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Closing deals requires compelling, personalized proposals — but writing them from scratch after every sales call is one of the biggest time drains on any commercial team. This automation workflow eliminates the manual work entirely, generating a fully structured, client-ready proposal in your preferred language within seconds of submitting a form.
How the Workflow Works
The process begins with a simple web form completed by the sales executive right after a meeting. They enter the customer name, the problem identified, the proposed solution, and optionally a Fathom meeting ID and an RFP document. From that moment, everything else is automatic.
Meeting intelligence from Fathom. If a Fathom meeting ID is provided, the workflow connects to the Fathom API, retrieves the call recording summary, and automatically incorporates the key insights and context from the conversation into the proposal. No manual note-taking. No copy-pasting from transcripts.
RFP document parsing. If the client sent a Request for Proposal document, the sales executive can upload it directly through the form. The workflow extracts the full text from the PDF and feeds it into the AI as additional context, ensuring the proposal directly addresses the client’s stated requirements and evaluation criteria.
AI-powered proposal generation with Claude. All gathered context — the sales notes, the Fathom meeting summary, and the RFP content — is passed to Claude Sonnet via OpenRouter. Claude generates a complete, structured proposal tailored to the specific customer, their problem, and the proposed solution, written in whichever language the sales executive specifies.
Automatic delivery as a Google Slides presentation. The generated proposal content is injected directly into a pre-designed Google Slides template using dynamic text replacement. A clean copy of the template is created for each client in Google Drive, populated with the AI-generated content, and delivered ready to present or share — without touching a single slide manually.
Key Business Benefits
Proposals in minutes, not hours. What used to take a senior sales executive two to three hours now happens automatically. The team submits the form and receives a polished, client-specific proposal ready to review.
Every proposal is personalized. The AI uses real context from the sales conversation and the client’s own RFP document — not a generic template. Each proposal speaks directly to the specific customer’s situation.
Consistent quality at scale. Whether your team sends five proposals per month or five hundred, every document follows the same structure, tone, and quality standard — regardless of who filled in the form.
Multilingual support out of the box. The workflow generates proposals in any language specified, making it immediately useful for teams serving international markets without any additional configuration.
Full context, zero manual research. By pulling Fathom meeting summaries and parsing RFP documents automatically, the system ensures no insight from the sales process is ever left out of the proposal.
Built on your existing stack. Google Drive and Google Slides integration means proposals live where your team already works — no new tools, no new platforms to learn.
Technology Stack
| Tool | Role |
|---|---|
| n8n | Automation engine and workflow orchestration |
| Claude Sonnet (via OpenRouter) | AI proposal writing and content generation |
| Fathom API | Meeting summary and call intelligence retrieval |
| Google Slides | Proposal template and final document |
| Google Drive | File management and document storage |
| PDF Extract | RFP document parsing |
Who Is This For?
This workflow is designed for sales teams, account executives, presales engineers, and business development managers at companies that send a significant number of proposals and want to reduce the time between a sales conversation and a client-ready document. It is particularly valuable for teams operating across multiple languages or managing complex RFP processes.
What the Form Captures
The intake form collects everything the AI needs to generate a complete proposal:
- Customer name — used to personalize the document throughout
- Problem — the pain point or challenge identified during the sales process
- Proposed solution — what your company is offering to solve it
- Fathom Meeting ID (optional) — pulls the AI-generated call summary automatically
- RFP document (optional) — parsed and used as additional context for the proposal
- Language — the language in which the proposal should be written
Interested in implementing this workflow in your organization? Contact us and we’ll help you deploy it.
