How to write and send a proposal with Claude

You can write a proposal with Claude in two ways. In a plain chat, Claude drafts good text from your notes, but it only knows the prices you paste in, and you still lay out, total and send the document yourself. With Propozit added in Claude, you describe the job, the draft takes its prices from your own price list, and Claude sends it by email. Claude asks before it sends, unless you have turned on auto-approve. Below: six steps, prompts to copy and a sample draft.

An AI draft does not change what a good proposal contains. If you want the method first, start with how to write a business proposal, step by step. This guide is about getting that proposal written and sent from Claude.

What Claude does well, and where a plain chat stops

Claude is good at the parts of a proposal that are words: turning call notes into a problem statement, tightening an approach, writing a short team bio, or putting the same text into Dutch or German. Give it your notes and a structure, and you have a readable first draft quickly.

A plain chat stops at three things:

1. Your prices. Claude knows only the rates you paste in. Paste last quarter's rate card and you get last quarter's prices, written very convincingly.
2. The document. The answer is text. You still lay it out, add the totals, check the sums and turn it into something the client can accept.
3. The sending. You copy it into an email or a document tool, send it, and keep track of who opened it.

That is not a flaw in Claude: a plain chat has no access to your price list, your clients or your outbox. At We Do Dev Work, my agency in Bangkok, a proposal took us about half a day, with copies of copies in Canva and Google Docs and prices updated by hand. With several versions going round, a client once signed a version with our old, cheaper rates.

The six steps, from description to sent

Step 1: add Propozit in Claude

Propozit is listed in Claude's connector directory. Add it from there and sign in with Propozit. When you connect, you choose what it may do: See your proposals and clients (read only) or Also draft and send proposals. A read-only connection cannot draft or send. The set-up for Claude and other AI assistants has every option, including Claude Code with an API key.

Step 2: describe the job in your own words

Write what you would tell a colleague: the client, the work, roughly how long, who works on it, the extras the client can add, and the language. Use the client's name as it is in your client list, and product names as they are in your price list.

Step 3: Propozit drafts it from your own material

Propozit picks the type of work from its templates, products from your price list for each place in it, the quantities, the people and their days on a fixed-price project, and matching cases from your library. It writes the cover subtitle, challenge, approach, scope, timeline, team and thank-you slides in the proposal's language.

The AI picks products and quantities; every price comes from your price list. It never sets a price, a day rate or a discount, even if your description asks for one. Drafting takes under a minute, then Claude gives you the link.

Step 4: open the draft and check it

This is the step you never hand over. The draft opens in the steps in Propozit, with a Drafted with AI summary at the top:

• Chosen: what it picked for you.
• Not found: what you asked for that no product matches.
• Check these: every money amount in the text the AI wrote, and every other number that is not in your description, your prices, your cases or the template texts. Prices belong in the price table, not in the prose.
• Fix before sending: price problems that block sending, such as a line with no price.

Change what needs changing in the steps or the editor. Claude cannot edit a draft; in the editor, Ask AI takes changes in your own words.

Step 5: send it from Claude

Back in the chat, ask Claude to send the proposal to your contact. Claude asks before it sends, unless you have turned on auto-approve for it; leave that off for sending, because a send cannot be undone. The client gets an email and opens the proposal with a 6-digit email code.

Speed still matters once it is checked. Don't sit on it: in my experience the fastest proposal often wins.

Step 6: ask where things stand

Later, in any chat, ask which proposals are still waiting for a signature, or for the status of one. Claude lists them with their status, client and link. If one has gone quiet, what to send and when is in a follow-up schedule with emails to copy.

Prompts to copy

Replace the names, the work and the address with your own. The client and the products must exist in Propozit under those names.

Template

Draft (step 2) Draft a proposal for [client name as in Propozit]: [the work, in one sentence], about [length]. [Person or role from your price list] and [person or role] work on it. Add [product name] as an option, and offer [care plan name] after launch. Write it in [English, Dutch, French or German].

