Sales & offers

Briefing & quote-prep assistant

"We could do with an event for team-building." – No date, no budget, no headcount. And that's meant to become a quote by Friday. In agencies it's not creativity that decides the margin, but how cleanly the brief comes together.

Inquiry qualifier

01Intro

The assistant pulls the clarifying forward: it asks the client the right questions at the right moment – occasion, goal, audience, setting, budget, decision path – and turns the vague inquiry into a structured brief your project lead can act on at once. Open points are flagged (budget not yet decided, location preference unclear), first quote building blocks are already attached. Fewer quotes that lead nowhere; more time for the projects that really fit.

For context: the assistant prepares, it doesn't decide – no automatic quotes, no binding prices. And it doesn't replace the strategic conversation: it makes sure you go into it with complete information. With client data the data-protection concept belongs in the project scope.

02Demo

simulation · fictional agency

Three client inquiries as they arrive daily. On the left the original – on the right the brief your agency gets instead, after the assistant has asked for the goal, scope and decision status.

// how it arrives today

// the brief for the team

03How it works

  1. 01

    Understand your inquiry types

    Event, campaign, trade-fair presence, retainer – which inquiries come in, and what do you really need per type for a solid assessment? Usually goal, setting, budget and decision path. They're just never in the first email.

  2. 02

    Shape the follow-up questions

    The questions are phrased the way your clients think – by impact, not by trade. Whoever won't name a budget picks a range; whoever has no date yet gives a window.

  3. 03

    Set the brief format

    How should the result reach you? A structured note, an entry in the project tool, a card on the board – the brief adapts to your process, plus first quote building blocks from your library.

  4. 04

    Build it in and wire it up

    The assistant becomes part of your website or inquiry process. Incomplete inquiries are completed politely rather than sent into a follow-up loop.

  5. 05

    Sharpen on real volume

    After the first weeks it shows where clients drop out and which question was the decisive one. Questions and brief get adjusted – until the project lead says: I can cost from this.

04Stages

The entry point can do without AI – and already solves most of the problem.

Tier 1

Entry: the guided briefing form

Structured required fields per inquiry type plus a clean brief to the project lead. Without AI – and the follow-up ping-pong disappears.

Tier 2

Extended: thinking follow-up questions

An AI spots gaps and contradictions, asks targeted follow-ups, pulls the brief together and suggests first quote building blocks.

Tier 3

Full build: connected

Handover to the project tool and quote library, prioritisation by fit and budget – the inquiry becomes a continuous process through to the draft.

05Technical implementation

  • Front end: guided form or chat flow in your website – in the agency's look.
  • Tier 1 is pure form logic with required fields per inquiry type and a clean summary.
  • From Tier 2 a language model asks follow-ups on gaps, condenses into the brief and pulls fitting building blocks from your quote library; it names no prices.
  • Handover to suit your process: email, Notion/Airtable, project tool or CRM.
  • File attachments (moodboards, client specs) only with a storage and data-protection rule.
  • Built in your website's stack; Tier 2 adds a small back end.

for context · This shows how something like this usually gets built – not how it has to be built for you. What actually fits is worked out in the project: around your existing setup, your team, and what stays easy to maintain.

06Related building blocks

See all levers for your agency