Smarter Week

How to automate it

How to automate “write proposals and statements of work”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

120 min
typically, once a week
55%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Have AI draft the proposal from past proposals and discovery notes

Load your best past proposals and standard text into a Claude Project, ChatGPT Project or Copilot agent; it drafts the new one from your discovery notes.

Typically saves about 45% of the time30 min to set up
  1. 1Collect three strong past proposals, your rate card and standard terms.
  2. 2Add them to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  3. 3Paste discovery notes or the call transcript with the prompt below.
  4. 4Check scope, price and timeline yourself; never let AI set the price.
Prompt to copy
Using our past proposals and standard text as a guide, draft a proposal for [CLIENT]. Discovery notes or call transcript: [PASTE]. Include: their situation in their words, objectives, our approach in phases, deliverables, timeline, team, what is not included, and assumptions. Leave pricing as [PRICE] for me to fill in. Flag anything unclear with [CHECK].

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents

Fix 2 of 2

Software feature

Build proposals from templates with e-signature built in

PandaDoc, Proposify, Qwilr, Better Proposals and Ignition keep your standard sections, pricing tables and terms, and collect the signature, so you only write the custom parts.

Typically saves about 40% of the time2 h to set up
  1. 1Turn your best proposal into a template with reusable sections.
  2. 2Set up pricing tables and standard terms.
  3. 3Create each new proposal from the template and edit only the client-specific parts.
  4. 4Send for e-signature and get notified when it is viewed and signed.

Tools: PandaDoc · Proposify · Qwilr · Better Proposals · Ignition

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Agency Account / Client ManagerConsultant

HourLeak · the 8-minute work audit

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Other common tasks for Agency Account / Client Managers