Generate Client Proposals That Protect Your Scope and Close Faster
Writing proposals is where small firms lose the most untracked time. A principal spends 4–8 hours on a proposal for a project that may or may not close, the scope is often written from memory under time pressure, and the fee is guessed based on "what feels right." The result: proposals that take too long, quote too low, and leave holes that turn into scope creep later. This guide builds a full proposal system — a qualifying intake form that filters out bad fits early, a fee calculator that uses your actual firm data, a scope-proof proposal generator, and a follow-up sequence that actually closes deals. This pays back the cost of the guide on your very next proposal.
What You’ll Get
- A client qualifying intake form that filters out bad-fit projects in under 10 minutes
- A fee calculator template matched to your firm’s real rates and typical hours
- A scope-proof proposal generator that outputs a client-ready draft in 30 minutes
- A follow-up email sequence that closes proposals faster
- A "good proposal vs. pass" decision framework
Step-by-Step Guide
Build a client qualifying intake form
Most firms say yes to every inquiry. The highest-leverage change is saying no earlier to projects that won’t close or won’t be profitable.
I want to build a client intake form that surfaces whether a prospective project is worth pursuing before I spend hours on a proposal. My firm: - Firm size: [NUMBER] - Project types I want to pursue: [LIST] - Project types I want to avoid: [LIST] - Minimum fee threshold (below which the project isn't worth pursuing): $[AMOUNT] - Typical client profile I work well with: [DESCRIBE] - Client red flags I've learned to spot: [LIST] Please create: 1. **A 12–15 question intake form** that covers: project type, budget (construction budget AND design fee expectations), site/property status, permitting status, expected timeline, prior architect relationship (why they left), decision-maker identification, financing, and key success criteria 2. **A scoring rubric** that flags the intake as: strong fit / worth a meeting / polite pass 3. **A polite decline template** for inquiries that don't pass scoring — preserves the relationship for future referral 4. **A "request for more info" template** for intakes that are incomplete 5. **A red-flag detection list** — specific answers that should trigger a caution flag (unrealistic budget, rushed timeline, 3rd architect on the project, unclear decision-maker)
Build a fee calculator that uses your actual data
Most proposals quote fees from memory. Build a calculator grounded in your real firm data so you stop undercharging.
I want to build a fee calculator for my firm that uses my actual data, not industry averages. My firm's historical data: - Average hours per phase for my most common project type: [SD hours / DD hours / CD hours / CA hours] - Average hours by role for that type: [principal hours / PA hours / designer hours / drafter hours] - My standard billing rates: [Principal $X, PA $X, Designer $X, Drafter $X] - My target profit margin: [%] - My overhead multiplier (if known): [MULTIPLIER] Please create: 1. **A fee calculation worksheet** — inputs: project type, size (SF), complexity (simple/medium/complex), phases included; outputs: estimated hours by phase and role, total hours, base fee, fee with target margin, fee as % of construction cost for benchmarking 2. **A complexity multiplier** — how I should scale hours for a "complex" version of my typical project (historic, complex site, demanding client, tight schedule) 3. **A minimum fee floor** — the smallest total fee below which the project isn't worth my time regardless of "hours math" 4. **A "walk away" fee** — the fee I would quote if I didn't actually want the project but didn't want to say no outright 5. **Three pricing scenarios** — for a typical project of my common type: conservative (pad hours 20%), standard, aggressive (minimum margin). When to use each.
Pro guide
Unlock the full playbook.
This guide has 6 steps — prompts, frameworks, and templates built for your industry. Unlock for $5.
one-time, unlock this guide forever on this browser. Secure checkout via Stripe.
More guides
More for Architecture Firm
Accelerate Code Research, Plan Check Responses, and Permit Submittals
A full code compliance system for small firms — code checklists, plan check response drafting, jurisdiction-specific submittal packages, and a reusable prompt library for IBC, state amendments, and accessibility standards.
Run a Full Project Profit Audit and Protect CA Margins
Audit your projects to find the real effective hourly rate per phase, rebuild your phase fee split, multiplier, and consultant markup from the numbers, and install a CA scope management system that stops margin erosion during construction.
Win Government Contracts — RFP, RFI, and Bid Strategy with AI
Land federal, state, and municipal work by using AI to decode solicitations, tailor your SF 330 or state qualifications package, and draft bid narratives that score.