Instagram Automation Proposal Template for Agencies (Copy-Paste + Customize)

You spent 3 hours crafting the perfect pitch deck for a new client. Beautiful slides, detailed strategy, competitive analysis.

Then they ghost you. Or worse: “We’re going with someone cheaper.”

The problem isn’t your service. It’s your proposal.

Generic proposals get rejected. Specific proposals that solve real problems get signed.

This article gives you a copy-paste ready Instagram automation proposal template. Use it to close more clients, faster, without starting from scratch every time.

TL;DR

What you get: Complete proposal template with 8 ready-to-customize sections (executive summary, pricing tiers, ROI calculator, timeline, next steps).

Pricing structure: 3-tier model ($99/mo Starter, $149/mo Growth, $299/mo Agency) with clear deliverables per tier.

Time savings: Stop building proposals from scratch. Customize client name, metrics, and pricing. Send in 30 minutes instead of 3 hours.

Win rate improvement: Structured proposals with ROI calculations close 45-60% vs. 20-30% for generic pitches (Loopio, January 2026).

Copy it now: Scroll to each section, copy the template, replace [CLIENT NAME] and metrics with real data, send.

Why Most Agency Proposals Fail

Before we get to the template, understand why proposals get rejected.

Problem 1: You’re selling features, not outcomes

Bad proposal: “We’ll set up Instagram DM automation with keyword triggers and comment-to-DM workflows.”

Good proposal: “You’re losing $4,800/month because DMs take 4 hours to answer. We’ll fix that in 48 hours.”

See the difference? One is a service description. The other is a revenue problem solved.

Problem 2: No proof of ROI

Clients don’t care about automation. They care about making more money or saving time.

Your proposal must show:

• Current cost of slow responses (lost leads × average deal value)
• Revenue increase with automation (faster response time = higher conversion)
• Payback period (how many days until they break even)

Industry benchmark: Agencies achieving 5:1 ROI (client earns $5 for every $1 spent) close deals 40% faster (Improvado, January 2026).

Problem 3: Generic templates that feel copy-pasted

If your proposal could work for any client, it won’t work for this client.

Customize these 3 things minimum:

• Their Instagram metrics (comments/day, response time, followers)
• Their specific pain points (support overload, missed sales, manual work)
• Their industry context (e-commerce, coaching, agencies)

Problem 4: You send it too early

Proposals should close deals, not start conversations.

Before sending a proposal:

• Discovery call completed (you know their budget, timeline, decision-maker)
• Pain points identified (they’ve admitted they have a problem)
• Objections surfaced (you’ve addressed concerns about price, timing, trust)

If they say “send me a proposal,” and you haven’t done discovery, you’ll lose.

Survey data: 60% of proposals sent without discovery calls get rejected vs. 20% with proper discovery (Nusii, January 2026).

What Makes a Winning Instagram Automation Proposal

Agency proposals that convert follow this structure:

1. Problem-first approach

Start with their pain, not your solution.

Template: “Right now, [CLIENT NAME] is losing [X] leads per month because Instagram DMs take [X hours] to answer. By then, 67% of buyers have moved on.”

2. Quantified impact

Show the cost of inaction in dollars.

Template: “[X] comments per day × 30 days = [X] missed conversations per month. At a 5% conversion rate and $[X] average order value, that’s $[X] in lost monthly revenue.”

3. Clear deliverables

List exactly what they get, not vague “management services.”

Template:

• Comment-to-DM automation (up to 5 triggers)
• Story reply automation
• 10 message templates (customized to your brand)
• Weekly performance reports
• Monthly optimization calls

4. 3-tier pricing (good, better, best)

Single-price proposals force a yes/no decision. Three tiers give clients control.

Industry data: Proposals with 3 pricing options close 35% more deals than single-price proposals (PandaDoc, January 2026).

5. Social proof

Case studies with specific metrics beat vague testimonials.

Good: “Fitness creator with 18K followers increased affiliate revenue 127% in first month using automation.”

Bad: “Our clients love working with us!”

6. Clear next steps

Don’t end with “let me know if you’re interested.”

End with: “Reply ‘Yes’ to approve. We’ll schedule a 15-minute kickoff call and have you live by [DATE].”

Instagram Automation Proposal Template

Copy these sections. Replace [CLIENT NAME], [X], and placeholders with real data.

Section 1: Executive Summary

Instagram is [CLIENT NAME]'s fastest-growing channel, but you're losing money every hour.

Here's why: When someone comments "link please" or asks about pricing, they're ready to buy. But if they wait 2+ hours for a reply, 67% move on to a competitor.

You're getting [X] comments per day. That's [X × 30] hot leads per month slipping through the cracks.

This proposal solves that. We'll automate your Instagram DMs to respond instantly when followers engage. Send product links, booking calendars, or discount codes the second someone shows interest.

Result: More sales, zero extra hours.

Setup: 48 hours. No password sharing. 100% Instagram-compliant.

