Owner: Umar Farooq (Sales Support)
Contributors: Andrew Herbert (CEO — sole presenter on all proposal calls) ·
Shahzaib Abbas (Sales Manager — Discord/Slack context, progressive handover)
Entity: REMAP.ai (sources) · PrivateAI (delivers)
Status: v0.9 · In Progress · Pending Andrew Herbert review
Version: 0.9 | Last updated: 2026-05-22
What this workflow does: SAL-01d governs the proposal presentation call — from
pre-call preparation and document sharing through to the call itself, the post-call
after-session email, and the amendment cycle if the client requests changes before
approving.
What triggers it: An approved proposal (Quad Slide or Client Summary) from SAL-01c,
with a proposal presentation call scheduled on Andrew's calendar.
What it produces: One of three outcomes:
Why it matters: The proposal call is where months of pipeline work either converts
or stalls. A well-prepared Andrew, a client who has already seen the proposal, a
structured post-call email, and a clean amendment process all maximise conversion and
minimise delay.
⚠️ Andrew Involved — Andrew is the sole presenter on all proposal calls. He opens
with key points from the proposal, handles Q&A, and directs all post-call next steps.
Umar manages all logistics, documentation, follow-up, and amendment cycles. Progressive
handover of presentation duties to Umar is planned as the business scales.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Umar — Sales Support | D2 Sales | Pre-call logistics: proposal shared with client, Andrew briefed, ClickUp card updated. Post-call: after-session email drafted and sent, amendment cycle managed, ClickUp updated throughout. | No |
| Andrew Herbert — CEO | Strategic | Runs the proposal call solo. Presents key points from Quad Slide or Client Summary. Handles Q&A. Directs post-call next steps via Slack/Discord. Approves all amendments before resending. | Yes |
| Shahzaib — Sales Manager | D2 Sales | Contributes context in Discord/Slack thread. Will contribute to proposal calls as handover progresses. | No |
Step 1 — Pre-call preparation
Step 2 — Proposal presentation call (Andrew-led)
⚠️ Andrew bottleneck — Andrew runs all proposal calls solo. Progressive handover
to Umar (and eventually Shahzaib) is planned as the business standardises product
offerings and call structure.
Step 3 — Post-call context update
Step 4 — After-session email (sent within 24 hours)
Decision: What is the client's response after the proposal call?
| Option | Condition | Next step |
|---|---|---|
| A | Client approves | SAL-01e — Proposal & Contract Close |
| B | Client requests minor amendments | Step 5 — Amendment Cycle |
| C | Client requests fundamentally different service | SAL-01c — full revision |
| D | Client goes quiet | Standard follow-up via Claude Sales Assistant; Unresponsive if no response after touchpoints |
Step 5 — Amendment request received
Step 6 — Proposal amendment (Umar amends, Andrew approves)
Step 7 — Reshare amended proposal with client
Decision: Does the amendment resolve the client's concern?
| Option | Condition | Next step |
|---|---|---|
| A | Client confirms | SAL-01e — Proposal & Contract Close |
| B | Client requests further changes | Repeat Steps 5–7 (minor loop) |
| C | Client requests fundamentally different service | SAL-01c — full revision |
| Tool | How it's used | Agent-ready |
|---|---|---|
| Google Calendar (delegated) | Confirms proposal call booking; monitors for reschedule | Yes — API + MCP |
| Google Meet | Platform for all proposal presentation calls | Yes — API |
| Gmail (delegated) | Sharing proposal before call; sending after-session email; resharing amended proposals | Yes — API + MCP |
| Canva | Quad Slide shared before call; Andrew presents on screen; Umar updates for amendments | No — manual |
| Google Docs | Client Summary shared before call; BA updates for amendments | Yes — API + MCP |
| ClickUp | Card at Proposal Meeting stage; Activity section logs all emails, amendments, next steps | Yes — API + MCP |
| Otter.ai | Records proposal call if running; transcript used for post-call context update | Yes — API |
| Claude Sales Assistant | Per-client chat; drafts after-session email and amendment communications; fed with call context and Andrew's Slack notes | Yes — claude.ai project |
| Slack / Discord | Per-client thread; Andrew's post-call direction; amendment discussion and approval | Yes (Slack) / No (Discord) — manual |
Decision: Client response after proposal call
| Option | Condition | Action | Owner |
