An automated proposal and document system let this recruitment team save 20 hours each month and grow their close rate by 30%

Background

SGS Consultants, run by Ravi Naik, is a sales recruitment company that sends about 20 proposals each month. Their team used to spend a lot of time manually putting together proposals and follow-up documents after each sales call. This manual process took roughly one hour per proposal.

The Problem

1. Manual Proposal Creation The team had to build proposals from scratch each time. This was time-consuming and prone to errors.
2. Manual Call Summary Preparation After every sales call, they had to write a detailed summary and send it by email. Again, this was done manually.
3. Time-Consuming Process Putting together the proposal, call summary, and sending the email (with attachments) could take around 30 minutes to an hour.

With an increasing number of proposals (from 20, and with plans to grow to 50 or 100), the old system wasn't efficient.

The Solution

We created an automated process that connects all the steps—from collecting information on a sales call to sending proposals and summaries. Here’s how it works:

1 - Information Gathering with Tally Form

• During a sales call, the salesperson asks the potential client questions to understand what they need in a candidate.
• These answers are entered into a simple Tally form.
• At the end of the form, the salesperson adds key details like the client’s name, email, and job title.

2 - Proposal and Document Creation

• Once the form is submitted, automation is triggered.
• A PandaDoc proposal is automatically created using a template. It fills in details like the potential client’s company name and the fee percentage.
• The system then generates a Google Doc containing all the client’s answers from the Tally form.
• This Google Doc is converted into a PDF, which serves as the call summary.

3 - Email Assembly and Sending

• The proposal link from PandaDoc is retrieved and added to an email.
• The call summary PDF is attached.
• A standard PDF with SGS Consultants’ company information is also attached.
• All these documents are sent in a single email, which is triggered automatically.

4 - Personalized Sending from the Right Salesperson

• If John had the call, the email should come from John’s Gmail account (not someone else’s).
• Our form lets choose which team member made the call. Based on that choice, the email is sent from the correct person’s account.

5 - Team Notifications via Slack

• A Slack message is sent to the team confirming the proposal was sent.
• When the potential client signs the PandaDoc, another Slack message alerts Ravi’s team so they can act fast on fulfillment and payment.

Why We Automated

• Time Savings: What used to take 30 minutes to an hour is now done in about 1 minute, with no manual work.
• Consistency and Accuracy: Using templates and automated data entry reduces the risk of errors and keeps the style and information consistent across all proposals.
• Scalability: SGS Consultants can easily send more proposals—50 or even 100 a month—without adding more workload for the team.
• Better Client Experience: Proposals and call summaries arrive quickly and from the right person, which looks more professional and trustworthy.

Results

SGS Consultants went from spending 30 minutes on each proposal to just 1 minute. They can now handle more proposals every month without worrying about the extra time or risk of errors. By streamlining the process with automation, Ravi’s team can focus on the most important task: finding the right candidates for their clients.

Service We Provide

We will automate and systemize your business operations, enabling your existing team to handle 20 times more work without hiring additional staff - If you're interested, email me at [email protected]

Visit our website: Twomarkup.com to learn more.