Professional Services
AI Proposal System for Logistics
Produces proposals, SOWs and pricing from discovery notes and templates, adapted for Logistics businesses that prepare many freight quotes, tender responses and…
Professional Services
AI Proposal System
Client proposals and SOWs are drafted from your discovery notes and templates, with pricing and scope filled in.
Writing a proposal after every promising call takes hours your senior people would rather spend with clients. AI Proposal System drafts proposals and statements of work from your discovery notes and templates, in your layout and voice, with pricing drawn from your own rate cards. A partner approves every draft before it goes anywhere, so nothing reaches a client unchecked.
- Proposals and SOWs drafted from your discovery notes
- Pricing drawn from your own rate cards and templates
- Partner approval on every draft before it is sent
$7,600
20–30 working days
Optional maintenance $380/mo
What it is
AI Proposal System drafts client proposals and statements of work from your discovery notes and templates, filling in scope, timeline and pricing in your own brand voice, ready for a partner to review before it's sent. Pricing comes from your own rate cards, so every figure traces back to your rules.
Why businesses buy it
Slow proposals lose deals. When drafting depends on one or two senior people, opportunities wait in a queue, and each document ends up formatted and priced a little differently. This build turns your discovery notes into a consistent first draft that already follows your templates and rates, so partners spend their time refining the offer rather than assembling it. The Scope Card fixes the output formats, reference examples and destination in writing before you order, so you know exactly what it produces.
Problems this solves
Partners spend evenings turning discovery notes into proposals
The system drafts client proposals and statements of work from your discovery notes and templates. Scope, timeline and pricing are filled in, ready for a partner to review before anything is sent.
Proposal pricing varies with whoever writes the document
Pricing comes from your own rate cards, so every figure traces back to your rules. Partners check the numbers rather than working them out again for each client.
Proposals from different team members sound like different firms
Drafts are written in your brand voice, using your brand profile and up to 20 reference examples. Every proposal reads like it came from the same practice.
Slow proposals give a competitor time to win the client
When a discovery call ends, notes can go straight into the pipeline for a first draft. Drafts land in one agreed destination, such as your drive or inbox, for review.
A good fit if
Writing a proposal or SOW currently takes a partner or account lead real hours, starting from a mostly blank document each time.
You already have brand guidelines, tone-of-voice examples and 10 to 20 reference proposals you're happy with, that a build can learn from.
You want scope, timeline and pricing drafted from discovery notes so the person approving it edits rather than writes from scratch.
You're comfortable with a defined generation pipeline, up to three output formats, and a named approver checking every draft before it goes to a client.
Not the right fit if
You only need a sales proposal drafted from discovery notes, without statements of work. See AI Proposal Generator, the lighter build.
You run a marketing or creative agency and pitch campaigns and retainers. See AI Agency Proposal Agent, the agency version.
You need new-client onboarding details captured first, contact information, engagement scope and billing setup, not proposals drafted. See AI Client Intake.
You need recurring client-facing status or performance reports, not one-off proposal documents. See AI Client Reporting.
You need internal project status tracked for your own team, not client-facing documents drafted. See AI Project Status Agent.
You need more than three output formats or more than one destination system. Add a note at checkout and we quote it, or start from our Custom AI enquiry form.
How it works
- Discovery notes or a brief come in, whatever form they currently take, a call transcript, a filled-in template or a short written summary of what the client needs.
- Proposal System matches the request against your brand profile and up to 20 reference examples, so the draft reads in your firm's own tone rather than a generic template.
- Scope, timeline and pricing are drafted using the rules and rate structures you gave us, pulling from your engagement templates rather than starting from a blank page.
- The draft is produced in up to three output formats, such as a PDF proposal, a slide deck or a document ready for e-signature.
- It's delivered to the destination you chose, your CRM, a shared drive or an inbox, for the named approver to review and edit before it reaches the client.
- We run 25 sample outputs for you to review and approve before launch, so the drafting style is proven before it's used on a live proposal.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Your business information (company basics, hours and brand voice), shared during intake, or confirmation we can reuse what you gave us on an earlier order.
- Your brand guidelines and tone-of-voice examples.
- 10 to 20 reference proposals or SOWs you'd be happy to see it draft like.
- Access to the destination the drafts should reach, such as your CMS, drive or inbox.
- The list of services or engagement types to start with.
- The name of the person who approves every draft before it's sent.
- Admin access and API keys for every connected system, shared by adding our team as a user or creating a key you control, never by email.
- One decision-maker who can approve the reference examples and sign off at launch.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified, brand profile and reference examples confirmed.
Weeks 1–2
The generation pipeline built against your templates and pricing rules.
Week 3
Destination system connected and approval routing configured.
Weeks 3–4
25 sample outputs produced for your review.
Week 4
Your review and two rounds of changes.
