Generate AI Sales Proposals from Transcripts using Azure OpenAI, PandaDoc & Slack Approval

AI Proposal Workflow Overview

This workflow turns your sales calls + intake form into a polished, send-ready proposal.
It pulls the latest call transcript from Fireflies, generates structured proposal content with Azure OpenAI, builds a proposal in PandaDoc, routes it for Slack approval, and then handles sending, CRM stage updates (Airtable/HubSpot), and automated follow-ups using the PandaDoc audit trail.

This workflow is modular. You can replace each major tool: Fireflies** → Gong, Fathom, Wingman, Avoma (any transcript provider)
PandaDoc** → DocuSign, Qwilr, Proposify, Google Docs API
Slack Approval** → Gmail Approval, MS Teams Approval, Notion DB Approvals
Airtable CRM** → HubSpot, Pipedrive, Salesforce, Zoho, Monday Sales CRM
Intake Form** → Typeform, Tally, Jotform, HubSpot forms
Azure OpenAI** → OpenAI, Anthropic Claude, Mistral, or any LLM connected through an API

The core logic stays the same — you only swap the nodes.

Who It’s For Agencies & consultants who send similar proposals after every call
B2B SaaS / tech teams that want proposals going out within hours
Solo operators who want AI to handle most of the draft but keep final control
Teams already working out of Slack, wanting approval flows there

How It Works

1. Form Trigger (Client Proposal Intake) Client fills a form with: Name, email, website
   Industry / business context
   Problem, solution idea, scope
   Budget, timeline, deliverables

2. Sales Call Intelligence (Fireflies or Gong) Workflow searches transcripts using the client email
   Fetches the relevant transcript + summary

3. AI Proposal Generator (Azure OpenAI or any LLM) Sets initial variables (draftText, lastFeedback)
   Sends transcript + form data into LLM
   Returns structured JSON: introduction
   client_problem
   proposed_solution
   scope_of_work deliverables timeline_breakdown investment
   next_steps

4. Proposal Creation (PandaDoc, DocuSign, etc.) Creates the proposal document from a template
   Fills tokens with AI-generated content
   Inserts pricing table using Budget

5. Slack Approval Loop Slack message is sent to reviewer with: Approve button
   Request Changes button
   Optional comment thread for feedback
   If Approved: Proposal is sent automatically via PandaDoc/DocuSign Slack message to notify proposal has been sent If Changes Requested: Feedback + draft are stored
   Passed back into the LLM to regenerate
   New document is created and the Slack approval request is sent again
   This loop continues until approval happens

6. CRM Update (Airtable / HubSpot) After proposal is sent, Stage → Proposal Sent

7. Follow-Up System (PandaDoc Audit Trail) After a 48-hour wait: Audit trail is fetched
   If document is not yet signed: Reminder is sent
   Stage → Reminder Sent
   Slack message to notify a reminder has been sent If signed: Stage → Document Signed
   Ideal use cases Sales teams creating tailored proposals at scale
   Agencies responding quickly to inbound RFPs
   Freelancers producing polished proposals in minutes
   RevOps teams standardizing proposal formats
   SaaS companies automating repetitive proposal creation

Requirements n8n (self-hosted or cloud)
Transcript provider (Fireflies, Gong, Fathom, etc.)
LLM API (Azure OpenAI, OpenAI, Claude, etc.)
Proposal tool (PandaDoc, DocuSign, Qwilr)
Slack API app for approval flow
CRM (Airtable, HubSpot, Pipedrive)
Intake form

You can now integrate this into your lead workflow and let AI + automation handle proposal drafting, Slack approvals, sending, CRM updates, and follow-ups.