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Workflow example · web-design

Workflow Example: Sales Call to Web Design Proposal

A 30-minute scoping call with a restaurant group covered page count, design direction, timeline, fixed price, payment split, and revision rounds. 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

Transcript excerpt
[08:12] Client: "We need five pages total. Home, menu, about, reservations, and a catering inquiry page."
[08:20] Designer: "Got it. For the five pages with custom photography direction and responsive build, we are at 4,800 flat."
[08:35] Client: "And you mentioned a 50/50 split?"
[08:37] Designer: "Right. Half up front to start, half on launch. We include two rounds of revisions in that price."
[08:50] Client: "Timeline?"
[08:52] Designer: "Six weeks from kickoff to launch, assuming feedback within 48 hours on each round."
Extracted terms
TermValueEvidence
Project typeWebsite redesign · fixed scope"five pages total" [08:12]
Page count5 pages"Home, menu, about, reservations, and a catering inquiry page" [08:12]
Fixed priceCHF 4,800"4,800 flat" [08:20]
Payment split50% upfront · 50% on launch"Half up front to start, half on launch" [08:37]
Revision rounds2 included"two rounds of revisions" [08:37]
Timeline6 weeks"Six weeks from kickoff to launch" [08:52]
Proposal line
Website Redesign · 5 pages · custom photography direction · responsive build
Fixed price: CHF 4,800
Includes 2 revision rounds
Contract clause

The Designer shall deliver a five-page responsive website comprising Home, Menu, About, Reservations, and Catering Inquiry pages. The fixed project fee is CHF 4,800, inclusive of two rounds of design revisions. Additional revision rounds are available at CHF 400 per round.

Payment milestone

Milestone 1: CHF 2,400 due upon project kickoff. Milestone 2: CHF 2,400 due upon launch approval. Payment is collected through the client review link after each milestone sign-off.

How does a design call become a proposal?

The designer imports the call recording from Zoom or Fathom. The AI reads the transcript and extracts every commercial term it finds: page count, price, payment structure, revision policy, 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.
  • The fixed price and milestone amounts are calculated in code, not by the language model.
  • The designer reviews before sending. The AI does not send proposals.

What does the client see after the call?

The client receives a single link. The page shows the proposal with page list, design scope, pricing, and milestones. If anything was misheard or needs adjusting, the client requests changes inline. After approval, the same page moves to electronic signature. After signing, the first milestone payment is collected from the same terms discussed on the call.

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

What if the scope changes after the proposal is sent?

Scope changes are common in web design. If the client asks for a sixth page or an additional revision round after the proposal is sent, the designer updates the proposal with the new terms and the adjusted price. The traceability makes it clear which terms came from the original call and which were added later. The client sees the updated proposal and signs the revised version.

  • Scope additions are tracked as separate line items.
  • The original call terms remain visible for reference.
  • Both parties sign the final version, not an outdated draft.

FAQ

Can the proposal include a breakdown by page?

Yes. If the call discussed per-page pricing or different complexity levels, the extraction captures those as separate terms. The proposal line can list each page with its own scope description. If the call used a single flat price, the proposal reflects that instead.

What if the client wants to add pages after signing?

The designer creates a change order from the workspace. The new pages are added as a separate scope item with their own price. The client reviews and signs the amendment through the same link.

Does this work for ongoing web retainers or only project work?

This example shows a fixed-scope project. Recurring retainer proposals follow a similar flow but extract monthly fees, minimum terms, and deliverable counts instead of a one-time project price.

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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