Send (step 5) Send the [client name] proposal to [email address]. Show me who it goes to before you send it.

Status (step 6) Which proposals are still waiting for a signature? Show the client, the status and the link for each.

One proposal (step 6) What is the status of the [client name] proposal?

A sample draft, and what changed before sending

The studio, the client, the people and the prices are fictional examples: replace them with your own.

Example

Sample: a two-person web studio drafts a booking-site proposal from Claude. The studio's price list has a designer at €620 a day, a developer at €560 a day, copywriting at €160 a page and a care plan at €140 a month. Northbank Physio is already in its client list.

The description typed in Claude: "Draft a proposal for Northbank Physio: a new website with online booking, about six weeks, as a fixed-price project. Our designer and our developer work on it. Add copywriting and a photo shoot as options, and offer the care plan after launch. In English."

What the draft picked, under Chosen (excluding VAT). The type is Fixed-price project, so the project is priced as days × day rate per person:

The project	Days	Amount
Designer at €620	10	€6,200
Developer at €560	20	€11,200
Total one-off		€17,400

Copywriting went in as an optional extra the client can tick, so it is not in the total. The care plan went in as a choice the client can take or leave, shown per month and apart from the one-off total.

Not found: "No product matches 'photo shoot'". The studio does not sell photography.

Check these: the approach slide says "2 rounds of design feedback", a number that was not in the description.

What the studio changed before sending:

The project	Days	Amount
Designer at €620	8	€4,960
Developer at €560	20	€11,200
Total one-off		€16,160

The designer needed 2 days fewer, because the brand already exists. The photo shoot came out of the text. The two feedback rounds stayed, because that is the studio's standard. Then, in Claude: "Send the Northbank Physio proposal to anna@northbank.example."

Notice what the AI decided and what it did not. It chose the lines and the days, and wrote the text; every price came from the price list. The days were a guess from "about six weeks", and the studio corrected them. What it could not find, it listed instead of guessing.

What you still check by hand

Before you ask Claude to send, read the draft on the page, not in the chat:

• The client, the contact and the email address are the right ones.
• Every line under Chosen belongs in this proposal, and nothing you sell is missing.
• The days and quantities match the work, not just the length you typed.
• Everything under Not found is added to your price list or taken out of the text.
• Every figure under Check these is true for this client.
• The scope says what is out, and your rate for extra work is there. The full list is in the sections every agency proposal needs.
• The VAT rate is the right one for this client.

This is general information, not legal or tax advice. For your situation, ask a lawyer or accountant.

What Claude cannot do here

So you know where to go instead. Propozit in Claude has no tool to:

• change a draft or its text: do it in Propozit, by hand or with Ask AI;
• set or change a price: prices come from your price list, so change them there;
• add attachments: attach PDFs, such as your terms, in the proposal;
• sign or countersign: your client signs in the deck, and you countersign in Propozit;
• mark a payment as paid or delete anything.

Reminders are not sent from Claude either: they follow your organization's settings in Propozit.

How Propozit helps

Propozit in Claude has seven tools: see which organization it is signed in to and whether it may write; list proposals by status, client or date; show one proposal with its status, client and link; list clients; draft a proposal from a description with your templates, products and prices; check where a draft is; and send a proposal by email to 1 to 20 addresses. The set-up is in using Propozit from an AI assistant.

The draft is the same as Describe it in the app: products from your price list, with options, plan choices and live totals your client can change, one-off and monthly totals apart, and VAT per proposal. You check it in the steps or the editor, the client signs in the deck, and automatic reminders go out when a proposal is not opened or not signed.

The Free plan has 3 AI drafts a day and 3 sent proposals a month. Your data is stored in the EU, in Frankfurt; the AI features run on Anthropic in the US, as the privacy page explains.

Propozit is in early access and free to start.