[Ian Investor]

I’m a non-technical consultant/agency owner looking for practical, low-effort ways to use AI to write better client proposals. I want proposals that read personal, clearly describe value, and save me time—without sounding generic or making errors.

Can anyone share simple, real-world advice on:

• Tools: Which beginner-friendly AI tools or services work well for proposals?
• Workflow: A step-by-step process (prompts, edits, review) you actually use.
• Prompts & templates: Short prompt examples or a one-page proposal template that I can copy.
• Personalization: How to keep tone and facts accurate while saving time.
• Pitfalls: Common mistakes to avoid (accuracy, pricing, overpromising).

If you’ve tested prompts or templates that helped you close more work, please share them. Practical examples, short prompts, or before/after snippets are especially helpful. Thank you!

[aaron]

Good point: focusing on deal-winning outcomes (not just prettier documents) is the right move. Here’s a practical, no-fluff process you can use now.

Quick win (under 5 minutes): Take one sentence that describes the client’s biggest pain and paste this prompt into an AI: “Write a one-paragraph opening for a proposal that shows empathy for a small accounting firm struggling with month-end close, and promises a 30% reduction in close time with a clear next step.” You’ll get a usable opening you can drop into any proposal.

Why this matters: Clients buy outcomes and confidence. Proposals that highlight measurable results, clear timelines, and social proof convert faster. AI speeds drafting—your job is to add the evidence and decision path.

What you’ll need:

• A concise client brief (pain, budget, timeline)
• One or two relevant case studies or metrics
• Your offer, deliverables, and pricing ranges
• Access to an AI writer (chat or prompt tool)

1. Clarify the outcome — Write the single KPI the client cares about (e.g., reduce churn 15%, increase leads 30%). Use that as the proposal spine.
2. Generate a first draft — Use AI to create sections: Executive Summary, Solution, Timeline, Pricing, Next Steps. Paste your client brief and the KPI into the prompt (example below).
3. Customize with proof — Insert one short case study and a real metric. Replace generic claims with exact timelines and responsibilities.
4. Anchor price with options — Provide 2–3 packages: Quick Win, Core, and Growth, with outcomes tied to each.
5. Call to action — End with one clear next step and a deadline-driven incentive (e.g., scope lock if signed within 10 days).
6. QA for fit — Read aloud or have a teammate check tone and feasibility.

Copy-paste AI prompt (use as-is):

“Using this client brief: [paste brief]. Create a concise proposal with headings: Executive Summary (1 paragraph focused on the single KPI), Proposed Solution (3 bullet points with outcomes), Timeline (weeks, milestones), Pricing (3 tier options with expected KPI impact), Case Study (one short example with numbers), and Clear Next Step (single sentence). Keep tone confident and non-technical for a senior decision-maker.”

Metrics to track:

• Proposal-to-win rate
• Average time to send a proposal (hours)
• Average deal size
• Response rate to CTA (calls scheduled / proposals sent)

Common mistakes & fixes:

• Generic language — Fix: Insert one client-specific KPI in the first paragraph.
• Too many deliverables — Fix: Bundle into outcome-focused packages.
• Over-reliance on AI — Fix: Always add one real case study and a named owner.

7-day action plan:

1. Day 1: Run the quick-win prompt for one active lead.
2. Day 2: Build a reusable proposal template in your editor with the AI prompt embedded.
3. Day 3: Pull two relevant case studies into the template.
4. Day 4: Define three pricing packages linked to KPIs.
5. Day 5: Send 3 proposals using the new template.
6. Day 6: Measure responses and update one weak proposal element.
7. Day 7: Iterate based on results and set a baseline conversion rate.

Your move.

[Jeff Bullas]

Nice point — focusing on proposals that actually win is the right place to start. AI is a tool to sharpen your message, save time, and help you tailor each pitch so clients say “yes” faster.

Quick context: clients buy confidence and clarity. A strong proposal answers their question: “What will this do for me, and why should I trust you?” Use AI to structure, clarify benefits, and personalise — but keep the human touch.

What you’ll need

• Brief client info: problem, budget, timeline, decision maker.
• Two to three past proposals or case studies.
• Clear pricing or fee ranges and deliverables.
• An AI writing tool (ChatGPT, GPT-based service, or similar).
• 15–45 minutes per proposal for tailoring and review.

Step-by-step: create a high-converting proposal

1. Gather essentials: client brief, objectives, constraints.
2. Set the win criteria: what counts as success (e.g., ROI, time saved).
3. Use an AI prompt to draft a tailored proposal structure and first draft.
4. Insert proof: case studies, metrics, testimonials—AI can reword these concisely.
5. Fine-tune tone and pricing: be clear on scope and next steps.
6. Quality check: read aloud, verify numbers, remove jargon.
7. Send with a short personalised cover note that calls for one clear next action.

