Prepare proposals without starting from scratch
When customer enquiries regularly concern similar services, writing is only part of the work. Information is missing, prices need checking and details must be transferred into the right template. I help Swiss SMEs, agencies and independent professionals automate selected steps in that process. You retain control over scope, commercial terms and sending.
Discuss your workflowWhen this approach is useful
A good starting point is a recurring service with a maintained catalogue and clear pricing rules. Bespoke projects can still be supported, but unresolved questions must remain visible. Where every proposal requires a new professional assessment, I focus on preparing the information rather than producing a document that only looks finished.
From an enquiry to a reviewable draft
Inputs might include a customer email, a form or structured meeting notes. The workflow identifies requested services, quantities, dates and missing details. Approved templates and catalogue data provide the basis for the draft. Prices come from those sources or agreed calculations; a language model does not invent them.
Example using fictional data
What a proposal draft could look like
Not a client case study or a real project result. All details are fictional.
Request “Please quote for a two-hour workshop and one hour of preparation. The date is still to be agreed.”
Preparation The two services are matched to a fictional approved price list. This example uses CHF 150.00 per hour, no discounts and 8.1% VAT.
| Service | Calculation | Net |
|---|---|---|
| Workshop | 2 h × 150.00 | 300.00 |
| Preparation | 1 h × 150.00 | 150.00 |
Calculation check 300.00 + 150.00 = 450.00 net. VAT: 450.00 × 8.1% = 36.45. Total: CHF 486.45 including VAT. These example rates are not a quote from OpenClaw Consulting.
Your approval → output You check the scope, date, price source and VAT treatment. Only then does the draft become an approved proposal; it is not sent automatically.
If something is missing Without a confirmed date, the draft stays marked “Question outstanding”. If a catalogue price is missing, the line item is not estimated.
Pricing checks and approval are part of the workflow
Before review, the workflow checks required fields, quantities, discounts, calculations and catalogue currency. If minimum margins or discount limits matter, their underlying data must be available and the rules agreed. Incomplete or contradictory data stops the affected draft. A warning is not a substitute for professional judgement.
You review the service scope, assumptions, prices and terms. Only your explicit approval permits the agreed next step. Generating a proposal does not automatically create a financial commitment. Contract changes and binding promises are not left to unattended processing.
Outputs, exceptions and your existing systems
The output may be an editable document draft or a PDF. Whether a CRM entry is useful and technically possible depends on your system and its interfaces. Missing prices, outdated templates or services that cannot be matched result in a question or a task for manual handling.
Implementation requires sample enquiries, approved templates, named responsibilities and access to the data actually needed. Permissions, storage locations, retention and external services are agreed before implementation. Customer information should not be distributed to additional systems by default.
Start with one clearly defined proposal type
In an initial conversation, we choose one proposal type and examine which steps currently take time. I use that to define a limited pilot. A structured email inbox may help with subsequent customer correspondence; reporting may help track drafts waiting for review. These connections are assessed individually, not promised as universal integrations.
Which proposal would you like to simplify?
Describe a typical enquiry and the steps needed to produce the proposal. Please do not send confidential customer information initially.
Discuss your proposal workflowFrequently asked questions
Can I keep my existing proposal template?
That is often a sensible starting point. I check its format, placeholders and required fields. Whether it can be used directly or needs adapting depends on the document and available interfaces.
What happens when a price needs a bespoke calculation?
The workflow flags the item for manual calculation or requests more information. It does not automatically set a binding price without an approved pricing basis.
Who sends the finished proposal?
We agree that responsibility together. In the workflow described here, you review the draft before sending. Any connected sending step requires an explicitly defined approval.