Sales & quotes

Briefing & quote-prep assistant

"We're after some kind of team-building event." – No date, no budget, no numbers. And it's supposed to turn into a quote by Friday. In an agency, the margin depends on how cleanly the brief comes together.

You'll get …

  1. 1

    A brief you can price from

    Occasion, goal, setting, budget and sign-off are clear before anyone starts working out a quote.

  2. 2

    Open points at a glance

    Anything still missing is flagged. The first conversation starts with the concept, not the basics.

  3. 3

    Everything where you work

    The brief arrives in your project tool, on your board or as a note – with the first quote building blocks from your library.

01Intro

The assistant does the clarifying up front: it asks the client the right questions at the right moment – occasion, goal, audience, setting, budget, who signs off – and turns the vague inquiry into a structured brief your project lead can work with straight away. Open points are flagged (budget not yet approved, venue preference unclear), and the first quote building blocks are already attached.

For context: the assistant prepares, it doesn't decide – no automatic quotes, no binding prices. Nor does it replace the strategic conversation: it makes sure you go into it with complete information. Where client data is involved, a data protection concept is part of the project scope.

02How it works

  1. 01

    Understand your inquiry types

    Event, campaign, trade fair stand, retainer – what kinds of inquiry come in, and what do you need for each to assess it properly? Usually goal, setting, budget and who signs off. They're just never in the first email.

  2. 02

    Design the follow-up questions

    The questions are worded the way your clients think – in terms of impact, not individual services. Anyone who won't name a budget can pick a range; anyone without a date yet can give a time frame.

  3. 03

    Define the brief format

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

  4. 04

    Build it in and connect it

    The assistant becomes part of your website or inquiry process. Incomplete inquiries are politely completed instead of being sent round another loop of follow-up questions.

  5. 05

    Refine with real inquiries

    After the first few weeks you can see where clients drop out and which question made the difference. We adjust the questions and the brief – until your project lead says: I can price from this.

03Stages

The entry level can work without AI – and still solves most of the problem.

Tier 1

Starter: the guided briefing form

Structured required fields for each inquiry type, plus a clean brief for the project lead. No AI involved – and the back-and-forth disappears.

Tier 2

Next step: smarter follow-up questions

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

Tier 3

Full build: connected

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

04Try it yourself

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 processed inquiry

This is where the processed inquiry lands.

05Technical implementation

  • Front end: guided form or chat flow on your website – in your agency's look.
  • Tier 1 is pure form logic, with required fields for each inquiry type and a clean summary.
  • From Tier 2, a language model asks follow-up questions where there are gaps, condenses everything into the brief and pulls suitable building blocks from your quote library; it never names prices.
  • Handover to suit your process: email, Notion/Airtable, project tool or CRM.
  • File attachments (moodboards, client specs) only with rules for storage and data protection.
  • Built on your website's existing 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 use cases for your agency