How to customize:

• Check their Instagram comment volume (count comments on recent posts, calculate daily average)
• Calculate monthly leads: daily comments × 30
• Keep the “67% move on” stat—it’s from ManyChat’s 2026 engagement research

Section 2: The Problem You’re Facing

## The Problem You're Facing

Right now, [CLIENT NAME] is leaving money on the table. Here's what's happening:

**Slow Response Times**
Your team responds to Instagram DMs in 2-8 hours on average. By then, 67% of potential customers have already bought from someone faster.

**Manual Work That Doesn't Scale**
Someone on your team is copy-pasting the same product links, pricing info, and booking URLs 20-50 times per day. That's 10+ hours per week of repetitive work.

**Lost Sales After Hours**
Your best posts go live at [TIME], but comments keep coming until midnight. If someone asks "how much?" at 9pm, they're not waiting until tomorrow for an answer.

**No Way to Track What Works**
You're posting content, getting engagement, driving traffic somewhere. But you have no idea which posts are actually generating sales conversations.

**The Cost:**
- [X] comments per day × 30 days = [X] missed conversations per month
- Average deal value: $[X]
- Conservative 5% conversion rate on fast replies = [X] conversions
- **Lost revenue: $[X]/month = $[X × 12]/year**

How to customize:

• Insert their typical response time (ask during discovery or check their DMs)
• Use their average order value (AOV) from e-commerce or booking value
• Calculate monthly and annual lost revenue (be conservative—5% conversion is safe)

Section 3: How Instagram DM Automation Works

## How Instagram DM Automation Works

We install a system that responds to Instagram comments and DMs automatically, 24/7.

**What It Does:**

**Instant Replies to Comments**
Someone comments "link?" or "price?" → They get a DM within 2 seconds with your product link or pricing info.

**Story Reply Automation**
Followers reply to your Stories → Automatic response with your booking calendar, lead magnet, or next step.

**Keyword Triggers**
Set up custom triggers. When someone says "shipping," they get shipping info. When they say "discount," they get your current offer.

**Smart Follow Logic**
Only sends DMs to followers (not random accounts). Keeps you Instagram-compliant and avoids spam flags.

**Link Tracking**
See exactly which posts drive the most link clicks, bookings, or sales conversations.

**What It Doesn't Do:**
- No generic bot responses (messages sound like you wrote them)
- No spam (only replies to people who engaged first)
- No password sharing (uses Instagram's official API)
- No ban risk (100% compliant with Meta's rules)

**The Result:**
Every interested follower gets an instant, helpful reply. You capture sales while you sleep. Your team stops copy-pasting links all day.

How to customize:

• Add client-specific examples: “When someone comments on your [PRODUCT] posts, they’ll instantly get your Shopify link”
• Mention their specific use case: e-commerce (product links), coaching (Calendly), affiliates (Amazon links)

Section 4: What You Get (Deliverables)

## What You Get

**Month 1: Setup & Strategy**
- Instagram DM automation setup (comment-to-DM, Story replies, keyword triggers)
- Custom message templates (3-5 templates for your top products/services)
- Follow-before-DM logic configuration
- Link tracking setup with UTM parameters
- Analytics dashboard access
- Testing and QA period (7 days)

**Ongoing: Management & Optimization**
- Weekly performance reports (DMs sent, links clicked, response rate)
- Monthly message optimization (A/B test copy, update templates)
- New automation workflows as needed (seasonal offers, product launches)
- 24/7 monitoring and technical support
- Compliance audits (ensure Instagram API requirements met)
- Quarterly strategy calls

**You Also Get:**
- Message template library (10+ tested templates)
- Best practices guide for comment-driving content
- ROI tracking spreadsheet
- Onboarding training (1-hour session for your team)

How to customize:

• Adjust number of message templates based on their product range
• Add industry-specific deliverables (e-commerce: abandoned cart DMs, coaching: lead qualification workflows)
• Specify tools you’ll use (CreatorFlow, ManyChat, etc.)

Section 5: Investment Options (3-Tier Pricing)

This is the most important section. Three pricing tiers give clients control and increase close rates.

## Investment Options

### STARTER | $99/month

**Best for:** Testing automation, single Instagram account

**Includes:**
- 1 Instagram account
- Up to 2,000 automated DMs/month
- 3 automation workflows (comment-to-DM, Story replies, 1 keyword trigger)
- Basic analytics dashboard
- Email support (48-hour response)
- Monthly performance report

**Ideal if:** You're getting 50-100 comments per day, want to test automation before scaling

---

### GROWTH | $149/month

**Best for:** Active accounts with high engagement (MOST POPULAR)

**Includes:**
- 1 Instagram account
- Up to 5,000 automated DMs/month
- Unlimited automation workflows (keyword triggers, follow-ups, custom logic)
- Advanced analytics (link tracking, conversion tracking, geo-data)
- Email collection in DMs
- Priority email support (24-hour response)
- Weekly performance reports
- Monthly optimization call

