# Turn a simple intake form into a proposal draft

> Use a lightweight form to collect project context, qualify the request, and draft a first proposal or scope note.

- Canonical: https://gptnavi.com/workflows/smart-intake-form-to-proposal-draft
- Category: Sales
- Difficulty: Beginner
- Setup time: 60 minutes
- Estimated time saved: 2-6 hours
- Last materially updated: 2026-08-24
- Best for: Consultants, Agencies, Local services, Solo founders
- Tools: Tally, Fillout, ChatGPT, Canva, HubSpot

## Quick answer

This workflow turns messy inbound requests into structured context so proposals start with the client's real needs, constraints, and urgency.

## When to use it

- Consulting intake
- Agency briefs
- Local service quotes
- B2B discovery prep

## Steps

1. **Build the intake form** — Ask for problem, goal, timeline, budget signal, current tools, examples, decision maker, and success criteria. Tool: Tally. Expected output: A qualification-focused intake form.
2. **Add structured fields** — Use conditional questions, file upload, and hidden fields for source, campaign, or segment data. Tool: Fillout. Expected output: Cleaner data for proposal drafting.
3. **Generate the scope note** — Ask AI to summarize the request, flag missing details, and draft a scope outline. Tool: ChatGPT. Expected output: A first proposal scope note.
4. **Create proposal visuals** — Turn the scope into a simple one-page proposal, timeline, or package comparison. Tool: Canva. Expected output: A client-ready proposal draft.
5. **Log and follow up** — Save the lead, fit score, next question, and proposal status in CRM. Tool: HubSpot. Expected output: A trackable opportunity.

## Prompt templates

### Intake qualifier

Analyze this intake form submission. Summarize the request, score fit from 1-5, flag missing details, list risks, and recommend the next response. Submission: [paste]

### Proposal draft

Create a first proposal outline from this intake. Include client goal, scope, deliverables, assumptions, timeline, open questions, and next step. Intake: [paste]

## Common mistakes

- Asking too many form questions
- Skipping budget or urgency signals
- Sending AI-written proposals without human review

## Related workflows

- https://gptnavi.com/workflows/automate-lead-intake-and-qualification
- https://gptnavi.com/workflows/customer-case-to-wechat-article-and-sales-one-pager
- https://gptnavi.com/workflows/sales-calls-to-crm-updates-and-follow-ups