Automated Proposal Generator: how we create collaborative paths from intake to proposal

Overview

Sparkjoy’s proposal work is thoughtful by design, but it takes time. The Automated Proposal Generator (APG) keeps the humanity of the discovery phase while removing busywork. With the APG, discovery becomes collaboration instead of collecting basics.

Why we built it

Manual intake, long email threads, and uneven discovery made it hard to set expectations early. It was difficult to know whether a project was a good fit until we met the client. When the fit was off, meetings cost everyone time. We needed a clearer, more efficient way to qualify, scope, and prepare proposals while keeping the human connection.

How the APG works

APG is a guided intake and proposal system shaped by Sparkjoy’s philosophy that technology should extend human connection, not replace it. Four parts work together:

1. Smart information collection

   The tool adapts to each response. If the details are broad, APG asks a few targeted follow-ups to narrow scope. If a user arrives with a well-formed scope, it asks less. The goal is to develop a basic plan without fatiguing the user. The questions focus on developing a whole client story: goals, constraints, timelines, and data sources.

2. AI-generated feature suggestions

   As people describe goals, APG surfaces relevant portal capabilities and adjacent options they may not have considered. It points to useful directions and avoids pushing features that are not needed. Suggestions are tied to what the user has already shared, with short explanations so choices feel informed. If someone mentions a public knowledge base, for instance, APG may propose role-based access, approvals, and versioning as a starting set.

3. Proposal Creator

   Information gathered in intake gets compiled into a one-page brief that includes goals, constraints, and early assumptions. We enter discovery ready to discuss ideas and direction instead of starting from scratch. The brief also lists unknowns and next questions, plus a simple timeline sketch and risks to watch. Teams can export the brief into a draft proposal so language stays consistent from intake through scoping.

4. Ideal Customer Profile (ICP) assessment

   APG compares each opportunity to our ideal customer profiles and produces a short fit summary with a score, a letter rating, and reasoning behind the score. The assessment highlights why a project appears to fit, where it is uncertain, and what to clarify. A human reviewer always has the final say, and can adjust the summary when new context emerges.

Outcomes and early indicators

Early use shows fewer no-fit proposals because qualification happens up front. First meetings are shorter and directed, and next steps are agreed sooner. Expectations are clearer, which reduces rework during scoping. Draft proposals come together faster because intake data flows directly into a structured brief. In one recent intake, a team arrived with a solid phase-one scope and the APG flagged a missing migration plan. The tool helped shift the first call from an introductory session to a concrete discussion about data sources and timelines.

What this means for teams

Clients spend less effort repeating the same details to different people, and they see how choices affect scope in real time. Our team shows up prepared with a shared baseline, so discussions move quickly to trade-offs and options. Before APG, discovery started from a blank page and much of the first call went to collecting basics. With APG, we begin with a brief everyone has seen, and the meeting centers on collaboration.

What is next

We are integrating APG into our website and expanding it as a Pantegral product so other organizations can use the same intake and proposal flow. Near term, we are adding role-specific views for Ops, IT, and Program leads, plus clearer export options for legal and procurement. We will track simple signals of progress such as time from intake to first meeting, time to draft proposal, and percentage of opportunities qualified out earlier. The system is designed to be flexible and extensible for different industries and team sizes.

Curious how APG could support your discovery without adding overhead? Share a few goals and we will walk through a short demo.