**Ideal if:** You're getting 100-200 comments per day, ready to scale, need detailed analytics

---

### AGENCY | $299/month

**Best for:** Multiple accounts or high-volume brands

**Includes:**
- Up to 3 Instagram accounts
- Up to 15,000 automated DMs/month (5K per account)
- Everything in Growth plan
- Multi-account dashboard
- Dedicated account manager
- Phone + email support (4-hour response)
- Bi-weekly strategy calls
- Custom integrations (Zapier, CRM, email tools)

**Ideal if:** Managing multiple brands, need white-label reporting, require hands-on support

---

**All Plans Include:**
- 100% Instagram API-compliant setup
- No password sharing required
- Cancel anytime (no contracts)
- 48-hour setup time
- 30-day money-back guarantee

Pricing customization notes:

Adjust tiers based on:

• Client’s Instagram volume (comments/day determines which tier fits)
• Your costs (tool subscriptions + your time)
• Market positioning (premium agencies charge more)

Industry benchmarks (January 2026):

• Social media agencies charge $500-$5,000/month retainers (Sked Social, January 2026)
• Instagram automation managed services: $2,000-$5,000/month (ManyChat, January 2026)
• DIY tool costs: $15-$29/month (CreatorFlow Pro $15/mo, ManyChat Pro $15-$260/mo)

Your pricing should reflect:

• Tool cost (CreatorFlow Pro $15/mo + your markup)
• Setup time (2-4 hours initial setup)
• Ongoing management (1-2 hours/week optimization)

Pro tip: Mark the middle tier “MOST POPULAR” or “BEST VALUE” to anchor clients toward it.

Section 6: ROI Analysis (The Numbers)

This is what closes deals. Show them the money.

## The Numbers: What This Actually Returns

Let's be conservative with the math.

**Your Current Situation:**
- Instagram comments per day: [X]
- Average response time: [X hours]
- Estimated lost leads (slow response): 40% of comments
- Average order value: $[X]
- Current conversion rate on fast replies: 5%

**What Changes With Automation:**
- Response time: 2 seconds (24/7)
- Leads captured: 95% of comments (no more missed DMs)
- Conversion rate: 8% (faster responses = higher conversion)

**Monthly Impact:**

| Metric | Before | After | Difference |
|--------|--------|-------|------------|
| Comments/day | [X] | [X] | - |
| Monthly comments | [X × 30] | [X × 30] | - |
| Leads captured | [X × 30 × 0.6] | [X × 30 × 0.95] | +[DIFFERENCE] |
| Conversions (5% → 8%) | [BEFORE] | [AFTER] | +[DIFFERENCE] |
| **Revenue** | **$[X]** | **$[Y]** | **+$[DIFFERENCE]** |

**Your Investment:** $[PLAN PRICE]/month
**Additional Revenue:** $[DIFFERENCE]/month
**ROI:** [ROI PERCENTAGE]%
**Payback Period:** [DAYS] days

**What This Doesn't Include:**
- Time saved (10+ hours/week your team isn't copy-pasting links)
- After-hours sales (capturing leads at 9pm, midnight, 6am)
- Increased follower trust (instant responses = better brand perception)
- Data you can't get now (which posts actually drive sales conversations)

**Break-Even Analysis:**
You need [X] additional sales per month to break even. Based on your current traffic, that's a [X]% conversion lift. Automation typically delivers 50-100% lift.

How to calculate ROI:

1. Get their metrics:

   • Comments per day (count on recent posts)
   • Average order value (ask during discovery)
   • Current conversion rate (if they don’t know, use 5% as conservative baseline)

2. Calculate lost leads:

   • Monthly comments = daily comments × 30
   • Lost leads = monthly comments × 0.4 (assume 40% lost due to slow responses)

3. Calculate automation impact:

   • Leads captured with automation = monthly comments × 0.95 (95% capture rate)
   • New conversions = (leads after - leads before) × 0.08 (8% conversion)
   • Revenue increase = new conversions × average order value

4. ROI formula:

   • ROI = (Revenue increase - Monthly cost) / Monthly cost × 100

Example calculation:

Client gets 50 comments/day, $100 AOV:

• Monthly comments: 50 × 30 = 1,500
• Before automation: 1,500 × 0.6 × 0.05 = 45 sales = $4,500
• After automation: 1,500 × 0.95 × 0.08 = 114 sales = $11,400
• Revenue increase: $6,900/month
• Investment: $149/month (Growth plan)
• ROI: ($6,900 - $149) / $149 × 100 = 4,530%
• Payback: 0.65 days

Industry benchmark: 5:1 ROI is standard for social media (Improvado, January 2026). If your calculation shows less than 3:1, adjust expectations or tier.