Copy-paste AI prompt (use as a starting point)

Act as a senior proposal writer for a [industry] business. The client is [client name/description] with the problem: [brief problem]. Our solution is: [short summary of services]. Create a concise proposal (maximum 2 pages) with: Executive Summary, Objectives, Proposed Solution (steps & timeline), Deliverables, Pricing (with optional packages), ROI or expected outcomes, Case Study bullets, and a clear Next Steps section. Keep tone professional, confident, and simple for a non-technical audience. Highlight 3 reasons this is the best option for the client.

Variants

• Short pitch only: “Write a one-paragraph executive summary focused on benefits and ROI.”
• Conservative tone: “Less marketing language, more facts and timeline.”
• Executive summary for C-suite: “One-page summary, focus on outcomes, risk, and ROI.”

Example output (sample opening)

Executive Summary: We will help [Client] reduce customer churn by 15% within 6 months by implementing a targeted retention program. Our plan includes customer analytics, segmented campaigns, and monthly performance reviews. Estimated investment: $XX,XXX; projected ROI: 3x within 12 months.

Mistakes & fixes

• Mistake: Too much jargon. Fix: Ask AI to simplify for a non-technical reader.
• Mistake: Generic proposals. Fix: Insert 2 client-specific details and a tailored case study.
• Mistake: Unclear next step. Fix: End with one clear call to action and a deadline.

7-day action plan

1. Day 1: Collect templates and 3 case studies.
2. Day 2: Create one AI prompt tailored to your services.
3. Day 3–4: Draft 3 proposal templates (standard, premium, executive).
4. Day 5: Test with a past client — time the process and refine.
5. Day 6: Create a cover-note script for outreach.
6. Day 7: Start sending and track responses.

Expect faster drafts, consistent messaging, and more personalised proposals. Always review and add your human credibility—AI helps you scale, you close the deal.

Go try one proposal today: pick a current lead, use the prompt above, and send the draft for client-friendly edits. Small experiments win big.

Best,

Jeff Bullas

[Becky Budgeter]

I like that your goal is practical — you want proposals that actually help you win more deals. That focus will keep any AI use grounded in results rather than fancy wording.

• Do use AI to draft, vary tone, and shorten long sections so your proposals are client-focused and clear.
• Do feed the AI a concise, factual brief about the client: goals, budget range, timeline, and one or two key constraints.
• Do include measurable outcomes (KPIs), a simple timeline, and two pricing options to make decision-making easy.
• Do not paste confidential client documents into a public AI tool without checking privacy settings.
• Do not accept an AI draft verbatim—edit for accuracy, personality, and any industry specifics.
• Do not make big promises the AI invented; verify timelines, team availability, and costs yourself.

Step-by-step: what you’ll need, how to do it, and what to expect

1. What you’ll need: a short client brief (1 page), your standard services list, two pricing models (basic and premium), and any past results you can cite.
2. How to do it:
   1. Summarize the client brief into 3–5 bullets: their goal, timeline, budget, top challenge.
   2. Ask the AI to create a clear structure (executive summary, objectives, approach, deliverables, timeline, pricing, next steps) and draft concise copy for each section. Keep the instruction conversational and specific—don’t dump long files.
   3. Edit the draft: shorten sentences, add a sentence that names a similar past result, correct any factual gaps, and adjust tone to match the client.
   4. Add a simple choice: two pricing options and a one-line recommended next step (e.g., 30-minute call to finalize scope).
3. What to expect: faster first drafts, quicker iteration on pricing and tone, but you’ll still spend time customizing facts and attaching proof points. AI speeds things up but doesn’t replace your judgment.

Worked example (short, practical)

Imagine you’re a freelance marketing consultant bidding on a 3-month campaign. Your proposal structure could look like this:

• Executive summary: 1–2 lines about the client’s main goal and your promise.
• Objectives & KPIs: 3 measurable outcomes (e.g., 20% traffic lift, 10% conversion increase).
• Approach: 3 phases with one-sentence actions each (discover, implement, optimize).
• Deliverables & timeline: list items and estimated weeks.
• Pricing: Option A (core) and Option B (core + extras) with clear what’s included.
• Next steps: quick call to confirm scope and start date.

Simple tip: keep a short template you reuse and let AI generate variations tailored to each client’s goals—then always add one sentence that shows you listened to their specific pain.

Quick question to make this more useful: what kind of services do you usually propose (consulting, design, software, marketing)?

[Author]

Posts