Fee Proposals & Scope

Q: Can the automation apply different contingency or discount rules for different clients or contract types?

Yes, the automation can be configured to apply custom rules based on client type, contract terms, or other criteria. Rules are set once and applied consistently to every proposal.

Q: Will the automation work with our existing rate card spreadsheet and CRM?

The automation integrates directly with your rate card and CRM. It reads current rates from your spreadsheet and logs completed proposals to your CRM without manual data entry.

Q: What happens if the manager requests changes to the proposal?

The manager can request revisions through the approval workflow. The automation updates the proposal and resubmits it for sign-off, eliminating manual rework by the sales engineer.

Q: Does the automation handle PDF export and branding?

Yes, once approved, the proposal is automatically exported to PDF with your company logo, footer, and consistent formatting applied. No manual branding or file conversion is needed.

Turn scope requests into polished, tracked fee proposals without the copy-paste and chasing.

1.9k hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Creating fee proposals for engineering projects requires manually extracting scope details, looking up labour rates, calculating fees, and formatting documents. This repetitive work introduces calculation errors, inconsistent branding, and delays that slow down deal closure.

Automation reads the scope document, extracts labour categories and hours, applies current rates, calculates total fees with contingencies, and generates a branded proposal document. The result is error-free proposals delivered in hours instead of days.

Key features:

Extract scope details and labour categories automatically from uploaded documents

Look up and apply current labour rates based on seniority and geography

Calculate total fees and apply contingency or discount rules without manual math

Generate formatted proposal documents with consistent branding and layout

Route proposals to managers for approval with a clear audit trail

Log completed proposals to your CRM and update deal status automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual fee calculation errors Spreadsheet-based calculations are prone to formula mistakes and rate lookup errors, requiring rework.	80%
2	Multi-round approval delays Manager feedback loops require the sales engineer to repeat calculations and reformatting, extending turnaround.	67%
3	Inconsistent proposal formatting Manual document creation leads to variable branding, fonts, and layout across proposals.	53%
4	Labour rate lookup overhead Searching the master rate card for correct rates by seniority and geography is time-consuming and error-prone.	40%
5	CRM data entry duplication Proposal details must be manually re-entered into the CRM after client delivery.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.0/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.8/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Scope Document Approvedtrigger

A scope document is marked approved or uploaded to the shared folder. The automation is triggered with the document link and deal details.

2. Extract Scope and Labour Data

The automation reads the scope document, identifies deliverables, labour categories, and estimated hours. The extracted data is structured and validated.

3. Fetch Current Labour Rates

The automation queries the master rate card spreadsheet and retrieves the correct hourly rates for each labour category based on seniority and geography.

4. Calculate Fees and Apply Terms

The automation multiplies hours by rates, sums totals, applies contingency or discount rules, and calculates the final fee. All calculations are logged for audit.

5. Generate Proposal Document

A formatted proposal document is generated from a template in Google Docs, populated with client details, scope summary, labour breakdown, and calculated fees. Branding and formatting are applied automatically.

6. Route for Manager Approval

The proposal is sent to the sales manager with a summary of key details and a link to review. The manager approves or requests changes.

7. Send Approved Proposal to Client

Once approved, the proposal is converted to PDF, branded, and sent to the client with a professional cover email. A copy is saved.

8. Update Deal Status

The deal record is updated with the proposal date, amount, and status. The deal is moved to Proposal Sent and a timeline entry is logged.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

31% of companies

16% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

412 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if the scope document is missing information or has ambiguous labour categories?

The automation flags missing or unclear data and alerts the sales engineer to review the document before proceeding. This ensures proposals are based on complete and accurate scope information.

Can the automation apply different contingency or discount rules for different clients or contract types?

Will the automation work with our existing rate card spreadsheet and CRM?

What happens if the manager requests changes to the proposal?

Does the automation handle PDF export and branding?

View more FAQs

Process pain:8.0/10

Mapped by:19 Companies

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Page updated 10 August 2026