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The moment it happens

Send quotes from a Google Doc template when a form comes in

Each quote request fills your Google Doc template with the client's details, is saved as a PDF and emailed to the client from your Gmail.

Runs
The moment it happens
Apps
Gmail, Google Docs
AI
Optional
Access
Docs write; Gmail gmail.send

Send this to your assistant

Create a ClickRuntime automation: when a quote request comes in from my form, fill my Google Doc quote template, export it as a PDF and email it to the client from Gmail.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A small landscaping company gets quote requests through its website form. Each one means opening the quote template, copying in the name, address and job details, saving a PDF and writing an email. On a busy spring week that is dozens of quotes, and the ones that go out a day late are the ones that lose to a faster competitor.

With this automation the form does the work. Each request fills the template, a PDF is made and the email goes from your own Gmail address within a minute, with an optional short AI-written cover paragraph based on what the client asked for.

What you get out of it

  • Quotes go out in a minute, not a day

    The client gets a quote while they are still comparing options. Speed is often what wins small jobs.

  • Your template, your branding

    The quote is your own Google Doc with your logo, terms and layout. Changing the wording means editing one document.

  • No copy and paste mistakes

    Names, addresses and prices come straight from the form. Wrong names and stale prices from the last quote stop happening.

  • Every quote kept as a Doc

    Each quote is saved as its own copy in Drive. You can find, edit or resend any of them later.

  • Works for proposals and letters too

    The same flow fills any template: proposals, engagement letters or confirmations. Only the template and placeholders change.

How it works

What happens, step by step

  1. When someone submits your quote request form, ClickRuntime receives their details.

  2. It makes a copy of your Google Doc quote template and fills in the client's name, address and job details.

  3. If you turn it on, AI writes a short cover paragraph based on what the client asked for.

  4. The finished quote is saved as a PDF and emailed to the client from your Gmail address.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect Google Docs
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Send quotes from a Google Doc template when a form comes injust nowSucceeded
Gmail · Quote sentYour quote from Northwind Gardens: garden clearance and new lawn, 1,850.00 (PDF attached)

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Gmail and Google Docs steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
quotes_proposals_and_letters_generated_and_emailed.pyexample
import base64
from email.message import EmailMessage
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, ai, log

TEMPLATE_ID = "your-template-doc-id"

@on_event
def handle(event):
    form = event.json or {}
    if not form.get("email"):
        return {"skipped": "no email"}
    creds = Credentials(credentials.connection("google", "work"))
    drive = build("drive", "v3", credentials=creds, cache_discovery=False)
    doc_id = drive.files().copy(fileId=TEMPLATE_ID, body={"name": f"Quote - {form.get('name', '')}"}).execute()["id"]
    try:
        form["intro"] = ai.generate(f"Two-sentence friendly intro for a quote. Request: {str(form.get('details', ''))[:800]}", max_output_tokens=120).text
    except ai.AIError:
        form["intro"] = "Thank you for your request. Please find your quote attached."
    reqs = [{"replaceAllText": {"containsText": {"text": "{{" + k + "}}"}, "replaceText": str(v)}} for k, v in form.items()]
    build("docs", "v1", credentials=creds, cache_discovery=False).documents().batchUpdate(documentId=doc_id, body={"requests": reqs}).execute()
    pdf = drive.files().export(fileId=doc_id, mimeType="application/pdf").execute()
    msg = EmailMessage()
    msg["To"], msg["Subject"] = form["email"], "Your quote"
    msg.set_content(f"Hi {form.get('name', '')},\n\n{form['intro']}\n")
    msg.add_attachment(pdf, maintype="application", subtype="pdf", filename="quote.pdf")
    build("gmail", "v1", credentials=creds, cache_discovery=False).users().messages().send(
        userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
    log.info("Quote sent", {"doc": doc_id})
    return {"doc": doc_id}

FAQ

Common questions

How do placeholders work?
Write placeholders such as {{name}}, {{address}} or {{total}} in your template. Each one is replaced with the form field of the same name.
Which forms can send requests?
Any form tool that can send submissions to a web link, such as Typeform, Tally, Jotform or a form on your own site. The field names just need to match your placeholders.
Can I check a quote before it is sent?
Yes. Send the email to yourself instead of the client, or save it as a Gmail draft, and forward it once you have checked it.
What permissions does it need?
Docs write; Gmail gmail.send. Nothing else in your accounts is used.
Does it need AI?
No, but you can ask for an AI step (for example a summary). It then uses ClickRuntime's built-in AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Send quotes from a Google Doc template when a form comes in” from your assistant

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