AI Proposal System

This workflow automates the entire proposal creation process from discovery call data to a professional PandaDoc proposal. It captures information from a Typeform, uses ChatGPT to intelligently generate proposal content, creates milestones and timelines, and automatically generates a polished proposal document.

Who is it for?

This template is perfect for:

  • B2B Service Agencies
  • Consulting Firms
  • Automation Agencies
  • Solution Providers who need to quickly turn discovery calls into professional proposals

What it does

  1. Trigger on Typeform Submission: Watches for new entries from a discovery call form capturing client information, problems, and proposed solutions.

  2. Sleep Buffer: Waits 2 seconds to ensure the form data is fully submitted.

  3. Fetch Complete Form Response: Retrieves the most recent completed form response with all details.

  4. Filter Check: Only proceeds if the call outcome indicates "Send proposal" - otherwise skips the workflow.

  5. AI Proposal Generation: Uses ChatGPT with few-shot examples to transform raw discovery call notes into professional proposal copy, including:

    • Problem pitch (what's broken in the client's current setup)
    • Solution pitch (how you'll solve it)
    • Professional title and platform list

  6. Parse Proposal JSON: Extracts the structured proposal content from GPT's response.

  7. AI Milestone Generation: Uses a second GPT call to create sophisticated project milestones and timelines based on the solution and rough timetable.

  8. Parse Milestones JSON: Extracts the milestone data.

  9. Create PandaDoc Proposal: Automatically generates a professional proposal document using PandaDoc with all the AI-generated content, pricing, client details, and project breakdown.

How to set up

  1. Typeform Connection:

    • Connect your Typeform account in the trigger module and the "List Responses" module.
    • Update the Form ID in the "List Responses" module to match your discovery call form.

  2. OpenAI Connection:

  3. Connect your OpenAI account in both GPT modules ("Generate Proposal" and "Generate Milestones/Timelines").

  4. PandaDoc Connection:

  5. Connect your PandaDoc account in the "Create a Documents" module.

  6. Update the template ID or document structure to match your PandaDoc template.

  7. Typeform Field Mapping:

  8. The workflow expects specific field IDs from your Typeform. Update these mappings to match your form:

    • Company name field
    • Business description field
    • Problem statement field
    • Solution description field
    • Platform/tools field
    • Timeline field
    • Pricing fields
    • Call outcome field (must include "Send proposal" option)

  9. Filter Condition:

  10. The filter checks if the outcome equals "Send proposal" - adjust this condition if your Typeform uses different wording.

  11. PandaDoc Pricing and Sections:

  12. Configure the product sections, pricing structure, and custom fields in the PandaDoc module to match your service offerings and proposal template.

Run the Workflow: Once configured, click 'Test workflow' to create Proposals!

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