How to Auto-Generate Client Proposals With AI When Someone Books a Call

The "Discovery Call" is a critical moment. But the "Proposal" phase that follows is often where momentum dies.

You hang up the phone, promising to "send something over." Then life happens. You get busy. Two days pass. By the time you send the proposal, the client's excitement has cooled.

The solution? Have the proposal ready before the call.

This workflow uses the data the client gives you when they book the meeting to auto-generate a strategy document or proposal draft.

The Concept: "Intake to Output"

When a client books a time on your Calendly, you probably ask them questions:

* "What is your website URL?"

* "What is your biggest challenge right now?"

* "What is your budget?"

Most people just read these answers before the call. We are going to feed them to an AI.

Step 1: The Trigger (Calendly)

Use Make.com or Zapier.

* Trigger: Calendly > Watch Events (specifically "Invitee Created").

* Data: You will receive the answers to your intake questions in the webhook payload.

Step 2: The Research (Optional but Powerful)

If they provided a website URL, use an HTTP module or a Browsing AI tool to scrape their homepage text.

Why?* This gives the AI context about their brand voice, their offering, and their target audience.

Step 3: The AI Drafter (OpenAI)

Send the Intake Answers + Scraped Website Text to OpenAI (GPT-4).

The Prompt:

> "You are a senior consultant for [Your Agency Name]. A potential client, [Client Name], has booked a call.

>

> Their Challenges: [Insert Answer]

> Their Website: [Insert Scraped Text]

>

> Draft a 'Preliminary Strategy Roadmap' for them.

> Structure:

> 1. Executive Summary: Acknowledge their specific pain points.

> 2. Proposed Solution: High-level approach to solving [Challenge].

> 3. Why Us: Explain why our agency is a fit based on their industry.

>

> Keep it professional, concise, and persuasive."

This small adjustment can have a significant impact on your overall workflow efficiency. It turns a manual, error-prone process into a reliable, set-it-and-forget-it system.

Step 4: The Document Creation (Google Docs)

Now, put that text into a document.

Method A: Create from Template (Recommended)

Create a Google Doc template with your logo, header, and footer.

Add placeholders like {{strategy_content}} and {{client_name}}.

Use the Google Docs module > Create Document from Template.

Replace {{strategy_content}} with the AI's output.

Method B: Append to Text

Create a blank doc.

Insert the AI text directly. (Harder to make look pretty).

Step 5: The Delivery (Internal)

Do not email this to the client yet.

Instead:

Save the Google Doc link.

Update the Calendar Event description (using Google Calendar module) to include: "Internal: [Link to Draft Proposal]".

Or, send it to your Slack: "New Booking! Draft proposal ready for review: [Link]".

The "Magic Trick" on the Call

Now, when you hop on the Zoom call:

You listen to them for 15 minutes.

You say: "I actually put together some preliminary thoughts based on your booking form. Let me share my screen."

You show them the document.

The reaction is always shock. "You did this already?"

You look prepared, proactive, and premium.

After the call, you just tweak the document based on what you discussed (maybe adjust the price) and hit send. Total time spent: 10 minutes.

This small adjustment can have a significant impact on your overall workflow efficiency. It turns a manual, error-prone process into a reliable, set-it-and-forget-it system.

Conclusion

This automation shifts the work from "Post-Call Scramble" to "Pre-Call Automation." It ensures you never delay sending a proposal because the first draft is already done.

Next Step: Add one meaningful question to your Calendly form today (e.g., "What is your #1 goal for Q1?"). That single answer is enough to generate a great first paragraph for your proposal.

* Start automating with Make.com

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Need to organize these meetings better? Check out our guide on Auto-Creating Meeting Agendas.