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AI systems, in practice · Signed to started

Proposals, contract reviewand project setup

A win used to mean rewriting the same details into a scope, a proposal, a contract and a project plan. We built a system that writes all of them from one scope, has a reviewer check the contract for mistakes before the client sees it, and sets up the project when the client signs. A person approves every step.

How details got retyped before

The client says it once, on a call. Then someone writes it into a scope, again into a proposal, again into a contract, and again into the project plan. Each rewrite is a chance to lose a date or bend a term. The contract is the costly one. A custom contract for every deal isn't affordable at agency margins, so contracts are templated by type of work. Templates are fast, but nobody reads them as closely as a custom contract. That's how a wrong company name, a payment term that disagrees with the scope, or two clauses that contradict each other slip through.

How the details carry through

Follow three facts from the call to the project board. Nobody types them twice.

The project builds itself from phase templates. A kickoff page and a client portal are ready.

  1. Call
  2. Scope
  3. Proposal
  4. Contract
  5. Signed
  6. Board

The sheet is a call transcript, then a scope, a proposal, a contract, a signed agreement and a project board. On each one the client name, the budget and the launch date are the same.

An example deal, with an invented client. The name, price and date stay the same in every fold.

How the system works

The scope is drafted from what the client said.

Call transcripts and the client's own documents go in. Phases, assumptions, risks and what's out of scope come back. It won't start until the deal has a budget, a start date and notes, so it never drafts from a blank page. A person edits it and marks it complete.

The proposal and contract read from that scope.

The proposal is drafted section by section from the scope and the calls, and a person edits each one. The contract starts from the template for that type of work, filled from the same deal. There is one source for the name, the price and the dates, so nobody retypes them.

Signing happens online.

Once approved, the contract goes out for e-signature, signers in order. The signed copy comes back and is filed against the deal.

The project is set up from templates.

When the deal closes, the scope's phases are matched to phase templates and imported in one step. Budget and dates carry across, and anything a person typed by hand is kept.

A kickoff page runs the first call.

One page, top to bottom, in call order. Whatever gets entered is written to where it lives: the scope, the phases, the tasks, the contacts. There is nothing to copy over afterwards.

The client gets a portal.

A read-only view of the project and the kickoff overview, opened when the deal closes. Internal notes and risks stay internal.

How the contract review works

The reviewer reads the contract a person prepared and flags what looks wrong: facts that disagree with the deal, clauses that fight each other, cross-references that point nowhere, and terms that drifted from the scope. Each flag quotes the exact words it's pointing at. If it can't quote them, the flag is thrown out.

Templated contracts get the close read they used to skip, at a cost that works at agency margins.

It also reads against a library of legal notes kept for the business, covering things like interest, notices and privacy. Each note is rechecked every quarter against its source. When a rule looks like it changed, the note is marked for a person to confirm, and the reviewer treats it as an open question.

Try the contract review

Dana is about to send this agreement. Resolve or dismiss each flag, then approve. The contract, the findings and the regulation note are all invented.

Website agreement, Harbour DentalReviewing as Dana

Website agreement

1. Parties. This agreement is between Studio Co. (the Agency) and (the Client).

4. Fees. 4.1 The total fee is $48,000. 4.2 Invoices are payable from the invoice date.

7. Delivery. 7.4 Late payment is handled as set out in .

8. Ownership. 8.1 Ownership of the deliverables passes to the Client . 8.3 The Agency keeps ownership of the deliverables until the fees are paid in full.

9. Ending the agreement. 9.1 Either party may end this agreement with 30 days' written notice.

11. Privacy. 11.1 Each party will handle personal information in line with .

  1. The agreement says Harbor Dental Ltd. The deal record says Harbour Dental Ltd.

5 flags open Not ready for signature.

A blocker costs real money or a right if the deal goes bad. A fix is a real defect with a known answer. A flag depends on facts the reviewer doesn't have.

What a person approves

Nothing goes out on the reviewer's word. A person resolves or dismisses every flag. A contract can't be marked ready while a blocker is open, or after its wording changes following a review. Then a person approves it, and only then does it go for signature. The scope, the proposal and the project plan get the same treatment: drafted by the system, approved by someone who answers for it.

Results

the name, the price and the date are carried through, so documents can't drift apart
Typed once
every templated contract is checked before the client sees it
Second read
the project, the kickoff page and the client portal are set up when the client signs
Ready on day one

More systems we've built

Two ways to start

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