Workflow example · software-development
Workflow Example: Sales Call to Software Development Proposal
A 45-minute discovery call with a mid-size distribution company covered their current spreadsheet pain, required modules, user count, integration needs, and a phased delivery timeline. This workflow example shows how those commercial terms move from the call transcript into a traced proposal, a contract clause, and a payment schedule without manual re-entry or guesswork.
Call to proposal: the full trace
[05:10] Client: "We are running everything on shared spreadsheets right now. Contacts, deals, invoices. It breaks every week." [05:25] Agency: "Understood. So the core need is a custom CRM with a contact database, a deal pipeline, and invoice generation. How many people would use it?" [05:35] Client: "About 25 in sales, plus 5 in accounting who need invoice access." [05:42] Agency: "30 users total. And you mentioned needing it tied into your ERP for inventory checks?" [05:48] Client: "Yes, a two-way sync with SAP Business One." [06:02] Agency: "Okay. For the full build, contacts module, pipeline, invoice generation, SAP integration, role-based access, and a reporting dashboard, we scope that at 86,000 in three phases." [06:20] Client: "What does each phase look like cost-wise?" [06:23] Agency: "Phase one is contacts and pipeline, 28,000. Phase two is invoicing and SAP sync, 34,000. Phase three is reporting, admin panel, and UAT, 24,000." [06:40] Client: "Timeline?" [06:42] Agency: "16 weeks end to end. Phase one ships at week six, phase two at week twelve, phase three at sixteen."
| Term | Value | Evidence |
|---|---|---|
| Project type | Custom CRM · full build | "a custom CRM with a contact database, a deal pipeline, and invoice generation" [05:25] |
| User count | 30 users (25 sales, 5 accounting) | "About 25 in sales, plus 5 in accounting" [05:35] |
| Integration | Two-way sync with SAP Business One | "a two-way sync with SAP Business One" [05:48] |
| Total price | CHF 86,000 | "we scope that at 86,000 in three phases" [06:02] |
| Phase 1 scope and price | Contacts + pipeline · CHF 28,000 | "Phase one is contacts and pipeline, 28,000" [06:23] |
| Phase 2 scope and price | Invoicing + SAP sync · CHF 34,000 | "Phase two is invoicing and SAP sync, 34,000" [06:23] |
| Phase 3 scope and price | Reporting + admin + UAT · CHF 24,000 | "Phase three is reporting, admin panel, and UAT, 24,000" [06:23] |
| Timeline | 16 weeks · 3 phases | "16 weeks end to end. Phase one ships at week six, phase two at week twelve, phase three at sixteen" [06:42] |
Custom CRM Build · contacts module · deal pipeline · invoice generation · SAP Business One integration · role-based access · reporting dashboard Total: CHF 86,000 across 3 phases 30 user licenses included
The Agency shall design, develop, and deploy a custom CRM application comprising a contacts module, deal pipeline, invoice generation system, two-way SAP Business One integration, role-based access controls, and a reporting dashboard. The system shall support 30 concurrent users. The total project fee is CHF 86,000, payable in three phase-based milestones. Each phase requires written client acceptance before the next phase begins.
Milestone 1: CHF 28,000 due upon delivery and acceptance of the contacts and pipeline module (week 6). Milestone 2: CHF 34,000 due upon delivery and acceptance of invoicing and SAP integration (week 12). Milestone 3: CHF 24,000 due upon completion of reporting, admin panel, and UAT sign-off (week 16). Payment is collected through the client review link after each milestone approval.
How does a discovery call become a software proposal?
The agency imports the call recording from Zoom, Fathom, or Fireflies. The AI reads the transcript and extracts every commercial term it finds: modules, user counts, integrations, phase breakdowns, pricing, and timeline. 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.
- Terms are extracted, not invented. Every value links back to the call.
- Phase pricing and total amounts are calculated in code, not by the language model.
- The agency reviews before sending. The AI does not send proposals.
What does the client see after the discovery call?
The client receives a single link. The page shows the proposal with all modules, user licensing, integration scope, phased pricing, and delivery milestones. If a module was misunderstood or the user count needs adjusting, the client requests changes inline. After approval, the same page moves to electronic signature. After signing, the first phase payment is collected from the same terms discussed on the call.
- One link for review, changes, signature, and payment.
- Each phase has its own scope description and delivery date.
- Payment milestones are tied to phase acceptance, not calendar dates.
What if the client adds features after the proposal is sent?
Scope changes are common in software projects. If the client asks for a mobile app companion or an additional reporting module after the proposal is sent, the agency creates a change order with the new scope, effort estimate, and adjusted price. The traceability makes it clear which requirements came from the original call and which were added later. The client sees the updated proposal and signs the revised version.
- New features are tracked as separate line items with their own pricing.
- The original discovery requirements remain visible for reference.
- Both parties sign the final version, not an outdated draft.
FAQ
Can the proposal show hourly estimates alongside fixed pricing?
Yes. If the call discussed estimated hours per module or a blended rate, the extraction captures those as separate terms. The proposal can display both the hourly breakdown and the fixed phase price. If the call used only fixed pricing, the proposal reflects that instead.
What if the client wants to skip a phase or reorder delivery?
The agency updates the proposal with the revised phase sequence and adjusted milestones. The client reviews and signs the updated version. The payment schedule adjusts to match the new delivery order.
Does this work for time-and-materials contracts or only fixed price?
This example shows a fixed-price phased project. Time-and-materials proposals follow a similar flow but extract hourly rates, estimated ranges, and monthly caps instead of fixed phase prices.
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