Proposal Draft Agent

A structured first draft from a project brief and your own past proposals — never sent without a principal's eyes on it.

Intermediate~4 hours to build$20–50/month~3–4 hours/proposal saved

You hand the agent a short project brief — client, project type, size, phases, and the fee figure your firm has already calculated from its own historical data — and it assembles a full first-draft proposal: a project understanding section, phase-by-phase scope language with inclusions and exclusions pulled from patterns in your past proposals, an additional-services schedule, and a payment-schedule structure. It never invents a fee number of its own; the dollar figure always comes from what you provide. The draft lands as a Google Doc for the principal to read, edit, and personalize before it ever reaches a client's inbox — this agent writes the scaffolding so the principal spends their limited time on judgment calls, not blank-page assembly.

What this agent takes off your plate

  • A full proposal draft — project understanding, scope by phase, exclusions, payment schedule — in minutes instead of hours
  • Scope and exclusion language pulled consistently from your own past proposals, not reinvented each time
  • Every fee figure in the draft traces back to your firm's own historical data, never an AI guess
  • A principal always reviews and signs off before a proposal reaches a client
  • A growing, reusable library of scope language for your firm's most common project types

The stack

Claude Pro or ChatGPT PlusGoogle Docs or WordA folder of your firm's past proposalsYour fee/hours historical data

Real costs & ROI

  • Claude Pro or ChatGPT Plus$20/mo
    the free tier's context limits get tight when referencing multiple past proposals as source material
  • Google Docs or Word$0/mo
    assumes your firm already has a document platform; no new subscription required
  • Google Drive or firm document management (optional upgrade)$0–30/mo
    only relevant if you need extra storage or a more structured proposal-library folder than your current plan supports

The math

Small firms routinely report spending 4–8 hours per proposal, much of it re-writing scope language and exclusions from memory under deadline pressure — a principal at $150–250/hour effective rate turns that into $600–2,000 of billable-adjacent time per proposal that never gets invoiced to anyone. If this agent gets a principal from a blank page to a 70%-complete draft in 20–30 minutes of setup plus a focused 30–45 minute review and edit, that's a reduction of 3–4 hours per proposal — worth $450–1,000 of principal time at typical rates, against a tool cost of $20–50/month regardless of how many proposals go out. On a firm sending even 2–3 proposals a month, this pays for itself on the very first one and keeps paying every month after.

Build steps

1

Build your scope language library

The agent is only as good as the past proposals it can learn structure and language from. This library is the single highest-leverage input in the whole system.

Data you need

Gather 5–10 of your firm's past proposals across your most common project types, ideally ones you consider well-written and scope-proof. Strip client names, addresses, and fee figures you are not free to share before pasting past proposals, or use a plan with a training opt-out / zero-retention setting. Check your client agreements for confidentiality clauses first.

Prompt
I'm a [FIRM SIZE]-person architecture firm doing mostly [PROJECT TYPES, e.g. residential and small commercial TI] work in [REGION]. I want to build a scope language library from my past proposals so an AI can draft consistent, scope-proof language for future proposals.

Here are [NUMBER] of my past proposals (paste full text or the scope/exclusions sections at minimum): [PASTE]

My typical phases: [e.g. SD / DD / CD / CA, or SD through CD with CA billed hourly]

Please extract and organize:
1. **Standard per-phase scope language** — for each phase, the inclusions language I use most consistently (number of design iterations, meetings, drawing sets, site visits)
2. **Standard exclusions language** — the "not included" items I consistently list (renderings, FF&E, cost estimating, expedited review, etc.)
3. **Additional services schedule template** — the hourly rates and common add-on items I typically list
4. **My firm's voice** — 3–5 words describing the tone of my proposals (formal / warm-professional / concise) with a short example paragraph
5. **A gap list** — any project types or phases where my past proposals are thin or inconsistent, so I know where to write fresh language rather than relying on the library

Save this as my scope language library — every future proposal-drafting prompt will reference it.
2

Confirm your firm's fee-calculation source

This agent never sets a fee — it only formats one you've already calculated. Before drafting anything, make sure every proposal starts from your firm's own historical rate data, not a guess.

Data you need

You'll need your firm's current fee-calculation method — a spreadsheet, a per-square-foot benchmark from past projects, or whatever your principal already uses to set a number before writing a proposal.

Agent Pack

Unlock the Architecture Firm Agent Pack.

One payment unlocks all 3 blueprints in this pack — build steps, the complete system prompt, guardrails, a test checklist, and the maintenance routine — for $29.

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