How I Use AI to Turn Discovery Calls into Proposals in 5 Min

You went from that ONE call we had to a FULL proposal? Wow. How the hell did you do that?

AI on steroids: Meet the Engine.

I used to spend hours—sometimes days—getting from a discovery call to a polished, client-ready proposal. Now it takes me 10 minutes.

I’ve found a way to streamline the whole process going from discovery to proposal, and the secret isn’t just in working harder. It’s about working smarter by leveraging AI and automation the right way.

Let’s be real—everyone’s monkeying around with ChatGPT these days, but the real power of AI isn’t just in playing around with it one time...

The real magic happens when you combine AI with automation at scale and it makes your life easier. That’s when you can truly streamline your processes, close deals faster, and scale your business without burning out.

In this article, I’m going to share my process—a trick that has changed the game for me. It’s how I turn a 30-minute discovery call into a polished, client-ready proposal, all while maintaining the precision and personal touch my clients expect.

This method allows me to let go of the grind and focus on growing my business, and it can do the same for you.

Step 1: Taking Meeting Notes with AI

First things first, let me give a big shoutout to the free version of Fathom.video. This tool is a game changer for taking meeting notes. It automatically joins your Google Meet or Zoom calls, records everything, and provides a concise summary that’s spot-on every time.

The best part? The meeting summaries are so accurate that they never need to be corrected. Fathom.video captures every detail and nuance of the conversation, so you don’t have to rely on memory or hurried notes.

After the call, the AI transcript becomes the foundation of my proposal, as I use tools like ChatGPT to identify key pain points, client needs, and opportunities to highlight.

Before diving into the proposal, I send the summary provided by Fathom.video directly to the client via WhatsApp or email...

This quick follow-up demonstrates that I’ve listened and understood their needs, building trust and ensuring we’re aligned. Winning.

Step 2: Create Proposal with AI

I then paste the full transcript from Fathom into ChatGPT. I use a specific prompt to generate a detailed proposal. Here’s the prompt I use:

Prompt:

‍"Create a detailed proposal based on the following client meeting summary. Structure the proposal with sections for Background, Summary, Scope, Deliverables, Timeline, Payment Terms, and Get Started. Ensure the language reflects the client's personality—use [emotional/logical] language as appropriate to build rapport and trust. Speak in plain English for business owners with limited technical knowledge...

[Insert Fathom.video transcript here]"

This step is where the real time-saving happens. ChatGPT generates a proposal that is not only concise and persuasive but also perfectly aligned with the client’s needs. The best part? It’s written in my voice, capturing the style and tone I want to convey.

After ChatGPT generates the proposal, I paste it into the Engine, where I create an informal document that includes easy payment options. The Engine allows me to customize the proposal further and ensures that it’s ready for client approval.

Step 3: Follow Up with Automation

After the proposal is sent, the real magic happens. This is where I use the Engine from Insert Fuel to take over the rest of the process. The Engine handles everything with precision and efficiency, ensuring that no detail is missed and that the client experience is seamless.

Here’s what happens next:

• Payments: Integrated payment tools allow clients to pay instantly upon approving the proposal, ensuring a seamless and quick transaction.
• Onboarding: The Engine manages the scheduling of onboarding or kickoff calls, giving clients the flexibility to choose a time that works for them. This puts the control in their hands, aligning with the “Let Go, Boss” philosophy while ensuring the project moves forward smoothly.
• Reminders: Automated reminders are sent to ensure that all follow-ups are handled promptly, keeping the client engaged and the project on track.
• Newsletters: Regular updates and newsletters are automated through the Engine to keep clients informed about progress, new services, or important updates, enhancing the relationship and fostering long-term engagement.

Additionally, all insights and information gathered during the discovery call are automatically stored in the Engine’s CRM. This keeps everything organized and accessible, making future interactions smoother and more personalized. With the Engine handling these tasks, you can focus on what truly matters—growing your business.