As of 13 August 2026, AI can format your sales proposal as a professional PDF.

What to actually do

1. Use a tool built for this

   The route this page recommends

2. Do it yourself

   Second choice

   A chat interface, chat-fluent skill, and roughly 30 minutes until you can act on the result.

   How to actually do it

   1. Open your current proposal, price list, terms, brand guidelines and approved logo files, then put them in one folder.
   2. Remove obsolete prices, internal comments, tracked changes and prospect data that should not appear in the final document.
   3. Paste the prompt into ChatGPT, Claude or Gemini and replace each bracketed slot with the correct prospect, brand and proposal information.
   4. Upload the source documents and brand assets with the prompt, then ask the model to produce the PDF-ready document and page-by-page layout plan.
   5. Compare every price, date, deliverable, exclusion, promise and contact detail in the draft against the approved source documents.
   6. Export the approved document as a PDF, open it on a computer and phone, and check page breaks, tables, links, images, fonts, contrast and readability.
   7. Send the final PDF to a colleague for a factual and commercial check if it contains negotiated terms, then send only the checked version to the prospect.

   Prompt

   Format the sales proposal below as a professional PDF-ready document for a UK business audience.
   
   Use only the information I provide. Do not invent prices, savings, results, client names, qualifications, deadlines, guarantees, legal terms or product features. Mark any missing information as [NEEDS INPUT] rather than guessing.
   
   Create a clear structure with:
   - a concise cover page
   - the prospect's needs and the proposed response
   - scope and deliverables
   - approach and timetable, only where supplied
   - pricing and payment terms, preserving every figure exactly
   - assumptions, exclusions and next steps
   - contact details and a clear call to action
   
   Use this brand direction: [BRAND COLOURS, FONTS AND STYLE].
   Use these assets where supplied: [LOGO AND IMAGE FILES].
   The prospect is: [PROSPECT NAME AND ORGANISATION].
   The proposal is from: [YOUR NAME, ROLE AND ORGANISATION].
   The desired tone is: [TONE].
   The required page size is: A4.
   
   Make the layout easy to scan, with consistent headings, restrained use of colour, readable tables, sensible page breaks, page numbers and accessible contrast. Keep the language specific and commercially credible. Do not add testimonials or claims that are not in the source.
   
   First provide the formatted document content and a page-by-page layout plan. Then provide the finished PDF or an editable document that can be exported to PDF. At the end, list every item marked [NEEDS INPUT] and list every figure, date, promise and contractual statement that I must check before sending.
   
   Source proposal material:
   [PASTE THE COMPLETE PROPOSAL COPY HERE]

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.

3. Hand it to a person

   The distant third

   A person who owns the outcome does this end to end, worth it when the failure is dear.