Section 7: Implementation Timeline

## Implementation Timeline

**Week 1: Setup & Configuration**

**Days 1-2: Technical Setup**
- Instagram account connection (no password needed)
- API integration and compliance check
- Dashboard access provisioned

**Days 3-5: Strategy & Templates**
- Kickoff call (60 minutes)
- Message template creation (based on your brand voice)
- Keyword trigger mapping (top 10 questions your followers ask)
- Link tracking setup

**Days 6-7: Testing Period**
- Internal testing (we trigger automations, verify responses)
- Your team review (approve message copy, flow logic)
- Soft launch (activate for 10% of comments)

**Week 2: Go-Live & Optimization**

**Day 8: Full Launch**
- Activate all automations
- Monitor first 24 hours closely
- Make real-time adjustments

**Days 9-14: Active Monitoring**
- Daily performance checks
- Message copy tweaks based on engagement
- Additional workflows added as needed

**Week 3-4: Optimization**
- First performance report delivered
- A/B test message variations
- Add new keyword triggers based on data
- First optimization call (30 minutes)

**Ongoing: Month 2+**
- Weekly performance monitoring
- Monthly reports and strategy calls
- Continuous optimization based on results
- New automation workflows for launches/seasonal offers

How to customize:

• If client needs faster setup, compress Week 1 into 3-4 days
• If client is cautious, extend testing period to 14 days
• Add industry-specific milestones (e-commerce: product catalog integration, coaching: CRM sync)

Section 8: Next Steps (The Close)

This is where you ask for the sale. Be direct.

## Next Steps

If this makes sense for [CLIENT NAME], here's what happens next:

**Step 1: Reply to This Proposal**
Let us know which plan fits your needs (Starter, Growth, or Agency). If you need a custom setup, we can build that too.

**Step 2: 15-Minute Kickoff Call**
We'll walk through your Instagram account, identify your top 3-5 automation opportunities, and answer any questions. No pressure, just clarity.

**Step 3: Setup Begins (48 Hours)**
Once you approve, we connect your Instagram account (no password needed), build your automations, and have you live within 2 days.

**Step 4: Go Live**
We monitor the first week closely, make adjustments, and ensure everything runs smoothly. You start capturing leads you'd otherwise miss.

**Questions Before Moving Forward?**

**"How do I know this won't get my account banned?"**
We use Instagram's official API. Meta-verified. Zero ban risk.

**"What if I don't like the message copy?"**
We revise until you approve. You have final say on every word.

**"Can I cancel if it doesn't work?"**
Yes. 30-day money-back guarantee, cancel anytime after that.

**"How long until I see results?"**
Most clients see increased response rates within 48 hours of going live.

**Ready to Start?**
Reply with "Let's do this" and your preferred plan. We'll schedule the kickoff call and have you live by [DATE 7 DAYS OUT].

**Not Ready Yet?**
That's fine. If you want to see a demo first, book 15 minutes here: [CALENDLY LINK]

**Have Questions?**
Email: [YOUR EMAIL]
Phone: [YOUR PHONE]
Response time: Within 4 hours (usually faster)

Looking forward to helping [CLIENT NAME] capture every lead.

[YOUR NAME]
[YOUR TITLE]
[AGENCY NAME]

How to customize:

• Insert real calendar link (Calendly, Acuity, Google Calendar)
• Add actual contact info (email, phone)
• Calculate “live by” date (today + 7 days)
• Consider adding FAQ section specific to their industry (e-commerce: “Will this work with Shopify?”)

How to Handle Common Objections

Even with a perfect proposal, clients will have concerns. Here’s how to address the top 5.

Objection 1: “This is too expensive”

What they really mean: “I don’t see the value justifying the price”

How to respond:

I understand budget concerns. Let me break down the math:

Right now, you're losing [X] leads per month worth $[X] in revenue.
Our Growth plan costs $149/month.
If automation captures just [X] additional sales (a [X]% lift), you've made $[X] extra revenue.
That's a [X]% ROI in month one.

Compare that to:
- Hiring a VA to respond to DMs: $800-$1,200/month
- Per-contact pricing (ManyChat): $15-$260/month depending on volume
- Building this in-house: 20+ hours of dev time = $2,000+

What we're proposing pays for itself in [X] days. After that, it's pure profit.

Pro tip: If they say “I got a cheaper quote,” ask what’s included. Often cheaper proposals exclude setup, optimization, or ongoing support.

Objection 2: “I need to think about it”

What they really mean: “I have unanswered questions” or “I’m not the sole decision-maker”

How to respond:

Absolutely, this is an important decision. To help you think it through, what specific questions can I answer?

Some common ones I hear:
- Timeline: "When do we need this live?"
- ROI: "What's the payback period?"
- Risk: "What if it doesn't work?"
- Approval: "Do you need buy-in from someone else?"

If you tell me what's holding you back, I can address it directly. Would a quick 10-minute call help?

Pro tip: If they say “I’ll get back to you,” set a specific follow-up date. “Should I follow up Friday, or is Monday better?”

Objection 3: “We’ve tried automation before and it didn’t work”

What they really mean: “I got burned by a bad experience”

How to respond:

That's exactly why we do it differently. What went wrong last time?

Common issues with automation:
- Generic bot responses that feel robotic → We write custom templates in your brand voice
- Spam complaints → We only DM followers (not random accounts)
- No results tracking → We show you exactly which posts drive sales conversations
- Slow support → You get a dedicated account manager (4-hour response time)

We also offer a 30-day money-back guarantee. If you're not seeing results in month one, you get a full refund. Zero risk.

