AI Proposal Generator Saves $22K Annually and Recovers 165 Hours Per Year

The Challenge: Proposals Were Eating Up Valuable Time

Like many agencies, RSL Media Hub faced a familiar bottleneck: every client proposal required 2 hours of manual work. Writing, formatting, customizing, and perfecting each proposal was a time-consuming process that pulled us away from high-value client work.

The specific problems we faced:

• 2 hours per proposal: Writing, formatting, and customizing every single proposal from scratch
• Easy to fall into a rabbit hole: Spending too much time perfecting details instead of closing deals
• Inconsistent formatting: Each proposal looked slightly different depending on who wrote it
• Slower response times: Delays between discovery calls and sending proposals
• High opportunity cost: At $133.50/hour average rate, we were spending $267 per proposal

The RSL Solution: AI-Powered Proposal Generation

We built a fully automated proposal generation system that turns discovery call notes into professional, branded proposals in minutes. The entire workflow runs on autopilot using Make.com, Claude AI, and Google Docs.

How It Works

The complete Make.com workflow: Typeform → Claude AI → Google Docs (click to expand)

Phase 1: Discovery Call Intake Form

After each discovery call, our sales team fills out a simple Typeform (5-10 minutes) with:

• Prospect information (name, company, email)
• One-line business summary
• Problem they're suffering from
• Solution we pitched
• Deliverables and timeline
• Pricing

Phase 2: AI-Powered Content Generation

Make.com triggers the workflow and sends the form data to Claude Opus 4, which:

• Generates a professional proposal title
• Writes compelling problem and solution sections
• Breaks deliverables into 5 clear scope items
• Creates a 4-milestone timeline with specific dates
• Formats everything in structured JSON for template insertion

Phase 3: Google Docs Template Insertion

The structured data automatically populates a branded Google Docs template:

• Professional design with RSL Media Hub branding
• Client name, company, and business summary
• Custom problem/solution narrative
• Detailed scope of work (5 deliverables)
• 4-phase timeline with milestones
• Investment amount and next steps

The Results: 165 Hours Recovered Per Year

The impact was immediate and measurable:

Time Savings

• Before: 2 hours per proposal
• After: 10 minutes per proposal
• Time saved: 1 hour 50 minutes per proposal (92% reduction)
• Monthly time saved: 13.75 hours (based on 7.5 proposals/month)
• Annual time saved: 165 hours (that's over 4 weeks of work!)

Financial Impact

• Monthly savings: $1,835 (13.75 hours × $133.50/hour)
• Annual savings: $22,027
• Build time investment: 2 hours ($267)
• Break-even: After just 2 proposals (~5 days)
• First-year ROI: 8,150%

Qualitative Benefits

• Consistent branding: Every proposal looks professional and on-brand
• Faster response times: Send proposals within hours of discovery calls
• No more rabbit holes: Structured form prevents overthinking and endless editing
• Scalable process: Can handle 10x proposal volume with zero additional time
• Mental clarity: Sales team focuses on closing, not formatting

The Real Win: Scalability Without Headcount

Beyond the time and money saved, this automation demonstrates a critical principle: the right tools let you scale without scaling headcount.

Before this automation, doubling our proposal volume would have meant:

• 20-40 hours per month on proposal writing
• Hiring additional sales support staff
• Slower response times to leads
• Higher risk of inconsistent messaging

Now, we can handle 10x the proposal volume with the exact same team. That's the power of automation.