🤝 Generate AI sales proposals from transcripts using Azure OpenAI, PandaDoc & Slack approval
⚡ 97 views · 🤝 CRM & Sales Operations
Description
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.
🔗 Nodes Used
Airtable, HTTP Request, Slack, Basic LLM Chain, Structured Output Parser, n8n Form Trigger
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File