--- title: 'Proposal Automation: Two-Phase Implementation Plan' type: article created: '2026-04-05' updated: '2026-04-05' source_docs: - raw/2026-03-20-impromptu-zoom-meeting-131611577.md tags: - salesforce - proposal-workflow - automation - estimating - ai - reporting layer: 2 client_source: null industry_context: null transferable: true --- # Proposal Automation: Two-Phase Implementation Plan ## Overview The current proposal workflow — Excel budget → Word document → PDF → email via Outlook — happens entirely outside Salesforce. This prevents any automated reporting on bid volume or dollar value, which leadership (Jim) has explicitly requested. A two-phase plan bridges the gap: Phase 1 delivers reporting capability immediately without disrupting existing habits; Phase 2 migrates the full workflow natively into Salesforce with AI-assisted document generation. **Related:** [[wiki/clients/quora-stone/index]] · [[wiki/knowledge/salesforce/permissions-model]] · [[wiki/knowledge/salesforce/opportunity-stages]] --- ## Current State (Problem) - Estimators receive drawings/takeoffs and develop budgets in **Excel** (multiple templates depending on project type: install, architectural, digital fabrication/fine art) - Proposals are written in **Word** from a template stored in the server's prospect folder, then saved as PDF - PDFs are sent via **Outlook** — not logged in Salesforce - No consistent file naming convention; version control relies on date-stamped filenames (not always followed) - Opportunity records in Salesforce are not reliably updated with proposal value or send date - Result: generating a report of "monthly bids sent and total dollar value" requires a fully manual, analog process --- ## Phase 1: Immediate Automation (Server-Side PDF Watcher) **Goal:** Enable proposal reporting in Salesforce without changing how proposals are created. ### How It Works 1. A **"Sent" folder** is created on the existing file server 2. When a proposal PDF is finalized and sent to the client, the sales rep drags it into the Sent folder (one additional step) 3. A **server-side script** monitors the Sent folder for new files 4. On detecting a new PDF, the script: - Parses the document to extract proposal value and relevant metadata - Automatically updates the corresponding Salesforce **Opportunity** record with the proposal amount and submission date 5. No manual Salesforce entry required from the rep ### Why This Works Now - Zero change to the proposal creation process - Provides the data Jim needs (monthly bid count + dollar value) almost immediately - The Sent folder also solves the version-control problem: whatever is in Sent is definitively what went to the client - Adoption can be enforced operationally (e.g., commission tracking tied to Sent folder presence) ### Prerequisites & Open Items - [ ] Lincoln to send proposal templates and budget Excel templates to Mark and Karly - [ ] Mark & Karly to build and demo the automation script - [ ] Mark to coordinate with VEATH for server access and folder creation - [ ] Mark & Karly to create a **Partial Data Sandbox** for development and testing before production deployment - [ ] Lincoln to audit and enforce file naming conventions (no SOP currently exists) --- ## Phase 2: Native Salesforce Solution **Goal:** Move proposal creation fully into Salesforce, eliminating the prospect folder as the source of truth. ### Components #### Custom `Estimate` Object - Mirrors the existing Excel budget spreadsheet(s) - Multiple layouts/record types to match the different budget templates (install, architectural, digital fabrication/fine art) - User selects project type → relevant fields appear → object calculates totals - Linked as a child record to the parent Opportunity #### Custom `Proposal Template` Object - Replaces Word templates stored on the server - Templates defined per proposal type (one-pager, full contractual proposal, ROM/budgetary, etc.) - Pulls structured data from the Estimate object #### AI Generation Layer - Salesforce's native document/template tooling produces poor-looking output — a known pain point with CPQ-style workflows - Instead: pass the Estimate data + proposal rules to an AI layer to generate a polished, well-formatted proposal document - Output looks hand-crafted, not template-generated; no awkward page breaks or boilerplate artifacts - AI only references two inputs: the data (Estimate object) and the rules (proposal guidelines), so output is reliable and consistent #### Outlook Integration - Once a proposal is reviewed and approved inside Salesforce, it is sent directly via the integrated Outlook connection - Send event is automatically logged on the Opportunity record ### Prerequisite: Opportunity Stage Optimization Before building Phase 2, Opportunity Stages must be audited and optimized. Stages drive forecasting, probability weighting, and reporting — they are difficult to restructure after the fact. Lincoln's executive coach's framing is useful here: **stages should reflect the client's journey**, not internal process steps. Internal operational milestones can exist in other objects (tasks, projects) without cluttering the sales pipeline view. - [ ] Lincoln to audit current stages and propose an optimized set - [ ] Review with Mark and Karly before any Phase 2 build begins --- ## Phasing Rationale | | Phase 1 | Phase 2 | |---|---|---| | **Timeline** | Weeks | Months | | **Disruption** | Minimal (one new step) | Significant (workflow change) | | **Reporting** | ✅ Immediate | ✅ Native | | **Version control** | ✅ Sent folder | ✅ Salesforce records | | **Proposal quality** | Unchanged (Word) | ✅ AI-generated | | **Estimate in SFDC** | ❌ | ✅ Custom object | | **Outlook integration** | ❌ | ✅ | Phase 1 is not the end state — it is a bridge that satisfies the immediate reporting requirement while Phase 2 is designed and built properly. --- ## Action Items | Owner | Action | |---|---| | Lincoln | Send all proposal templates (Word) and budget Excel templates to Mark & Karly | | Lincoln | Audit and propose optimized Opportunity Stages | | Mark | Build server-side proposal automation demo | | Mark | Coordinate with VEATH: server access, Sent folder creation, Outlook/Teams enablement | | Mark & Karly | Create Partial Data Sandbox for development | | Mark & Karly | Deploy Phase 1 automation to QSC server after demo sign-off |