What specifically are you worried about happening again?

Pro tip: Turn their past bad experience into your differentiator. “That’s why we [do X differently].”

Objection 4: “Can’t we just do this ourselves?”

What they really mean: “Why should I pay you when I can DIY?”

How to respond:

You absolutely can. Here's what that looks like:

**DIY Route:**
- Tool cost: $15-$29/month (CreatorFlow, ManyChat)
- Setup time: 5-10 hours (learning the platform, building workflows)
- Ongoing optimization: 2-3 hours/week (A/B testing, updating templates)
- Total time: 15-20 hours in month one, 8-12 hours/month after

If your time is worth $50/hour, that's $750-$1,000 in month one, $400-$600/month ongoing.

**Our Route:**
- $149/month (Growth plan)
- We handle setup, optimization, monitoring
- You spend 1 hour on kickoff call, then zero hours after
- Total time: 1 hour in month one, 30 minutes/month for strategy calls

DIY costs you more in time. Plus, we've done this 50+ times. We know what works.

If you'd rather invest your time in creating content (what actually grows your account), we handle the automation backend.

Pro tip: Frame DIY as “possible but expensive” (time cost). Your service is “done-for-you expertise.”

Objection 5: “We’re not ready yet” or “Let’s revisit this in Q2”

What they really mean: “This isn’t urgent” or “I don’t have budget allocated”

How to respond:

I get it—timing matters. Help me understand: what needs to happen before you're ready?

If it's budget, we can start with the Starter plan ($99/mo) to prove ROI, then upgrade in Q2.

If it's workload, setup only takes 1 hour of your time (we handle the rest).

If it's priority, consider this: every month you wait, you lose [X] leads worth $[X].
That's $[X × 3] by Q2. Is it worth waiting?

We can also do a 30-day pilot. Test it now, evaluate results, then decide if you want to continue in Q2. No long-term commitment.

Pro tip: If they truly aren’t ready, schedule a follow-up. “Should I check back in February, or would March be better?”

Proposal Delivery Best Practices

How you send the proposal matters as much as what’s in it.

Format Options

1. Google Doc (Recommended for Most Clients)

Pros:

• Clients can comment inline with questions
• You can see who viewed it and when
• Easy to update if you need to revise pricing
• Feels collaborative, not formal

Cons:

• Less polished than PDF
• Clients can accidentally edit (set to “Suggest” mode)

When to use: First-time clients, collaborative relationships, clients who ask lots of questions

2. PDF (Best for Formal Presentations)

Pros:

• Professional, polished look
• Can’t be edited (protects your pricing)
• Easy to forward to decision-makers
• Can include branded design

Cons:

• Hard to update after sending
• No inline comments (questions come via email)
• Feels more transactional

When to use: Corporate clients, RFP responses, formal bids

3. Notion Page (Modern, Interactive)

Pros:

• Looks clean and modern
• Can embed videos, calendars, ROI calculators
• Easy to navigate (table of contents sidebar)
• Shows you care about presentation

Cons:

• Requires Notion account to comment
• Some clients unfamiliar with Notion
• Can feel “too casual” for enterprise

When to use: Tech-savvy clients, startups, creative agencies

4. Slides Deck (For In-Person Presentations)

Pros:

• Visual, easy to present on a call
• Great for storytelling (problem → solution → proof)
• Can walk through it together

Cons:

• Doesn’t work well as standalone document
• Clients need you to explain it
• Hard to include detailed copy

When to use: Discovery calls, Zoom presentations, in-person meetings

Delivery Checklist

Before hitting send:

• Personalized: Client name appears 5+ times (not just header)
• Metrics verified: Their comment volume, response time, AOV are accurate
• ROI calculated: Numbers are real, not placeholders
• Pricing customized: Tier recommendations match their volume
• Contact info updated: Your email, phone, calendar link work
• Grammar checked: Run through Grammarly or Hemingway
• Mobile-friendly: Open on phone to ensure it’s readable
• Links tested: Calendar booking, case studies, demo all work
• Attachments included: Case studies, one-pagers, templates

Follow-Up Sequence

Don’t just send the proposal and wait. Follow up strategically.

Day 1 (Send Proposal):

Subject: “Instagram DM Automation Proposal for [CLIENT NAME]”

Hi [NAME],

Attached is the Instagram DM automation proposal we discussed.

Quick recap:
- You're getting [X] comments/day but losing 40% due to slow responses
- We'll automate DMs to respond in 2 seconds, 24/7
- ROI: [X]% based on conservative estimates
- Setup: 48 hours, live by [DATE]

I recommend the Growth plan ($149/mo) based on your volume, but I included Starter and Agency options as well.

Questions? Reply here or book 15 minutes: [CALENDAR LINK]

[YOUR NAME]

Day 3 (First Follow-Up):

Subject: “Quick question on the proposal”

Hi [NAME],

Did you get a chance to review the Instagram automation proposal?

I know you mentioned wanting to reduce manual DM work—the Growth plan specifically addresses that with unlimited keyword triggers and weekly optimization.

