Automate Proposal and SOW Drafting for Your Agency

Most marketing agencies use tools like PandaDoc or Proposify. These are powerful template libraries that speed up document formatting but do nothing to help with content extraction. An account executive still manually listens to a 60-minute Gong recording, pulls out the client's pain points, lists the deliverables, and types them into the template. The core bottleneck, turning a conversation into structured scope, remains untouched.

Consider an account manager at a 20-person digital PR agency after a discovery call. The recording is in Gong, client notes are in Salesforce, and the Master Services Agreement (MSA) is a separate PDF. The manager spends the next three hours re-listening to the call, pulling out scope items, cross-referencing Salesforce notes, and ensuring nothing in the new Statement of Work contradicts the MSA's payment terms. They inevitably miss a detail, like the client asking for weekly, not monthly, reporting. The SOW goes out, gets signed, and a month later a client dispute begins.

The structural problem is that template tools are architected for document assembly, not data extraction. They operate on static variables like {{client_name}} that you fill in. They have no understanding of the unstructured conversation that precedes the document. Connecting a CRM helps with contact info, but the core task of defining project scope from a dialogue is an AI language task, not a document formatting task.

We start by analyzing your existing proposals and SOWs. We map out every variable field, conditional clause, and data source you use. The goal is to create a definitive JSON schema that represents any proposal your agency might write, from a simple content retainer to a complex multi-channel campaign. This schema becomes the blueprint for the entire system.

We built a pipeline that uses the Claude API to process call transcripts from services like Gong or Fireflies. The AI agent extracts key entities like pain points, scope items, and pricing, then populates the predefined JSON schema. A FastAPI service manages this process and validates the output. For SOWs, a separate JSON configuration file drives an HTML generator, dynamically inserting pre-approved guarantee clauses or case study permissions based on deal parameters from Salesforce.

The delivered system connects directly to your call recording software and CRM. After a call, a draft proposal or SOW appears in a review queue within 5 minutes. Your team reviews the AI-generated draft, makes any necessary edits, and clicks to publish. This pipeline reduces the 3-4 hours of manual post-production work to a 30-minute review cycle, removing a major bottleneck in the sales process.