Proposal Studio
Every proposal used to take half a day. Prices came from old documents, the layout from a word processor and the scope from memory.
Proposal Studio turns a client email or a short questionnaire into a typeset proposal with correct prices in minutes. It lives inside the agency's internal ERP and shares its login, clients and calm design language.
Half a day per proposal
Problem
Every proposal started as a copy of the last one. Old prices slipped through, VAT was added by hand and the layout broke whenever a section grew. Sending it meant exporting a file, attaching it to an email and hoping the numbers matched.
Goals
Go from a client email to a first draft in minutes.
Calculate hours, rates, discounts and VAT the same way every time.
Produce a document that looks like the agency and not like a template.
Let the client describe the project before the first call.
Never send a proposal with missing details.
Eight steps, one document
The wizard follows the order of the finished proposal. Project type, client, context, deliverables, pricing, process and terms come before a final preview. The editor keeps the same order, so every section on screen has its place in the PDF.
From email to draft
A lead pastes the client's email or call notes. The copilot reads it and suggests project types, quantities, add-ons, client details, a deadline and the questions still open. Nothing is applied on its own. Each suggestion is confirmed with a click and every step stays editable.
Clients answer first
Before the first call the client gets a link to about ten short questions, one per screen, on a phone or a laptop. A website asks for pages and languages, a shop for products and print for items. The answers arrive on the dashboard and become a draft with one click.
Prices that add up
Money is calculated in cents with one rounding per line. Line discounts come first, then the proposal discount and then VAT per rate. Third party costs stay separate and optional items are shown but never added to the total. Open items list what is still missing and block the final PDF until it is fixed.
A document worth sending
The PDF is set with real text and embedded fonts, so it stays sharp and searchable. Two cover styles and three font pairings share one grid. After the cover with the pia logo follow the summary, scope, phases, timeline, pricing, terms and a page to sign.
Like paper, not like software
The studio has its own quieter look inside the ERP. A paper toned canvas, black ink, thin rules and light headings keep the screen close to the printed proposal. Lilac from the agency brand marks what was chosen.
The components are built in Figma with a variant for each state and match the code. Buttons, fields, status tags, project type cards, wizard steps and the investment panel are the same parts in both.
Every proposal in one place
Each proposal has one status and a history. Sent proposals are confirmed by a person and never claimed by the system. An accepted proposal becomes the project in the ERP with its budget and tasks.
A first draft takes minutes instead of half a day.
Prices, discounts and VAT are calculated the same way every time.
Every proposal looks like the agency and reads like one document.
Clients describe their project before the first call.
An accepted proposal becomes the project in the ERP with its budget and tasks.
A good proposal is mostly preparation. Proposal Studio does the preparation so the conversation with the client can start earlier.
Next Project
Kollitsch Gruppe