Go-live
Live, handover report sent, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $7,600 |
| Express | 15–25 working days | $8,750 |
| Rush | 10–20 working days | $9,900 |
What you receive at handover
- The AI Proposal System, configured and deployed to your environment
- Prompt and guardrail settings using your templates, rate cards and up to 20 reference examples
- One generation pipeline with up to three output formats, such as proposals and SOWs
- A connection to one agreed destination, such as your drive or CRM
- A test report covering 25 sample outputs reviewed and approved by you
- An admin guide, the written handover report and 30 days of post-launch support
Expected benefits and how to measure them
- Can shorten the time from discovery call to proposal sent
- Helps keep pricing consistent with your rate cards
- Makes proposals from different people read as one firm
- Time from discovery call to proposal sent
- Compare call and send dates in your CRM for a quarter before launch with a quarter after.
- Partner time per proposal
- Log partner hours on a few proposals before launch, then on generated drafts after.
- Proposal win rate
- Compare won and lost proposals in your CRM for the quarter before launch and the quarter after.
Before you start: Record your average turnaround from discovery call to sent proposal, and partner hours on a typical proposal.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build price is one-time. Running AI Proposal System afterwards costs roughly $20–150/month in AI model or media-generation usage, depending on volume, billed directly in your own accounts as the number of proposals drafted each month changes.
AI usage during the build and testing is also billed to your accounts, so you keep ownership of every provider relationship. Nothing runs through us.
Ask about running costsCustom requirements
If you need something outside the Scope Card, add a note at checkout. You get a written Change Quote, and that work only starts once you accept it. Your original order runs on its normal timeline either way. Larger or bespoke projects go through the Custom AI request form instead.
Request a custom versionKeep it running
Monthly maintenance covers monitoring, fixes and a monthly allowance of change hours, which covers new reference examples, updated pricing rules or a refreshed template. It starts after the 30 days of support, bills monthly, and can be cancelled any month.
$380/mo (5% of the build price a month, includes 3 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A proposal-writing tool bills per seat whether a proposal goes out that month or not | A freelance proposal writer charges by the document | Ours is one fixed price, shown on this page before you buy |
| Scope | A proposal-writing tool gives you a generic template you rewrite yourself | Scope is agreed per project | Ours is written on the Scope Card before purchase |
| Brand voice | A proposal-writing tool defaults to its own generic tone | Voice depends on the writer you hired | Ours is trained on your brand profile and reference examples |
| Delivery | Sign-up is instant, tuning it to sound like you is not | Typically several weeks before work even begins | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
How much does AI Proposal System cost?
The build is a one-time fixed price, shown in the price panel on this page next to each delivery speed, and it is confirmed with your Scope Card. It covers the generation pipeline, your brand profile and rate rules, up to three output formats, delivery to one destination and the sample outputs reviewed before launch. There is no charge from us per proposal afterwards.
How is AI Proposal System different from AI Client Intake?
Client Intake captures a new client's contact details, engagement scope and billing setup at the very start of the relationship. Proposal System drafts the actual client-facing document, a proposal or SOW with scope, timeline and pricing, once you already know roughly what the engagement involves. If you run both, Intake comes first and Proposal System follows.
Does AI Proposal System send proposals to clients automatically?
No. Every draft goes to the destination you chose, your CRM, drive or inbox, for the named approver to review and edit first. Nothing reaches a client without a person checking scope, pricing and tone, which is why we test 25 sample outputs with you before launch rather than sending straight from the model.
How much does AI Proposal System cost to run each month?
Roughly $20 to $150 a month in your own accounts for AI model usage, depending on how many proposals and SOWs you draft. A firm sending a few proposals a week sits at the lower end. We charge nothing per proposal, and monthly maintenance is optional if you want rates, templates or reference examples updated for you.
How long does AI Proposal System take to launch?
The delivery time is fixed before you buy and shown in the delivery panel on this page, with faster speeds where offered. It starts once your templates, rate cards and reference proposals are in. Most of the build goes into tuning drafts against your real past proposals, so the samples you review before launch already read like your firm wrote them.
What information does AI Proposal System need from us?
It needs your brand guidelines and tone-of-voice examples, 10 to 20 reference proposals or SOWs you like, access to the destination system, and the name of the approver who checks every draft. Admin access and API keys for any connected system are shared by adding our team as a user or creating a key you control, never by email.
Can I add a new output format to AI Proposal System later?
Small changes, such as new reference examples or updated pricing rules, fit inside the monthly change hours of maintenance. A fourth output format beyond the three in scope is a bigger change and gets a written Change Quote first, so you see the cost before any work starts.
Stop starting every proposal from a blank page.
Order AI Proposal System and client proposals and SOWs draft themselves from your notes on a fixed delivery date. The scope above is what you get, in writing, before you pay.
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