Creating proposals can be one of the most repetitive tasks in any service business. The structure rarely changes, the language stays consistent, and yet — we find ourselves starting from scratch, over and over again.
So in this tutorial, we’ve built a full system that automates the entire proposal creation process.
It takes a short internal form submission and turns it into a ready-to-review business proposal using Google Forms, Google Sheets, OpenAI, Make.com, and Google Docs.
👉 You can watch the full video walkthrough here
What This System Does
This setup is designed to be used internally — not by clients, but by your own team. It works like this:
- A team member fills out a short form with:
- Company name
- Contact name
- Type of service required
- A short description or notes from a conversation
- That submission triggers an automation via Make.com
- The system sends those notes to OpenAI, which:
- Expands them into a clear, structured scope of work
- Generates a ballpark pricing estimate
- The correct proposal template is selected based on the service type
- All dynamic fields (name, company, scope, pricing, date) are filled automatically
- A ready-to-review Google Doc is created and saved to Drive
Tools Used
- Google Forms — for internal data entry
- Google Sheets — to receive form data and trigger automation
- OpenAI — to generate the proposal scope and estimate
- Make.com — to manage the workflow logic and connections
- Google Docs — for dynamic proposal templates
Why This Matters
The real value of this system isn’t just in the time saved (though that’s significant). It’s in the consistency it brings to your proposals, and the reduced mental load for your team.
- 🔁 No rewriting the same thing from scratch
- 🧠 No remembering which template to use
- 📄 No formatting headaches
- ⚡ Just fast, structured, on-brand proposals — ready to personalise and send
How It Works (Step by Step)
Here’s a breakdown of the setup covered in the tutorial:
1. Set Up the Google Form
We created a form with four fields: company name, contact name, service type (as a dropdown), and a short description. This feeds into a connected Google Sheet.
2. Prepare the Spreadsheet
In the response sheet, we added three extra columns:
- AI Scope Content
- AI Estimated Cost
- Document Drafted?
These are updated automatically later in the workflow.
3. Create Proposal Templates
Each service type (e.g. Chatbots, Workflow Automation) has its own Google Docs template. These include placeholders like {{CompanyName}}, {{ContactName}}, {{Scope}}, and {{EstCost}}.
4. Build the Make.com Scenario
The Make.com flow includes:
- Watching new form responses
- Routing based on service type
- Sending notes to OpenAI to generate a proposal scope
- Sending the scope to a second OpenAI call to generate a price estimate
- Filling the Google Docs template
- Formatting the current date with formatDate(now; “D MMM YYYY”)
- Saving the proposal to Drive and updating the spreadsheet
5. Add Context to the AI
We gave OpenAI enough background on:
- What AIWise does
- What each service type typically includes
- How we usually price based on complexity
This allows the generated scope and pricing to feel accurate, aligned, and useful — not just generic AI fluff.
Final Thoughts
There’s a bit of setup involved — from crafting prompts to preparing templates and mapping fields. But once it’s in place, this kind of system can take a lot of friction out of the proposal process.
It doesn’t replace your judgment or the personalisation you’ll add later — but it gets your team to a strong first draft, every single time.
Want Help Implementing This?
At AIWise, we build automations like this every day.
If you’d like help setting up something similar — or want to explore where AI can streamline your operations — book a free consult or get in touch.
