AI Proposal Workflow Overview This workflow turns your sales calls + intake form into a polished, send-ready proposal. It pulls the latest call transcript from Fireflies , generates structured proposal content with Azure OpenAI , builds a proposal in PandaDoc , routes it for Slack approval , and then handles sending, CRM stage updates (Airtable/HubSpot), and automated follow-ups using the PandaDoc audit trail. This workflow is modular. You can replace each major tool: Fireflies → Gong, Fathom, Wingman, Avoma (any transcript provider) PandaDoc → DocuSign, Qwilr, Proposify, Google Docs API Slack Approval → Gmail Approval, MS Teams Approval, Notion DB Approvals Airtable CRM → HubSpot, Pipedrive, Salesforce, Zoho, Monday Sales CRM Intake Form → Typeform, Tally, Jotform, HubSpot forms Azure OpenAI → OpenAI, Anthropic Claude, Mistral, or any LLM connected through an API The core logic stays the same — you only swap the nodes. Who It’s For Agencies & consultants who send similar proposals after every call B2B SaaS / tech teams that want proposals going out within hours Solo operators who want AI to handle most of the draft but keep final control Teams already working out of Slack , wanting approval flows there How It Works 1. Form Trigger (Client Proposal Intake) Client fills a form with: Name, email, website Industry / business context Problem, solution idea, scope Budget, timeline, deliverables 2. Sales Call Intelligence (Fireflies or Gong) Workflow searches transcripts using the client email Fetches the relevant transcript + summary 3. AI Proposal Generator (Azure OpenAI or any LLM) Sets initial variables ( draftText , lastFeedback ) Sends transcript + form data into LLM Returns structured JSON: introduction client_problem proposed_solution scope_of_work deliverables timeline_breakdown investment next_steps 4. Proposal Creation (PandaDoc, DocuSign, etc.) Creates the proposal document from a template Fills tokens with AI-generated content Inserts pricing table using Budget 5. Slack Approval Loop Slack message is sent to reviewer with: Approve button Request Changes button Optional comment thread for feedback If Approved : Proposal is sent automatically via PandaDoc/DocuSign Slack message to notify proposal has been sent If Changes Requested : Feedback + draft are stored Passed back into the LLM to regenerate New document is created and the Slack approval request is sent again This loop continues until approval happens 6. CRM Update (Airtable / HubSpot) After proposal is sent, Stage → Proposal Sent 7. Follow-Up System (PandaDoc Audit Trail) After a 48-hour wait: Audit trail is fetched If document is not yet signed : Reminder is sent Stage → Reminder Sent Slack message to notify a reminder has been sent If signed : Stage → Document Signed Ideal use cases Sales teams creating tailored proposals at scale Agencies responding quickly to inbound RFPs Freelancers producing polished proposals in minutes RevOps teams standardizing proposal formats SaaS companies automating repetitive proposal creation Requirements n8n (self-hosted or cloud) Transcript provider (Fireflies, Gong, Fathom, etc.) LLM API (Azure OpenAI, OpenAI, Claude, etc.) Proposal tool (PandaDoc, DocuSign, Qwilr) Slack API app for approval flow CRM (Airtable, HubSpot, Pipedrive) Intake form You can now integrate this into your lead workflow and let AI + automation handle proposal drafting, Slack approvals, sending, CRM updates, and follow-ups.