing proposals.

• Default Contact is now called Primary Contact
• Proposal Lead is now called Proposal Owner

These changes make the interface easier to understand for new users and align more closely with how roles are typically defined within sales and proposal teams.

The March 2026 release focuses on improving automation, template flexibility, and CRM integration within Fresh Proposals. By introducing role-based contacts, automated email sequences, improved editor interactions, and stronger HubSpot synchronization, these updates reduce manual effort while enabling teams to generate proposals more efficiently.

Available now

March 2026 updates are now available.

Log in to Fresh Proposals to explore what’s new — or sign up to see how these improvements help you close faster and collect with confidence.

Let us know what do you think of these updates.