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Workflow example · consulting

Workflow Example: Sales Call to Consulting Proposal

A 45-minute scoping call with a new consulting client covered engagement type, day rate, project phases, timeline, and payment terms. This workflow example shows exactly how those commercial terms move from the transcript into a traced proposal, a contract clause, and a payment milestone without re-entry.

Call to proposal: the full trace

Transcript excerpt
[14:32] Client: "So we are looking at roughly 40 hours for the whole thing?"
[14:35] Consultant: "That is right. 40 hours at 150 per hour, split across the two phases we discussed. Discovery first, about 20 hours, then the implementation phase for the other 20."
[14:48] Client: "And the timeline is eight weeks total?"
[14:50] Consultant: "Yes, four weeks for discovery, four for implementation. We would invoice at the end of each phase."
Extracted terms
TermValueEvidence
Engagement typeConsulting · fixed-scope"40 hours for the whole thing" [14:32]
Hourly rateCHF 150/h"150 per hour" [14:35]
Total hours40h"roughly 40 hours" [14:32]
Phase 1Discovery · 20h · 4 weeks"Discovery first, about 20 hours" [14:35]
Phase 2Implementation · 20h · 4 weeks"implementation phase for the other 20" [14:35]
Timeline8 weeks total"eight weeks total" [14:48]
Payment termsInvoice at end of each phase"invoice at the end of each phase" [14:50]
Proposal line
Phase 1: Discovery & Strategy · 20h × CHF 150 = CHF 3,000
Phase 2: Implementation · 20h × CHF 150 = CHF 3,000
Total: CHF 6,000
Contract clause

The Consultant shall deliver the Services in two phases: (1) Discovery & Strategy, comprising 20 hours over four weeks; and (2) Implementation, comprising 20 hours over four weeks. The total engagement is 40 hours at CHF 150 per hour.

Payment milestone

Milestone 1: CHF 3,000 due upon completion of Phase 1 (Discovery & Strategy). Milestone 2: CHF 3,000 due upon completion of Phase 2 (Implementation). Payment is collected through the client review link after each phase sign-off.

How does the transcript become a proposal?

The consultant imports the call recording from Fathom. The AI reads the transcript and extracts every commercial term it finds: engagement type, rate, hours, phases, timeline, and payment terms. Each extracted term carries a reference to the timestamp where it was discussed. The proposal is generated from these terms, with every line traceable to the conversation. The consultant reviews the output, adjusts if needed, and sends.

  • Terms are extracted, not invented. Every value links back to the call.
  • Rates and totals are calculated in code, not by the language model.
  • The consultant reviews before sending. The AI does not send proposals.

What does the client see?

The client receives a single link. The page shows the proposal with scope, timeline, and pricing. If anything looks wrong, the client can request changes inline. After approval, the page moves to electronic signature. After signing, the first payment milestone is set from the same terms. The client never sees the raw transcript or the extraction step.

  • One link for review, changes, signature, and payment.
  • Change requests are visible to both sides before the contract is signed.
  • Payment milestones match the phases agreed on the call.

What if the call covered terms the AI missed?

The extraction is a starting point, not a final draft. If the consultant sees a term that was discussed but not extracted, they add it in the editor. If a term was extracted incorrectly, they correct it. The traceability link makes omissions visible because the consultant can compare the extracted terms against the call summary. Missing terms are the expected edge case, not a failure.

  • The editor is always available for manual additions and corrections.
  • Traceability makes gaps visible rather than silently omitting them.
  • The AI is a first pass, not the final authority.

FAQ

How long does it take to go from call to sent proposal?

The extraction takes a few seconds after the transcript is imported. Review and any manual adjustments depend on complexity, but most consultants send the proposal within 10 to 15 minutes of the call ending.

Does the client see where each term came from?

No. The traceability is for the consultant, not the client. The client sees a clean proposal with scope, timeline, and pricing. The source references stay in the workspace.

What happens if the call was in a language other than English?

The extraction works with any language the meeting recorder transcribes. If the transcript is in German or French, the terms are extracted in that language. The proposal language is set by the consultant.

Try it with one real call

Use one call recording or transcript. See extracted terms traced back to the conversation, with the proposal ready to review and send.

Start with one call

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