Standard Operating Procedure for the AI Proposal Writer system. Covers triggering the agent, reviewing drafts, handling edge cases, and ongoing maintenance.
1. Overview
This system automates the drafting of project proposals for the art fabrication workshop. When a new project enquiry lands in the dedicated inbox, the AI agent:
- Parses the email for project details
- Researches the client using Perplexity AI
- Creates or updates records in Airtable (Client, Contact, Project)
- Drafts a formatted proposal in Notion for human review
2. Triggering the Agent
Workflow A — New Lead Intake
- Trigger: A new email arrives in the dedicated project inbox
- What happens: The mailhook sends the email content to Make.com, which passes it to the AI agent for processing
- Expected outcome: A new project record in Airtable with a drafted proposal, linked to the correct client and contact
Workflow B — Proposal Document Creation
- Trigger: A project record's status is set to "Create Proposal" in Airtable
- What happens: The agent pulls the project data and generates a formatted Notion page
- Expected outcome: A review-ready proposal page in Notion
3. Reviewing a Proposal