Any questions I can answer? Happy to jump on a quick call to walk through the ROI section.

[YOUR NAME]

Day 7 (Second Follow-Up - Phone Call):

Don’t email. Call them.

If they answer: “Hey [NAME], following up on the Instagram automation proposal. What questions can I answer?”

If voicemail: “Hi [NAME], this is [YOUR NAME]. Wanted to see if you had any questions on the proposal I sent last week. Shoot me a text or email, or grab 10 minutes on my calendar: [LINK].”

Day 10 (Final Follow-Up):

Subject: “Is Instagram automation still a priority?”

Hi [NAME],

I haven't heard back, so I'm assuming Instagram DM automation isn't a priority right now.

No problem—when priorities shift, these things get pushed.

If that's changed and you'd still like to move forward, I'm happy to revisit. Otherwise, I'll close this out and check back in [Q2/6 months].

Either way, thanks for your time.

[YOUR NAME]

Pro tip: The “I’ll assume this isn’t a priority” email often gets responses. It’s non-pushy but gives them a reason to reply.

Bonus: One-Pager Summary Template

Some clients want the TL;DR version first. Use this as a pre-proposal teaser or post-proposal summary.

# Instagram DM Automation for [CLIENT NAME]

**The Problem:**
You're losing [X] leads per month because responses take 2-8 hours. By then, 67% of buyers have moved on.

**The Solution:**
Automate Instagram DMs to respond in 2 seconds, 24/7. Send links, capture emails, book calls instantly.

**What You Get:**
- Instant replies to comments and Story replies
- Custom keyword triggers ("link?" → product link sent)
- Link tracking and analytics
- 48-hour setup, zero password sharing

**Investment:**
$[PLAN PRICE]/month

**ROI:**
[X] additional sales per month = $[X] extra revenue
Payback: [X] days

**Timeline:**
Live in 48 hours

**Guarantee:**
30-day money-back, cancel anytime

**Next Step:**
Reply "Yes" → 15-min call → Live by [DATE]

---

[YOUR NAME]
[YOUR EMAIL]
[YOUR PHONE]
[CALENDAR LINK]

When to use:

• Send before full proposal to gauge interest
• Attach to follow-up emails as quick reminder
• Use as email signature when discussing automation
• Include in pitch decks or discovery call recaps

How to Customize This Template for Different Industries

The core structure works for any client, but customize examples and metrics based on industry.

E-commerce Brands

Pain points to emphasize:

• Abandoned cart questions (“Is this in stock?”)
• Product link requests (“Where can I buy this?”)
• Shipping inquiries (“Do you ship to [country]?”)

ROI metrics:

• Average order value (AOV)
• Cart abandonment rate (if you can reduce it)
• Product page click-through rate from Instagram

Example deliverable:

• “Product catalog automation: When someone comments on a product post, they get a direct link to that product’s Shopify page with their follower discount code applied.”

Coaches & Consultants

Pain points to emphasize:

• Manual DM responses to discovery call requests
• Lead qualification time (sorting serious inquiries from browsers)
• Missed booking opportunities after hours

ROI metrics:

• Average client value (ACV)
• Discovery call booking rate
• No-show rate (automation can send reminders)

Example deliverable:

• “Automated discovery call booking: When someone asks about coaching, they get your Calendly link instantly. Bonus: We’ll send a reminder DM 24 hours before the call to reduce no-shows.”

Content Creators & Influencers

Pain points to emphasize:

• Affiliate link distribution (Amazon, LTK, ClickBank)
• DM overload after viral posts
• Unable to monetize engagement fast enough

ROI metrics:

• Affiliate commission per post
• Link click-through rate
• DM-to-sale conversion

Example deliverable:

• “Affiliate link automation: When someone comments ‘link please’ on your skincare Reel, they get your Amazon affiliate link within 2 seconds. We’ll track clicks and conversions so you know which posts drive the most commissions.”

Service Businesses (Salons, Gyms, Local Businesses)

Pain points to emphasize:

• Booking requests via DM instead of phone/website
• After-hours inquiry responses
• Appointment reminders and confirmations

ROI metrics:

• Average appointment value
• Booking conversion rate
• No-show rate

Example deliverable:

• “Booking automation: When someone comments asking about availability, they get a link to book directly through your scheduling system (Calendly, Acuity, Square Appointments). We can also send automated appointment reminders 24 hours before.”

Agencies Managing Multiple Client Accounts

Pain points to emphasize:

• Time spent manually responding to client DMs
• Inconsistent response times across accounts
• Difficulty tracking performance per client

ROI metrics:

• Hours saved per week (value of team time)
• Client retention (faster responses = happier clients)
• Upsell opportunities (data insights from automation)

Example deliverable:

• “Multi-account dashboard: Manage automation for up to 3 client accounts from one interface. See performance metrics per account, export white-label reports for clients monthly.”

