Workflow example · social-media
Workflow Example: Sales Call to Social Media Proposal
A social media manager takes a 30-minute scoping call with a regional restaurant chain that wants a 3-month content calendar across Instagram and TikTok. The call covers posting frequency, content types, approval workflow, and monthly retainer. This workflow example traces how every agreed term moves from the conversation into a proposal, contract clause, and payment schedule without re-entry.
Call to proposal: the full trace
[03:12] Client: "We have five locations and right now nobody is posting consistently. Some weeks we get three posts, some weeks zero." [03:28] Manager: "Got it. So the goal is a consistent cadence across all five. I would recommend 12 posts per month per location, mix of Reels, carousels, and static. That is 60 posts total per month." [04:15] Client: "That sounds like a lot. Who is shooting the content?" [04:18] Manager: "I would do one shoot day per location per month. Five shoot days, and I batch-produce from there. For the first month I would also do a brand audit and style guide so everything looks cohesive." [05:02] Client: "What does that cost us?" [05:05] Manager: "CHF 4,500 per month for the three months. The first month includes the brand audit at no extra charge. You would approve every post in a shared calendar before it goes live." [05:30] Client: "And we can cancel after three months?" [05:33] Manager: "Yes, the engagement is three months with a 30-day notice clause after that. I invoice monthly, due within 14 days."
| Term | Value | Evidence |
|---|---|---|
| Locations | 5 restaurant locations | "We have five locations" [03:12] |
| Monthly volume | 60 posts/month · 12 per location | "12 posts per month per location" [03:28] |
| Content formats | Reels, carousels, static images | "mix of Reels, carousels, and static" [03:28] |
| Shoot schedule | 1 shoot day per location per month | "one shoot day per location per month" [04:18] |
| Brand audit | Included in Month 1 at no extra charge | "brand audit at no extra charge" [05:05] |
| Monthly retainer | CHF 4,500/month | "CHF 4,500 per month" [05:05] |
| Engagement length | 3 months · 30-day notice after | "three months with a 30-day notice clause" [05:33] |
| Payment terms | Monthly invoice · 14-day net | "invoice monthly, due within 14 days" [05:33] |
Month 1: Content calendar + brand audit + 60 posts · CHF 4,500 Month 2: Content calendar + 60 posts · CHF 4,500 Month 3: Content calendar + 60 posts · CHF 4,500 Total: CHF 13,500
The Manager shall deliver 60 social media posts per month across five locations for a period of three months at a monthly retainer of CHF 4,500. Month 1 includes a brand audit and style guide at no additional cost. Content is subject to client approval via a shared calendar before publication. The engagement renews on a rolling basis with 30 days written notice to terminate.
Milestone 1: CHF 4,500 due at start of Month 1. Milestone 2: CHF 4,500 due at start of Month 2. Milestone 3: CHF 4,500 due at start of Month 3. Payment is collected through the client review link after each monthly sign-off.
How does the transcript become a proposal?
The social media manager imports the call recording from their meeting tool. The AI reads the transcript and pulls out every commercial term: location count, posting cadence, content formats, shoot days, retainer, and payment terms. Each term carries its timestamp reference. The proposal is assembled from these terms, with pricing calculated from the agreed retainer. The manager reviews, adjusts any details, and sends.
- Post volumes and retainer are extracted directly from the conversation.
- The brand audit scope is captured as a Month 1 deliverable automatically.
- The manager reviews and edits before anything reaches the client.
What does the client see?
The client receives one link. The page shows the content plan, shoot schedule, monthly retainer, and approval workflow. If the client wants to adjust the posting frequency or swap a content format, they request changes inline. After approval, the page moves to electronic signature. After signing, the first monthly payment is collected from the same agreed terms.
- One link for review, changes, signature, and payment.
- The approval workflow is described in the proposal so expectations are set.
- Payment milestones align with the monthly cadence discussed on the call.
What if the scope changes mid-engagement?
The three-month retainer is fixed, but scope adjustments happen. If the client opens a sixth location or wants to add a new platform, the manager creates a change order from the original proposal. The change order inherits the existing terms and adds the new scope with updated pricing. Both sides see the diff between original and revised terms.
- Change orders link back to the original proposal terms.
- New locations or platforms are priced as additions, not renegotiations.
- The 30-day notice clause still applies to the base engagement.
FAQ
Does the proposal include the content approval workflow?
Yes. The proposal describes the shared calendar approval step so the client knows exactly how and when they review posts before publication. The approval process is part of the scope, not a separate document.
Can the client request changes to individual posts after signing?
Post-level feedback happens in the shared calendar, not in the proposal. The proposal covers scope, pricing, and terms. Day-to-day content revisions are handled in the production workflow.
What if the call covered platforms the AI did not extract?
The manager sees the extraction alongside the call summary and adds any missing platforms in the editor. The traceability view makes omissions visible so nothing discussed on the call is silently dropped.
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