Generate AI sales proposals from transcripts using Azure OpenAI, PandaDoc & Slack approval
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.
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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
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How It Works
Form Trigger (Client Proposal Intake)
Client fills a form with:
Name, email, website
Industry / business context
Problem, solution idea, scope
Budget, timeline, deliverables
Sales Call Intelligence (Fireflies or Gong)
Workflow searches transcripts using the client email
Fetches the relevant transcript + summary
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
scopeofwork
deliverables
timeline_breakdown
investment
next_steps
Proposal Creation (PandaDoc, DocuSign, etc.)
Creates the proposal document from a template
Fills tokens with AI-generated content
Inserts pricing table using Budget
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
CRM Update (Airtable / HubSpot)
After proposal is sent, Stage → Proposal Sent
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
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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
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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
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You can now integrate this into your lead workflow and let AI + automation handle proposal drafting, Slack approvals, sending, CRM updates, and follow-ups.
By Sparsh From Automation Jinn