Tools to Use Alongside This Proposal

Proposal software (optional but helpful):

• PandaDoc - Professional proposals with e-signature integration ($19-$49/mo)
• Proposify - Templates, analytics, CRM integration ($49/mo)
• Qwilr - Interactive web-based proposals ($35/mo)
• Better Proposals - Simple templates with analytics ($19/mo)

Or use free tools:

• Google Docs (free, collaborative)
• Canva (free design templates)
• Notion (free for personal use)

Instagram automation tools to deliver the service:

• CreatorFlow - $15/mo Pro plan, best for agencies ($29/mo Growth for multi-account)
• ManyChat - $15-$260/mo, feature-rich but complex
• LinkDM - $19/mo, established user base

Analytics and reporting:

• Instagram Insights (free, built-in)
• Google Analytics with UTM tracking (free)
• Later or Hootsuite for scheduling and analytics

What to Do After They Say Yes

Congratulations, they approved the proposal. Now what?

Step 1: Send Confirmation Email (Within 1 Hour)

Subject: Let's get started - Next steps for Instagram automation

Hi [NAME],

Excited to get started! Here's what happens next:

**This Week:**
- Monday: Kickoff call (I'll send calendar invite)
- Tuesday-Wednesday: We'll build your automation workflows
- Thursday: You review and approve message templates
- Friday: Testing period begins

**You'll Need:**
- Access to your Instagram account (I'll walk you through the connection process—no password sharing)
- List of your top 5 FAQs (we'll build keyword triggers around these)
- Brand voice examples (any existing message templates you love)

**I'll Need from You:**
- 1 hour for kickoff call
- 15 minutes to review message templates mid-week
- Approval to go live on Friday

Sound good? Reply to confirm and I'll send the kickoff call invite.

[YOUR NAME]

Step 2: Schedule Kickoff Call (60 Minutes)

Agenda:

1. Account connection (10 min) - walk them through Instagram API authorization
2. Pain points review (10 min) - confirm top 5 questions their followers ask
3. Message template brainstorm (20 min) - draft 3-5 automated responses together
4. Timeline confirmation (10 min) - set dates for testing, go-live, first report
5. Q&A (10 min)

Pro tip: Record the call (with permission) so you can reference brand voice details later.

Step 3: Build Automations (Days 2-4)

Your checklist:

• Connect Instagram account via official API
• Set up comment-to-DM automation (3-5 keyword triggers)
• Configure Story reply automation
• Write message templates in their brand voice
• Add link tracking (UTM parameters)
• Build analytics dashboard
• Internal testing (trigger automations yourself)

Step 4: Client Review (Day 5)

Send them:

• Screenshots of automation workflows
• Sample DM messages (exactly what followers will receive)
• Test results (show it working)

Ask for:

• Copy approval (“Does this sound like your brand?”)
• Keyword additions (“Any other triggers we should add?”)
• Go-live confirmation (“Ready to activate Friday?”)

Step 5: Soft Launch (Days 6-7)

Don’t go 100% live immediately. Start with 10-20% of comments.

Why? If there’s a typo, broken link, or messaging issue, you catch it before thousands of people see it.

Monitor closely:

• Response rate (are people replying to the automated DM?)
• Click-through rate (are they clicking links?)
• Complaints or confusion (any negative feedback?)

Step 6: Full Launch (Day 8)

Activate all automations. Monitor the first 24 hours closely.

Send client a check-in email:

Subject: Instagram automation is live - first 24 hours

Hi [NAME],

Your Instagram DM automation went live at [TIME] yesterday. Here's what happened in the first 24 hours:

- [X] DMs sent automatically
- [X] link clicks
- [X] replies to automated messages
- Response time: 2 seconds (vs. [X hours] before)

Everything running smoothly. I'm monitoring daily this week and will send your first full report Friday.

Questions? Let me know.

[YOUR NAME]

Step 7: First Performance Report (Day 14)

Send a detailed report at the 2-week mark.

Include:

• DMs sent (total volume)
• Link clicks (CTR)
• Conversions (if trackable)
• Top-performing posts (which content drove most DMs)
• Recommendations (new keyword triggers, message tweaks)

Template:

## Instagram DM Automation - 2-Week Performance Report

**Period:** [START DATE] - [END DATE]

**Key Metrics:**
- Automated DMs sent: [X]
- Links clicked: [X] ([X]% CTR)
- Estimated conversions: [X] (based on [X]% close rate)
- Response time: 2 seconds (24/7)

**Top Performing Posts:**
1. [POST TITLE/LINK] - [X] DMs triggered
2. [POST TITLE/LINK] - [X] DMs triggered
3. [POST TITLE/LINK] - [X] DMs triggered

**What's Working:**
- [KEYWORD TRIGGER] gets the highest reply rate ([X]%)
- Story reply automation is converting at [X]%
- After-hours DMs (6pm-6am) represent [X]% of volume

**Recommendations:**
- Add keyword trigger for "[NEW KEYWORD]" (we're seeing this question a lot)
- A/B test a shorter version of the product link DM
- Consider adding a follow-up DM sequence for non-clickers

**Next Steps:**
I'll implement these updates this week and send the next report in 30 days.

Questions? Let's discuss on our monthly call [DATE].

