Workflow example · sales

Workflow Example: Sales Call to Sales Proposal

A 50-minute discovery call with a mid-market logistics company covered user count, integration requirements, pilot scope, success criteria, and pricing. 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

[11:30] Client: "We have about 200 people on the operations side, but for the pilot I only want to roll out to one warehouse. That is roughly 35 users."
[11:42] Sales Rep: "35 users for the pilot, got it. And the main integration you mentioned is your SAP system, correct?"
[11:48] Client: "Yes, SAP for inventory data. We also use Slack for internal comms, so if the alerts can go there that would be ideal."
[11:58] Sales Rep: "Both are supported out of the box. SAP integration has a one-time setup fee. Slack is included. For 35 users on a 90-day pilot, the pricing is 45 per user per month. That is 1,575 per month, 4,725 for the full pilot."
[12:18] Client: "And what happens after the 90 days?"
[12:21] Sales Rep: "If the pilot hits the success metrics we agree on, we roll out to the full 200 users at the same per-user rate. The annual contract kicks in at that point."
[12:35] Client: "What kind of setup fee are we looking at for SAP?"
[12:38] Sales Rep: "2,500 one-time. That covers the connector build, testing, and the first data sync. It is billed upfront before the pilot starts."

Extracted terms

Term	Value	Evidence
Pilot scope	1 warehouse · 35 users · 90 days	"one warehouse. That is roughly 35 users" [11:30] and "90-day pilot" [11:58]
Per-user price	CHF 45/user/month	"45 per user per month" [11:58]
Monthly pilot cost	CHF 1,575/month	"1,575 per month" [11:58]
Total pilot cost	CHF 4,725	"4,725 for the full pilot" [11:58]
SAP integration	One-time setup · connector build, testing, first sync	"SAP for inventory data" [11:48] and "covers the connector build, testing, and the first data sync" [12:38]
SAP setup fee	CHF 2,500 one-time · billed upfront	"2,500 one-time" [12:38] and "billed upfront before the pilot starts" [12:38]
Slack integration	Included · alerts to Slack channels	"Slack is included" [11:58]
Post-pilot expansion	200 users · same per-user rate · annual contract	"roll out to the full 200 users at the same per-user rate" [12:21]

Proposal line

SAP Integration Setup (one-time): CHF 2,500
Pilot License · 35 users × CHF 45/user × 3 months: CHF 4,725
Slack Integration: Included
Total: CHF 7,225

Contract clause

The Provider shall deliver a 90-day pilot deployment for 35 users at one warehouse location. Pricing is CHF 45 per user per month. A one-time SAP integration setup fee of CHF 2,500 is due before the pilot begins. Slack integration is included at no additional cost. Upon successful completion of the pilot and mutual agreement to proceed, the Client may expand to 200 users under an annual contract at the same per-user rate.

Payment milestone

Milestone 1: CHF 2,500 due upon contract signature (SAP integration setup). Milestone 2: CHF 1,575 due on pilot start date (month 1 license). Milestone 3: CHF 1,575 due on day 31 (month 2 license). Milestone 4: CHF 1,575 due on day 61 (month 3 license). Payment is collected through the client review link after each milestone.

How does the transcript become a proposal?

The sales rep imports the call recording from their meeting tool. The AI reads the transcript and extracts every commercial term: pilot scope, user count, per-user pricing, integration fees, and expansion 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 rep reviews the output, adjusts if needed, and sends.

Terms are extracted, not invented. Every value links back to the call.
User counts, per-seat pricing, and totals are calculated in code, not by the language model.
The sales rep 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 the pilot scope, pricing breakdown, integration details, and total. If anything looks wrong, the client can request changes inline. After approval, the page moves to electronic signature. After signing, the setup fee milestone is activated 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 structure agreed on the call.

How does a pilot proposal differ from a full deployment proposal?

A pilot is scoped intentionally smaller: fewer users, shorter timeline, and explicit success criteria. The proposal reflects this by separating the pilot pricing from the expansion pricing. The contract clause includes the expansion terms so the client knows the path forward, but does not commit them to the full rollout. If the pilot succeeds, the sales rep creates a new proposal for the full deployment referencing the pilot results.

Pilot proposals have an explicit end date and user cap.
Expansion terms are documented but not binding until a new proposal is signed.
Success criteria from the call inform the pilot review, not just the pricing.

What if the client wants to add users during the pilot?

Adding users mid-pilot is a scope change. The sales rep creates a change order that inherits the per-user rate from the original proposal and adds the new users. The monthly billing adjusts for the remaining pilot period. Both sides sign the change order before the new users are provisioned.

Per-user rate stays consistent with the signed proposal.
Billing prorates for partial months when users are added mid-cycle.
Change orders keep the audit trail clean for the expansion decision.

FAQ

Does the SAP setup fee count toward the pilot total?

It depends on how the sales rep structures the proposal. In this example, the setup fee is a separate line item billed before the pilot starts. The pilot total of CHF 4,725 covers only the user licenses. The combined total is CHF 7,225.

What if the pilot does not meet the success criteria?

The pilot ends at the 90-day mark and no expansion proposal is created. The client has no obligation to continue. The contract clause governs what happens to the data and accounts after the pilot concludes.

Can the proposal include the expansion pricing as a binding commitment?

The sales rep can structure it either way. In this example, the expansion terms are documented as a path forward, not a binding commitment. If the client wants a locked-in expansion price, the rep adds a binding expansion clause before sending. Both structures are supported.

How does InkDraft handle per-user-per-month billing?

The proposal expresses the pricing as a per-user rate, and the milestones are set as monthly totals. InkDraft does not provision SaaS seats or manage user counts. It handles the proposal, contract, and payment collection. The actual user provisioning happens in the vendor's own system.

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.

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