Proposal & Quote Drafter is an AI proposal generator built for agencies. It starts from the confirmed creative brief, or a call, meeting or enquiry, prices each line from your past jobs and rates, and drafts a proposal PDF ready for the client, with a clear list of what's not included.
Why agency quotes lose money
Most proposal and quoting software makes the document look good. The margin lives in the number. A quote built from memory tends to come in low, and the gap only shows once the job is underway. A vague proposal makes it worse, because anything that isn't written down as excluded turns into an argument later.
Priced from your real job history
The Proposal & Quote Drafter matches each line against your agency's past jobs and prices it from what similar work actually took. It pulls past jobs from Harvest, Xero, an uploaded export or earlier proposals.
Lines with thin history are marked low confidence with a range, and with no history it uses your rates. It also flags where you've been charging too little. Your quotes stay consistent from one account manager to the next.
What every proposal includes
- Your client's goals
- Scope and deliverables
- Revision rounds included
- A clear "not included" list
- Timeline
- Investment, with line items, subtotal, tax and total
- Payment terms
- Assumptions
- Next steps
The "not included" list
Every proposal spells out what sits outside the job, such as licences, printing, extra sizes and extra revision rounds. Writing it down before work starts is the simplest way to stop scope creep.
Pricing dashboard, versions and cover email
After every proposal, it offers a pricing dashboard for your team only. The client sees the proposal PDF, and your team sees how the price was built.
Every change makes a new version, v1, v2 and so on, and the old one is kept. It also offers to save a cover email to your drafts, with the PDF attached in Gmail. A Word copy is available on request.
From accepted proposal to signed scope
When you tell it the client accepted, it proposes the agreed scope and saves it for Scope Creep Sentinel once you confirm. From then on, every new request is checked against exactly what was signed.
How to write an agency proposal with AI
- Start from the confirmed creative brief, or a call, meeting or enquiry.
- The Proposal & Quote Drafter prices each line from your past jobs and rates.
- Review the proposal PDF and the pricing dashboard, and adjust anything you want.
- Send the proposal yourself. When the client accepts, tell the agent, confirm the scope it proposes, and it's saved for Scope Creep Sentinel.
Quoting software built for agencies
A lot of quoting software is built for trades and manufacturing: parts, labour and materials. Agency work is priced on deliverables, revision rounds and time. The Proposal & Quote Drafter is built around how agencies actually quote, and works in any country, with tax taken from your agency's settings.
Part of the Autohive Agency Pack
The proposal starts from Client Brain, the shared client memory every agent in the pack works from:
- Client Brain keeps the confirmed brief, the signed scope and every change
- Creative Brief Builder turns client conversations into a confirmed creative brief
- Scope Creep Sentinel checks new requests against the signed scope
- Monthly Client Report Writer reads the client's file to know what changed that month
Together they carry one client job from the first call to the monthly report.
Safe by default
- Never sends anything to a client
- Never invents figures
- Flags instructions hidden in emails, notes or files instead of following them
Who Proposal & Quote Drafter is for
Agency owners, account leads and producers at creative, design, digital and marketing agencies who quote regularly and want consistent, defensible pricing. It also suits freelancers and small studios who want quoting software that prices from their own past work.
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Use Case Scenarios
Turning a discovery call into a proposal the same day. A client has just described a brand refresh, a website rebuild, or a campaign they need by next quarter, and your notes are still rough. Send the call notes, brief, or enquiry to the Proposal & Quote Drafter and it returns a scoped proposal with deliverables, revision rounds, payment terms, and a price. You review, make light edits, and send while the prospect is still engaged.
Pricing with evidence instead of guesswork. Underpricing is a common problem for small creative studios, and so is pricing that varies from one account lead to the next. This agent builds each estimate from your own past jobs in Harvest and your existing rates, so every figure traces back to real work. The accompanying pricing note shows the reasoning, which helps founders hold firm on fees and gives account leads a defensible answer when a client asks why a quote is what it is.
Preventing scope creep before it starts. Vague proposals lead to unpaid revisions and endless "small additions." The drafter lists exclusions explicitly, such as additional revision rounds, stock assets, hosting, or extra stakeholder workshops, so the client knows exactly what sits outside the agreed price. Clear boundaries at the proposal stage make later change requests a straightforward conversation about a new quote.
Keeping a human in control of every client message. The agent never sends anything. It delivers a PDF proposal and saves a cover email to your Gmail or Microsoft 365 drafts, where you read, adjust, and send it yourself. Optional team-only pricing dashboards keep internal rate and margin information visible to your team without exposing it to clients.
Applications
- Design and branding studios: Produce logo, identity, and packaging proposals quickly, with revision rounds and usage rights spelled out in every quote.
- Web and digital agencies: Scope website builds, landing pages, and retainer work using past project hours and rates, with exclusions covering hosting, content writing, and integrations.
- Freelance creatives and small teams: Solo designers, copywriters, and video producers can standardize proposal quality and pricing without hiring a dedicated estimator.
- Account leads and business development teams: Respond to inbound enquiries faster, keep pricing consistent across the team, and track quote patterns for better proposal management and sales performance.
Frequently Asked Questions
What is an AI proposal generator?
An AI proposal generator drafts a client proposal for you. The Proposal & Quote Drafter goes further on price: it starts from the confirmed brief and prices every line from jobs your agency has actually done.
What is quoting software?
Quoting software helps you build and send consistent price quotes. Most of it is built for trades and manufacturing. The Proposal & Quote Drafter is quoting software built for agencies, priced on deliverables, revision rounds and your own job history.
How do I price agency projects consistently?
Price from what similar work actually took, using your job history instead of memory. The Proposal & Quote Drafter does that matching on every quote, so pricing stays consistent across your team.
What’s in the “not included” list?
Everything outside the job, such as licences, printing, extra sizes and extra revision rounds. Where it makes sense, extras carry a price, so the client knows the cost up front.
Do small agencies need quoting software?
If you quote more than a few jobs a month, yes. A quote from memory is the easiest place to lose margin, and a clear “not included” list saves the awkward conversation later.
Can I edit the proposal before it goes out?
Yes. You review the proposal PDF and the pricing dashboard, adjust anything you want, and send it yourself.
Does it send proposals to my clients?
No. It never sends anything and never invents figures.
Expand this agent's potential
Unlock more possibilities by combining this agent with the following.
Scope Creep SentinelScope creep checker for agencies: reads client Slack and email, checks every request against the signed scope and flags likely extras.
Monthly Client Report WriterAutomated client reporting for agencies: compares web, search, social and ads results with last month, last year and target, then explains what moved.
Client BrainAgency client management for the work after the deal: one shared memory for every brief, scope, quote and change.
Presentation CreatorGenerates polished, professionally designed PowerPoint presentations directly from your raw content or templates.
Meeting Follow-UpDrafts personalized follow-up emails from your Gong calls for you to send in Gmail.
