Turn discovery notes into a proposal first draft
A review-ready proposal draft appears within fifteen minutes of discovery, grounded only in what the buyer actually said.
The problem
Strong opportunities stall for days while someone reconstructs discovery notes into scope, outcomes, and pricing language.
What you get
A working system with the steps, tools, checkpoints, and expected return made explicit.
- Setup
- 75 minutes
- Back each week
- 5 hours
- Difficulty
- assisted
Expected return
The working case
A planning estimate, not a guaranteed result. Measure the first four weeks against your own baseline.
240
hours returned per year
At 5 hours/week across 48 working weeks.
1
week to earn back setup
Compare the setup estimate with the weekly time returned.
Operating contract
Input
The source material, constraints, and examples a human would need to do this work well.
Checkpoint
A person reviews judgment calls, sensitive content, unfamiliar tools, and irreversible actions.
Success signal
Track time returned, corrections required, and exceptions. Keep it only if the measured result compounds.
Before you start
- ·An approved proposal template
- ·A current rate card and proof library
The steps
- 01
Create an approved proposal structure with fixed sections for situation, outcomes, scope, exclusions, investment, and next step.
- 02
Feed the transcript, CRM fields, rate card, and approved proof points into a drafting step.
- 03
Require a source note for every claim and a visible placeholder for missing commercial decisions.
Copy this prompt
Draft the proposal using only the supplied discovery evidence and rate card. Do not invent metrics, deadlines, integrations, or customer proof. Put [DECISION NEEDED] anywhere a human must choose. Inputs: [transcript, CRM, rate card]
- 04
Have the deal owner approve scope, numbers, and promises before sending.
What it runs on
- Fathom
Discovery transcript source.
- Google Docs
Human review and final editing surface.
- HubSpot
Deal context and approved fields.
Where this goes wrong
- Never let AI set price, legal terms, or delivery dates.
- A polished invention is more dangerous than an obvious blank; preserve placeholders.
Definition of done
Run it for four weeks. Then make it earn its place.
- □ Baseline the manual time before launch.
- □ Keep a human approval step for consequential output.
- □ Record corrections and exceptions, not just successes.
- □ Expand, revise, or retire it after the first review.
Build the system around it
Related workflows
If this one stops working, tell us. Three reports in a month and it leaves the library until a person has looked at it again.