Generate AI sales proposals from transcripts using Azure OpenAI, PandaDoc & Slack approval

AI Proposal Workflow Overview This workflow turns your sales calls + intake form into a polished, send-ready proposal. It pulls the latest call transcript from Fireflies, generates structured proposal content with Azure OpenAI, builds a proposal in PandaDoc, routes it for Slack approval, and then handles sending, CRM stage updates (Airtable/HubSpot), and automated follow-ups using the PandaDoc audit trail. This workflow is modular. You can replace each major tool: - Fireflies → Gong, Fathom, Wingman, Avoma (any transcript provider) - PandaDoc → DocuSign, Qwilr, Proposify, Google Docs API - Slack Approval → Gmail Approval, MS Teams Approval, Notion DB Approvals - Airtable CRM → HubSpot, Pipedrive, Salesforce, Zoho, Monday Sales CRM - Intake Form → Typeform, Tally, Jotform, HubSpot forms - Azure OpenAI → OpenAI, Anthropic Claude, Mistral, or any LLM connected through an API The core logic stays the same — you only swap the nodes. --- Who It’s For - Agencies & consultants who send similar proposals after every call - B2B SaaS / tech teams that want proposals going out within hours - Solo operators who want AI to handle most of the draft but keep final control - Teams already working out of Slack, wanting approval flows there --- How It Works 1. Form Trigger (Client Proposal Intake) Client fills a form with: - Name, email, website - Industry / business context - Problem, solution idea, scope - Budget, timeline, deliverables 2. Sales Call Intelligence (Fireflies or Gong) - Workflow searches transcripts using the client email - Fetches the relevant transcript + summary 3. AI Proposal Generator (Azure OpenAI or any LLM) - Sets initial variables (draftText, lastFeedback) - Sends transcript + form data into LLM - Returns structured JSON: - introduction - clientproblem - proposedsolution - scopeofwork - deliverables - timelinebreakdown - investment - nextsteps 4. Proposal Creation (PandaDoc, DocuSign, etc.) - Creates the proposal document from a template - Fills tokens with AI-generated content - Inserts pricing table using Budget 5. Slack Approval Loop - Slack message is sent to reviewer with: - Approve button - Request Changes button - Optional comment thread for feedback - If Approved: - Proposal is sent automatically via PandaDoc/DocuSign - Slack message to notify proposal has been sent - If Changes Requested: - Feedback + draft are stored - Passed back into the LLM to regenerate - New document is created and the Slack approval request is sent again - This loop continues until approval happens 6. CRM Update (Airtable / HubSpot) - After proposal is sent, Stage → Proposal Sent 7. Follow-Up System (PandaDoc Audit Trail) After a 48-hour wait: - Audit trail is fetched - If document is not yet signed: - Reminder is sent - Stage → Reminder Sent - Slack message to notify a reminder has been sent - If signed: - Stage → Document Signed --- Ideal use cases - Sales teams creating tailored proposals at scale - Agencies responding quickly to inbound RFPs - Freelancers producing polished proposals in minutes - RevOps teams standardizing proposal formats - SaaS companies automating repetitive proposal creation --- Requirements - n8n (self-hosted or cloud) - Transcript provider (Fireflies, Gong, Fathom, etc.) - LLM API (Azure OpenAI, OpenAI, Claude, etc.) - Proposal tool (PandaDoc, DocuSign, Qwilr) - Slack API app for approval flow - CRM (Airtable, HubSpot, Pipedrive) - Intake form --- You can now integrate this into your lead workflow and let AI + automation handle proposal drafting, Slack approvals, sending, CRM updates, and follow-ups.