AI business proposal writer: from call notes to a signed deal
After a good sales call, the proposal often takes a full evening to write. This prompt has your todo.is agent turn your notes into a clear proposal that repeats the client’s problem in their words, sets out scope, timeline and price, and ends with an easy next step.
The prompt
- Write a business proposal for [CLIENT NAME] from [YOUR COMPANY NAME]. Here are my notes from our call: [PASTE CALL NOTES OR ATTACH THE RECORDING]. Look at the client’s website, [CLIENT WEBSITE], so the proposal uses their language. Include: a short summary of their problem and goal, our approach in 3 to 4 steps, what is included and what is not, a timeline, pricing as [PRICING], why us (use [YOUR PROOF]), and a next step with a date. Keep it to [NUMBER OF PAGES] pages, plain and confident, no jargon. Give me a Word file I can edit and a PDF to send.
What to change
- [CLIENT NAME]: The company the proposal is for.
- [YOUR COMPANY NAME]: Your business or your own name if you freelance.
- [PASTE CALL NOTES OR ATTACH THE RECORDING]: Rough notes are fine. You can attach a call recording instead; your agent transcribes it.
- [CLIENT WEBSITE]: Their site, so your agent can match their tone and services.
- [PRICING]: E.g. "a fixed fee of $8,500", "3 package options" or "a monthly retainer of $2,000".
- [YOUR PROOF]: Past clients, results or a case study, e.g. "we doubled bookings for Oakline Spa".
- [NUMBER OF PAGES]: Usually 2 to 5. Shorter proposals get read.
Example result
- Website refresh proposal for Greenway Physio
- Prepared by Lumen Studio · 12 October 2026
- Your goal
- Greenway Physio wants more online bookings from new patients. Today most bookings come by phone, and the website does not show prices or open slots. You told us the goal is 40 online bookings a month by spring.
- Our approach
- • Week 1–2: short interviews with 5 patients and your front desk team
- • Week 3–4: new homepage, treatment pages and a clear "Book now" path
- • Week 5: connect your existing booking tool and add prices
- • Week 6: launch, test on phones and train your team
- What is included
- • Design and copy for up to 8 pages
- • Booking tool setup and testing
- • Two rounds of changes
- • 30 days of support after launch
- Not included
- • New photography (we can recommend a photographer)
- • Paid ads
- Pricing
- • Essential · $6,500 · website and booking setup
- • Growth · $8,500 · Essential plus local SEO for 3 treatments
- • Care plan · $350/month · updates and monthly report (optional)
- Why Lumen Studio
- We rebuilt the website for Oakline Spa in 2025. Online bookings went from 12 to 51 a month in four months.
- Next step
- Reply to choose a package by 24 October and we can start on 3 November.
How to do it with todo.is
- Copy the prompt and fill in the [brackets]. Notes from your call can be messy.
- Paste it into todo.is, or send it to your agent on WhatsApp or Slack with the call recording attached.
- Your agent reads your notes and the client’s site, then delivers a Word file and a PDF.
- Ask for changes like "add a cheaper option" or "move pricing to the end" and get a new version.
Tips
- Offer 2 or 3 package options. Clients compare your packages instead of comparing you with other vendors.
- Attach an old proposal you liked and say "use the same structure". Your agent follows it.
- Write down what is not included. It prevents the most common disputes later.
- Ask your agent to draft the cover email in Gmail too. It will ask for your OK before anything is sent.
FAQ
- What should a business proposal include? The client’s problem and goal, your approach, scope, timeline, price, why you, and a clear next step. Saying what is not included also helps.
- How long should a proposal be? For most small and mid-size projects, 2 to 5 pages is enough. Longer proposals are often skimmed, so put the price and next step where they are easy to find.
- Can I use my own template or branding? Yes. Attach a past proposal or template file and ask your agent to follow its structure. You can then adjust fonts and logos in the Word file.
- Can it work from a call recording? Yes. Attach the audio file and your agent transcribes it, pulls out the client’s needs and uses them in the proposal.
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