Create Proposal

Tool

Script: execution/create_proposal.py Usage: Automatically generates PandaDoc proposals from structured input

Process

1. Gather Information

   • The user may provide information in one of two formats:

     Option A: Structured Bullet Points (if user provides organized data)

     • Client First Name
     • Client Last Name
     • Client Email
     • Client Company
     • Project Title
     • 4 Key Problems (brief)
     • 4 Key Benefits (brief)
     • Project Duration
     • Project Value (Total)
     • Platform Costs
     • Investment Breakdown (Month 1, Month 2, Month 3+)

     Option B: Call Transcript (if user provides a sales call transcript)

     • Extract the following from the transcript:
       • Client information (name, company, email if mentioned)
       • Project context and title
       • 4 main problems/pain points discussed
       • 4 proposed solutions/benefits
       • Any financial terms discussed (duration, value, costs)
     • If any critical information is missing from the transcript, ask the user to provide it

   • If information is not already provided in either format, ask the user for the missing details

1b. Research Client (Optional)

• Goal: Understand the client's brand voice and current context to personalize the proposal.
• Trigger: If a website URL is provided or can be inferred from the client's email domain (and it's not a generic domain like gmail.com).
• Action:
  • Use read_url_content to fetch the client's landing page or "About Us" page.
  • Analyze:
    • Brand Voice: (e.g., Professional/Corporate, Friendly/Startup, Technical/Niche)
    • Keywords: Key terms they use to describe their own value.
    • Recent Context: Any recent news or specific focus areas mentioned on the site.
• Output: A brief "Client Research Summary" to be used in the next step.

2. Generate Content

   • Using the gathered information and the Client Research Summary (if available), generate the following expanded content:
     • Problem Expansions: Expand each of the 4 problems into 1-2 strategic paragraphs (max 50 words each).
       • Contextualization: Use the Client Research Summary to mirror their industry terms and brand voice where appropriate.
       • Tone & Style Guidelines:
         • Use direct "you" language (not third-person or passive voice)
         • Focus on revenue impact and dollar amounts wherever possible
         • Be specific and actionable rather than abstract
         • Think "revenue ops" mindset - quantify business impact
         • Example: "Right now, your top-of-funnel is converting very poorly to booked meetings. You have no problem generating opportunities; your problem is capitalizing on them. Even a few percentage-point improvement here would lead to many tens of thousands of dollars of additional income"
     • Benefit Expansions: Expand each of the 4 benefits into 1-2 implementation-focused paragraphs (max 50 words each).
       • Tone & Style Guidelines:
         • Use direct "you" language addressing the client
         • Emphasize ROI, payback period, and financial outcomes
         • Be specific about implementation and expected dollar impact
         • Focus on concrete deliverables and measurable results
     • Slide Footer: "Confidential | [Company] Strategic Initiative | [Date]"
     • Contract Footer Slug: "[Company]-[ProjectTitle]-[YYYY-MM]"
     • Created Date: Current date in YYYY-MM-DD format.

3. Execute Proposal Creation

   • Tool: execution/create_proposal.py
   • Usage: Save the JSON to a file and run: python3 execution/create_proposal.py < input.json
   • Construct a JSON object with the following structure:

     {
       "client": {
         "firstName": "...",
         "lastName": "...",
         "email": "...",
         "company": "..."
       },
       "project": {
         "title": "...",
         "problems": {
           "problem01": "[Expanded Problem 1]",
           "problem02": "[Expanded Problem 2]",
           "problem03": "[Expanded Problem 3]",
           "problem04": "[Expanded Problem 4]"
         },
         "benefits": {
           "benefit01": "[Expanded Benefit 1]",
           "benefit02": "[Expanded Benefit 2]",
           "benefit03": "[Expanded Benefit 3]",
           "benefit04": "[Expanded Benefit 4]"
         },
         "monthOneInvestment": "...",
         "monthTwoInvestment": "...",
         "monthThreeInvestment": "..."
       },
       "generated": {
         "slideFooter": "...",
         "contractFooterSlug": "...",
         "createdDate": "..."
       }
     }
     

   • Run the python script:

     # Pass the JSON as a string to the script
     python3 execution/create_proposal.py <<'EOF'
     [JSON_CONTENT]
     EOF
     

   • Note: Ensure the JSON is valid and properly escaped if necessary.

4. Send Follow-Up Email

   • Immediately after proposal creation, send a follow-up email to the client using the template below.
   • Use gmail.send_email with mimeType="text/html" to send the email in HTML format.
   • Email Template Structure:
     • Subject: "Re: [Brief Project Context] Discussion"
     • Opening: Thank them for discussing their challenges/goals
     • Body: Break down the proposed solution into 2-4 numbered sections with clear headers
     • Each section should have:
       • Bold section header describing the deliverable (e.g., "1. Tool Consolidation Audit & Migration Plan")
       • Brief description of what it accomplishes
       • "Steps:" subheading followed by bullet points (use <ul> and <li> HTML tags)
     • Closing: "I'll send you a full proposal for the above shortly. Let me know if you have any questions or want to discuss further."
     • Signature: "Thanks, Nick"
   • HTML Formatting Requirements:
     • Use mimeType="text/html" parameter
     • Provide both body (plain text) and htmlBody (HTML version) parameters
     • In HTML: Use <p> tags for paragraphs, <ul> and <li> for bullet lists
     • Bold section headers ONLY using <strong> tags (e.g., <strong>1. Tool Consolidation Audit &amp; Migration Plan</strong>)
     • Do NOT bold body text or steps - only section headers
     • Avoid RFC 2822 plain text wrapping issues by using HTML format

5. Notify User

   • Show the "internalLink" to the user for review and editing in PandaDoc
   • Confirm that the follow-up email was sent successfully