How We Built an AI Tool That Writes Our Proposals For Us

Writing a commercial proposal used to be one of the most time-consuming things our team did. Not because it was hard. Because it was repetitive. Today, we have an internal AI tool that handles it. But getting there required us to first understand just how broken the process was.

Every new project followed the same pattern. Pull up the last proposal. Find the right pricing spreadsheet. Cross-reference the meeting notes. Restructure the sections for this specific client. Write everything from scratch. Review. Fix. Send.

Hours gone. Every time.

And the worst part - the output quality depended entirely on who was writing it that day and how much time they had. Some proposals were sharp. Others were rushed. None of them were as fast as they needed to be.

That's a problem most agencies and development teams share. The proposal is the first real deliverable a client sees. It sets the tone for the entire relationship. And yet it's built on a foundation of copy-pasting, version confusion, and manual pricing math.

So we built an AI tool to fix it.

The Problem With Generic AI Tools

Generic AI tools have no context - and without context, proposal automation is just document generation that still needs a human to fix it. Most teams that try to use ChatGPT or Claude for proposal writing hit the same wall. The output is clean but generic. It doesn't know your pricing. It doesn't know your format. It doesn't know what you charged a similar client six months ago.

So you end up spending more time fixing the AI's output than you would have spent writing it yourself. The tool doesn't save time - it just shifts where you lose it. Real proposal automation requires context, not just a prompt.

The reason is simple. Generic tools write from general knowledge, not from your specific business. And a proposal that doesn't reflect your actual rates, structure, and tone isn't useful - it's a starting point that needs rebuilding.

That's what we wanted to solve.

The AI Tool We Built

We built an internal AI proposal generator (opens in new tab) - a tool trained specifically on how Mygom works.

It knows our pricing. It knows our structure. It knows our tone. When it writes a proposal, it doesn't produce a generic template. It produces something that looks and sounds like our team wrote it, because it learned from documents our team actually wrote.

It generates three document types:

• Commercial Proposal - for client-facing project pitches
• Technical Specification - detailed scope and architecture documents
• Public procurement technical specifications

How It Knows Our Context

The Mygom.tech AI Proposal Generation (opens in new tab) tool is built on two things that keep it accurate and consistent:

Resource Rates - our team's role rates are configured directly in the system. FullStack Developer, Project Manager, QA Engineer, UI/UX Designer. Every pricing calculation in every proposal automatically pulls from these rates. No manual math. No spreadsheet hunting. The numbers are always right.

Reference Files - we uploaded our previous proposals as training examples. Real documents. Real projects. The AI learned our structure, section order, tone, and level of detail from documents that had already won us clients. It doesn't guess what a good Mygom proposal looks like. It knows.

This is what separates a custom AI tool from a generic one.

How the Process Works

The workflow is designed to be fast without sacrificing quality. Here's how it runs:

1. Pick the document type. Commercial Proposal, Technical Specification, or Public Procurement Technical Spec. The tool adjusts its structure and approach based on what you're building.

2. Enter the basics. Project name, client name, project type. Takes about thirty seconds.

3. Paste in your context. Everything you know about the project - meeting notes, a client email, a brief. The AI uses this as its starting point. The more you give it, the better the output.

4. Answer clarifying questions. This is where it gets useful. Instead of generating something immediately and guessing at the gaps, the tool asks questions first. What's the scope? Are there hosting requirements? Which integrations are needed? Questions come with quick-reply options so answering takes seconds, not paragraphs.

5. Document generation happens section by section - not all at once. Each section gets full attention before the next one starts. The result is a document that's structured and complete - not a wall of text that needs reformatting.

The whole process takes around 30 minutes to an hour. Compare that to the half day it used to take - and the inconsistency that came with it.

What Actually Changed

Before this tool, preparing a proposal meant switching between four or five different things. Meeting notes. A previous proposal to steal structure from. A pricing spreadsheet. A blank document. Back and forth until something coherent appeared.

Now it's a conversation. You give the AI the context, it asks what it needs, and it writes. The whole process — from raw notes to a finished proposal draft - now takes 30 minutes to an hour.

More importantly, every proposal that goes out is consistent. The pricing is accurate. The structure is right. The tone is ours. It doesn't matter who on the team is handling it.

The team spends less time on documents and more time on clients. Which is exactly where their time should go.

Why This Matters Beyond Mygom

We didn't build this because proposal writing is uniquely hard for us. We built it because the gap between a client conversation and a sent proposal is too wide for most teams, and that gap costs time, momentum, and sometimes deals.

The same logic applies to any business that produces repeatable documents. Proposals. Specifications. Audits. Reports. If your team is spending hours on documents that follow a recognizable pattern, a custom AI tool trained on your own context will outperform any generic solution every time.

The difference between a generic AI proposal generator and one built on your business isn't just speed. It's accuracy. It's consistency. It's the confidence that what goes out the door actually represents you.

Build It For Your Team

If your team is losing hours to proposal writing, specification documents, or any repeatable deliverable, this is a solvable problem.

We build these kinds of tools for clients. Scoped fast, delivered in weeks, trained on your actual business context.

Talk to us (opens in new tab) if you want to see what that looks like for your team.