ProposalPilot - Discovery Call to Proposal Automation Template (Fireflies + PandaDoc)
Turn sales conversations into professional proposals automatically.
One-time payment. No monthly fees. Works with Fireflies + PandaDoc.
Your sales reps spend 5+ hours writing proposals they could send in 5 minutes.
Every discovery call ends the same way:
"Thanks for your time! I'll send over a proposal by end of week."
Then your rep spends the next 5-6 hours:
- Rewatching the call to catch requirements
- Copying notes into a doc
- Reformatting your template (again)
- Second-guessing what the client actually said
- Finally sending it... 72 hours later when momentum is dead
Cost per proposal: 5 hours × $50/hour = $250 in labor
Close rate hit: Waiting 3 days to send proposals kills urgency
ProposalPilot does all of this in 5 minutes. For $39, once.
How It Works
Step 1: Discovery call ends → Fireflies auto-sends transcript to Make.com
Step 2: You get an email with a big button: "Generate Proposal"
Step 3: Click button → AI reads transcript → Extracts requirements → Fills your PandaDoc template
Step 4: You review the draft (5 mins) → Send to client (same day)
Total time: 5 minutes of review vs. 5+ hours of manual writing
What You Get
📦 2 Complete Make.com Scenarios (webhook-triggered, copy/paste ready)
🎙️ Fireflies Integration (auto-capture meeting transcripts)
🤖 Gemini AI Extraction (pulls requirements, budget, timeline, pain points)
📄 PandaDoc Auto-Fill (your branded template + merge fields)
✅ Human Review Step (you control what gets sent)
🎥 Video Setup Guide (30-min walkthrough, zero coding)
📧 Email Support (stuck? we'll help)
Why This Beats Manual Proposal Writing
❌ Manual: 5-6 hours per proposal
✅ ProposalPilot: 5 minutes
❌ Forget key details from calls
✅ AI reads entire transcript (nothing missed)
❌ Every rep writes differently
✅ Consistent branded template every time
❌ Send proposals 24-48 hours later
✅ Same-day turnaround (while excitement is high)
❌ Hire VA to transcribe calls ($25/hour)
✅ Fireflies already capturing everything
Perfect For
✔ B2B consultants selling custom services ($5K+ deals)
✔ Agencies (marketing, dev, design) with discovery call processes
✔ Home service businesses (HVAC, inspections, remodeling) doing on-site assessments
✔ SaaS sales teams tired of manually writing custom proposals
✔ Anyone who's ever said "I'll get that proposal to you by Friday" and regretted it
Real Talk
"We were losing deals because proposals took 2 days to send. Now my team clicks a button after calls and reviews drafts in 5 minutes. We've cut proposal time by 90% and our close rate jumped 23% because we're striking while the iron's hot. Paid for itself after 2 deals."
— Sarah Mitchell, VP Sales, Apex Digital Solutions
What You Need
- Fireflies account (free tier works)
- Make.com account (free tier works for moderate volume)
- PandaDoc account (any plan with API access)
- Google Gemini API (free tier: 1,500 requests/day)
- Existing proposal template in PandaDoc
FAQ
Do I need coding skills?
No. You can set this up in 10 minutes with zero coding required.
What if the AI gets something wrong?
That's why there's a manual review step. You see the draft before it goes to the client.
Can I customize the proposal template?
Yes. Use your existing PandaDoc template. The AI just fills the merge fields.
Does this work with Zoom/Teams calls?
Yes. As long as Fireflies captures the transcript, this works.
What if my calls are longer than 1 hour?
No problem. Gemini handles transcripts up to ~60,000 words (roughly 8 hours of talking).
Will this work for my industry?
Yes. The AI prompt is customizable—train it on your service offerings, pricing tiers, and proposal structure.
The Math
Current cost per proposal:
- 5 hours × $50/hour = $250 in labor
- 3-day delay = lower close rates
ProposalPilot cost: $39 once
Break-even: After your first proposal
ROI Year 1: (Assuming 50 proposals/year) $7,451 saved
Still writing proposals manually?
What Happens After Purchase
- Instant download of 2 Make.com scenarios (JSON files)
- Access to private video walkthrough (30 minutes)
- PDF setup guide with screenshots (15 pages)
- Gemini prompt template (customizable for your services)
- PandaDoc merge field mapping guide
- Email support for 30 days
Upgrade Options
Done-For-You Setup ($499):
We build both scenarios, configure Fireflies webhook, create PandaDoc template, train Gemini on your services, load test proposals, live training session.
Custom System Implementation ($4,999+):
Multi-rep workflows, CRM integration (HubSpot/Salesforce), custom proposal logic (tiered pricing, add-ons), white-label for agencies.
Stop Spending 5 Hours Per Proposal. Start Spending 5 Minutes.
P.S. Most sales reps write 2-4 proposals per week. That's 10-20 hours of manual work. This automation costs less than one hour of your time and works forever. Do the math.