01 / Problem
A large part of every proposal had to be assembled and formatted again.
Every client has a different problem and needs a different solution. However, the document format, core sections and many preparation steps are repeated.
As a result, considerable time was spent copying and formatting instead of considering what genuinely matters to the client.
- 01
Reread the meeting notes
- 02
Assemble the proposal sections
- 03
Copy the agreed work and next steps
- 04
Format the document manually
- 05
Export the PDF and check that it looks correct
02 / What we wanted to achieve
We wanted to eliminate repetitive document assembly, not decisions about the work, responsibilities, price or terms.
03 / Solution
The system prepares a formatted draft, while a person completes the final proposal.
It uses verified meeting notes and a standard template, then prepares a document that Matej can review for content and visual quality.
- 01
Checks the notes
The inputs are clear information about the problem, desired result and agreed work.
- 02
Writes the draft
The system prepares the sections and clearly separates facts from proposals.
- 03
Formats the document
Places the content into a consistent, structured template.
- 04
Checks the layout
Finds clipped text, awkward page breaks and other page layout errors.
- 05
Human approval
Matej reviews the wording, scope, price and terms before sending.
Where a person reviews the work
- approved facts are kept separate from new proposals
- the agreed work and its boundaries remain documented
- every document is also reviewed as a final PDF
- a person approves the proposal before sending
04 / Result
Less time is spent formatting the document and more on preparing a strong proposal.
A straightforward proposal previously took approximately four hours. The system now prepares a draft, which Matej reviews and refines in approximately twenty minutes. More complex proposals naturally take longer.
A straightforward proposal takes approximately 20 minutes to review. More complex proposals take longer.
What changed for the team
- faster response after a sales meeting
- more consistent proposal structure
- fewer errors when copying agreements
- more time for scope, value and potential risks
05 / Important considerations
What needs to be considered.
- The system does not set the price or terms without Matej's decision.
- If the notes are unclear, follow-up questions are required rather than guesswork.
- Every proposal requires human review of both content and layout.
Case study: The time compares manual preparation with reviewing and refining the generated document.