What it is for: turning what was said in a meeting with your customer into a commercial proposal ready to send, with your products, your prices and your brand. You paste the meeting, the AI pulls out the details, you review and edit them, check the preview and publish a private link.
Where to find it: menu Material → Proposals.
Who sees it: accounts that have the AI Proposals module. If your account does not have it, the entry shows with a padlock (🔒 Proposals) and leads to a screen that explains the module, with the buttons I want to see it → and See the module page. Users who can only view see the list and the proposals, but cannot create, save, publish or withdraw: the account owner or an administrator does that. If you see neither the entry nor the padlock, ask our support team.
Before you start
The proposal is built from what you sell. You need products or services already created, with name, price and tax, in Sales › Settings › Products. If you have none yet, the New proposal screen warns you and takes you to create them. You also need your company set up in Sales › Settings (company name, tax ID and address, plus your logo, colour and contact details): it is the company that signs the proposal and gives it your brand. The sums are done by the system with your prices; the AI does not calculate any money.
What you see first
The Proposals list has one row per proposal, with the company and the contact person, the status, when it was created, when it was published, the AI usage and the link. At the top there is a search box (by company or contact) and views to filter: All, In preparation, Published and Withdrawn. The statuses are Draft, Under review, Published and Withdrawn.
Step by step
Make a new proposal
- In the list, click + New proposal.
- Fill in Company the proposal is for (required). You can add the Contact person and their Email. The language is Spanish only for now.
- In Meeting transcript, paste what was said (from Zoom, Meet, Fathom or another tool). There is a character limit and the counter keeps you informed. The transcript is stored encrypted and deleted 30 days after the proposal is published.
- If you want, in Your comments write what was not said in the meeting: budget, urgency, who the customer compares you with, what they do NOT want.
- Click Analyse the meeting → and wait a minute or two without closing the page. The AI pulls out what hurts your customer, what fits and the open questions, and opens the proposal for you.
The analysis is paid from your usage balance. See Balance, usage and providers.
Review and edit the details
The proposal opens with two tabs: Data and Preview; on large screens they appear side by side.
- At the top, read the notice boxes: To confirm with your customer (doubts left open) and What the AI assumed.
- Go through the sections and correct what is needed: The company (includes the country, required to publish), Cover and starting point, What hurts, What we propose (each product with its priority: What they need, We recommend or Optional), Investment options and the closing.
- In What we propose you can remove products or swap them for others from your catalogue. If you see the Sales radar (other products that fit), it is for you only: it does not appear in the proposal unless you click Add.
- In Investment options you choose which products go into each option and how many. The amounts are calculated by the system.
- For a quick change without touching fields, type in Ask the AI for a change, for example "remove that product" or "a friendlier tone", and click Apply. Small changes use little balance. Save your changes first.
- Click Save and view to refresh the preview. If you have unsaved changes, it reminds you.
Publish the private link
- Before publishing, look at the Review before publishing box: if something blocks publication, it says so and the button stays off until you fix it. The Warnings that do not block do not stop you.
- Click Publish… and confirm with Yes, publish.
- The proposal becomes Published and its link appears with three buttons: Copy, Open ↗ and Withdraw. It is a private link: it does not appear in search engines, and only whoever you send it to has it.
- Send the link to your customer.
A published proposal can no longer be edited. To change it, withdraw it.
Withdraw a published proposal
- Open the proposal and click Withdraw.
- The link stops working immediately and the proposal becomes Withdrawn.
If something does not go as expected
| What happens | Why | What to do |
|---|---|---|
| You see "AI Proposals is not active on your account" | Your account does not have the module | Click I want to see it → or ask our support team |
| New proposal shows "Before you start: create your products" | You have no products or services in your catalogue | Click Go and create my products →, create them and come back |
| The Analyse the meeting → button is off | The company or the transcript is missing, or the transcript is over the limit | Fill in both fields and shorten the text if needed |
| The analysis fails | The AI could not read the meeting, or there is no balance left | Open the proposal with the Open the proposal and retry link and click Analyse the meeting →. Check your balance |
| You see "The meeting still needs analysing" | The proposal was saved but never analysed | Click Analyse the meeting → |
| Publish… is off | You have unsaved changes, or a rule blocks it | Click Save and view and fix what Review before publishing says |
| You see "Missing company details to sign the proposal" or "Set up your company before making proposals" | Your company is not complete in Sales › Settings | Complete it and try again |
| You see "I cannot prepare this proposal yet" | Something does not match your catalogue (for example a product that no longer exists) | Change that product under What we propose or check your catalogue |
| You see "Only the account owner or an administrator can do this" | Your user can only view | Ask the owner or an administrator |
| I want to change an already published proposal | Published ones cannot be edited | Withdraw it and make a new one |
Related
- Product catalogue: what you sell and at what prices.
- Quotes and invoices: where your company record is, with the logo and the details that appear in the proposal.
- Balance, usage and providers: where the AI is paid from.