Service · Proposal preparation

Proposals prepared before you even ask.

AI collects proposal data from emails, forms and attachments, prepares follow-up questions and creates internal notes. Pricing commitments are only made after human approval.

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Example workflow

IT support recruitment request: AI prepares the basis for the proposal.

Example from recruitment: AI collects and structures the information and suggests next steps; a person approves the result.

Incoming enquiry · New customer
“We urgently need three IT support staff for our Vienna location. Hybrid work would be possible. Could you send us a proposal?”

Preparation matrix

✓ IDENTIFIED: IT support · 3 people · Vienna/hybrid · start ASAP ⚠ MISSING: salary range · working-time model · mandatory criteria

Next step

RecommendationSend a follow-up question and prepare an initial search profile so the process can begin immediately after the reply.

Internal note · automatic

“New customer, three positions, high urgency. Initial IT support profile (1st/2nd level) created. Clarify the fee model before sending the proposal. Follow up in two days if there is no response.”

Follow-up draft · awaiting approval

“Thank you for your enquiry. We would be happy to prepare the search. To create suitable candidate profiles, we still need the salary range, required experience, working-time model and mandatory criteria. We will then structure the search process and coordinate the next steps with you.”

Human approval

AI prepares the proposal basis  →  Your team approves the terms and proposal

No binding proposal or fee commitment without human review.

Process

How it works.

01

Analyse enquiry

All relevant information is extracted from emails and attachments.

02

Data check

What is complete and what is still required for a sound proposal?

03

Prepare follow-up questions

A ready-to-send follow-up email covering missing information.

04

Draft & notes

A structured data basis is created automatically.

05

Human approval

Your team always confirms prices and terms.

Challenges

What this service solves.

Scattered proposal data

Dimensions, requirements and dates are spread across several emails.

Forgotten follow-up questions

Missing information is only noticed when the proposal is being written.

Long preparation time

Days pass before all information has been collected while the customer waits.

Knowledge exists only in people’s heads

Internal information about the customer is not documented anywhere.

Benefits

What your business gains.

Time savingsBetter visibilityFewer errorsFaster responseBetter data qualityClear responsibilitiesHuman oversight

Your team does not start from zero but from an 80% complete basis: data collected, questions prepared and notes documented. This can significantly shorten proposal preparation time.

Security & control

Automation with sound judgement.

  • No automated pricing commitments: every proposal is sent only after your approval.
  • No unchecked automated decisions in critical cases — sensitive matters are always escalated to a person.
  • No binding pricing, legal or personnel decisions without explicit approval.
  • GDPR requirements are considered from the outset. A legal review is required before going live with real customer data, and test and live systems remain separate.
Expansion

Useful next steps

Once this workflow is in place, these are often the most useful next steps:

Lead capture→Document & data extraction→CRM & follow-up workflows→Dashboards & analytics→AI team members→

Discuss this automation?

In a free initial consultation, we assess how proposal preparation can specifically reduce your team’s workload — with no obligation and on equal terms.

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