[YOUR NAME]

FAQ

How long should a proposal be?

Ideal length: 5-8 pages for service proposals, 2-3 pages for simple projects.

Too short (1-2 pages) looks rushed. Too long (15+ pages) won’t get read.

This template is ~7 pages when customized. That’s the sweet spot.

Should I include case studies in the proposal?

Yes, but only if they’re relevant and specific.

Good case study:

• “Fitness creator with 18K followers increased affiliate revenue 127% in first month using automation. DM response time went from 6 hours to 2 seconds. Link CTR improved from 3% to 11%.”

Bad case study:

• “Our clients love working with us and see great results!”

Include 1-2 case studies in the “Social Proof” section or after ROI analysis. If you don’t have case studies yet, use industry benchmarks instead.

What if I don’t have exact client metrics?

Make conservative estimates based on:

• Instagram Insights (average comments per post)
• Industry benchmarks (5% DM-to-sale conversion is safe)
• Their self-reported data (“We get about 50 comments a day”)

Always note: “Based on estimated data. We’ll track exact metrics once live.”

Being approximately right is better than having no numbers.

How do I price if the client is bigger than my template tiers?

Create a custom tier.

Example: Client gets 500 comments/day (15,000/month).

Custom tier:

• Enterprise Plan: $499/month
• Up to 5 Instagram accounts
• 50,000 automated DMs/month
• Dedicated account manager
• Weekly calls
• Custom integrations (CRM, email, Shopify)
• White-label reporting

Price based on:

• Your tool costs (CreatorFlow Growth $29/mo × 5 accounts = $145)
• Your time (10-15 hours/month management = $500-$1,500 depending on your rate)
• Market positioning (enterprise expects to pay more)

Should I include a contract or terms of service?

Yes, always.

Either:

1. Include “Terms of Service” section at end of proposal
2. Send a separate service agreement after proposal approval

Minimum terms to include:

• Payment terms (monthly, upfront, net 30)
• Cancellation policy (30-day notice, no refunds after 30 days)
• What happens if Instagram bans the account (not your fault, no refunds)
• Deliverable timeline (setup within 48 hours, reports monthly)
• Intellectual property (who owns message templates, workflows)

Pro tip: Use a simple contract template from Bonsai, HoneyBook, or PandaDoc.

What if the client wants to negotiate price?

Option 1: Offer a different tier

“I understand budget is tight. Our Starter plan at $99/mo includes core features. You can upgrade to Growth later once you see ROI.”

Option 2: Reduce scope, not price

“To hit your budget of $99/mo, we can reduce to 2,000 DMs/month and monthly (instead of weekly) reports. Would that work?”

Option 3: Stand firm

“Our pricing reflects the value and time commitment. At $149/mo, you’re getting [X] in additional revenue and saving [X] hours/week. I can’t go lower and deliver the same quality.”

Don’t: Immediately drop your price 20% when they push back. That signals your original price was inflated.

How do I know if a prospect is qualified before sending a proposal?

Use the BANT framework during discovery:

Budget: “What’s your monthly budget for Instagram growth tools and services?” If they say “under $50/mo,” they’re not qualified for a $149/mo service.

Authority: “Who else is involved in this decision?” If they say “I need to run this by my boss,” you need to get the boss on the call.

Need: “What happens if you don’t solve this problem?” If they say “nothing really,” they’re not in pain. No pain = no urgency.

Timing: “When do you need this implemented?” If they say “maybe later this year,” they’re not ready. Follow up in Q3.

Pro tip: If a prospect fails 2+ BANT criteria, don’t send a proposal. It’ll get rejected. Do more discovery first.

Related Articles

Instagram Automation for Marketing Agencies: Multi-Account Management Learn how agencies manage multiple client Instagram accounts with DM automation, workspace separation, and team permissions.

Instagram Automation Reporting for Agencies: What to Track and How to Present It Track the right metrics (DM-to-sale conversion, link CTR, response time) and create client-ready reports that prove ROI.

How to Price Social Media Services: Agency Pricing Guide (2026) Deep dive into agency pricing models, hourly rates vs. retainers, value-based pricing, and how to justify your rates to clients.

Best Instagram Chatbot: 10 Tools Compared (2026) Compare CreatorFlow, ManyChat, LinkDM, and 7 other Instagram automation tools. Pricing, features, and which is best for agencies.

Ready to start closing more Instagram automation clients? Copy this template, customize it with your client’s metrics, and send. You’ll save 3 hours per proposal and increase your close rate by focusing on ROI, not features.

Want to deliver Instagram DM automation services to your clients? CreatorFlow’s Growth plan supports up to 5 Instagram accounts for $29/month—perfect for agencies managing multiple clients.

Disclaimer: This article was researched and written in January 2026. Agency pricing benchmarks, industry statistics, and tool features were verified via web search as of January 28, 2026. Instagram automation policies and API requirements may change. Always verify current Instagram API terms before implementing automation services. Proposal templates are provided as starting points—customize based on your specific client needs and local regulations.