|---|---|---|---|
| A | Approves | SAL-01e | Umar triggers |
| B | Minor amendment | Steps 5–7 Amendment Cycle | Umar amends · Andrew approves |
| C | Fundamentally different service | SAL-01c — full revision | Andrew to direct |
| D | Goes quiet | Follow-up cadence; Unresponsive per SAL-01 rules | Umar manages |
Decision: Amendment scope
| Scope | How to handle | Who decides |
|---|---|---|
| Minor (scope tweak, price adjustment, single item) | Steps 5–7 — Umar amends, Andrew approves, reshare | Umar + Andrew |
| Fundamental (different product or service entirely) | Loop back to SAL-01c — new proposal type and pricing | Andrew directs |
Decision: Document vs email-only amendment
| Condition | Approach |
|---|---|
| Change to price, scope, deliverables, or timeline | Formal document update — Canva or Google Docs |
| Very minor clarification — no change to scope or price | Email response sufficient — ClickUp Activity always updated |
| Scenario | How to handle | Escalation |
|---|---|---|
| Client doesn't show up to proposal call | Treat as no-show; initiate follow-up cadence (Day 1/3/6/10/15 — same rules as SAL-01b) | Andrew to decide if personal outreach warranted for high-value deals |
| Client raises major objection Andrew can't resolve immediately | Andrew acknowledges and takes it away; Umar documents in Discord/Slack; response addressed in after-session email or follow-up call | Andrew — direction within 24h |
| Client asks for discount beyond standard pricing on the call | Andrew does not commit on the call; takes it away; Umar documents; Andrew decides via Slack/Discord before any revised proposal is sent | Andrew — final pricing authority |
| Amendment cycle goes beyond 2 rounds | Flag to Andrew after second amendment round; assess whether to continue or have a reset call | Andrew to decide: reset call or walk away |
| Umar sends amended Quad Slide from saved PDF (not latest Canva) | Standing rule: always open Canva and export fresh PDF before sending — never use a previously saved PDF | Umar to resend correct version immediately if error caught |
| Client approves verbally on the call but delays written confirmation | Umar follows up with after-session email confirming verbal agreement; sends agreement for signature (SAL-01e trigger) | Andrew to make personal contact if written confirmation not received within 5 business days |
| Andrew unavailable for proposal call | Reschedule; notify client promptly via delegated Gmail; never substitute presenter without Andrew's instruction | Andrew to approve any alternative presenter arrangement |
| Metric | Type | Target |
|---|---|---|
| Proposal-to-close rate (% of proposal calls resulting in client approval) | Lagging | TBD — establish baseline in 90 days |
| After-session email sent within 24h | Process | 100% of completed proposal calls |
| Amendment cycle length (days from amendment request to client confirmation) | Process | ≤ 3 business days per amendment round |
| Amendment rounds per deal (average number of revision cycles) | Lagging | ≤ 2 rounds per deal |
| Proposal call to verbal approval on call | Leading | TBD — establish baseline |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 1 — Proposal share to client | Manual — Umar exports and emails | n8n: proposal approval in Discord → auto-generate email with proposal link → Umar reviews and sends | n8n + Gmail + Discord | Low |
| Step 4 — After-session email | Semi-automated (Umar manually prompts Claude) | n8n: Otter call completion → auto-feed transcript to Claude Sales Assistant → draft after-session email → Umar reviews and sends | n8n + Claude API + Otter + Gmail | Medium |
| Step 3 — Slack/Discord → ClickUp post-call update | Manual — Umar reads thread and updates card | n8n: monitor client Slack channel → extract Andrew's post-call direction → auto-update ClickUp next-step field | n8n + Slack + ClickUp | Medium |
| Step 5 — Amendment documentation | Manual — Umar logs in ClickUp and Discord | n8n: amendment email received → auto-create ClickUp comment with amendment request → notify Umar | n8n + Gmail + ClickUp | Low |
Upstream:
Downstream:
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-05-22 | Initial draft — Andrew-led solo presentation documented. Proposal pre-shared before call. After-session email structure (6 elements). Minor amendment cycle (Umar amends, Andrew approves, reshare). Formal doc vs email-only amendment decision rule documented. Pending Andrew Herbert review. | Umar / REMAP Workflow Builder |