Automate proposals, contracts, and invoices from approval to payment

AI reviews new proposals, routes them for approval, then generates the contract and invoice automatically.

How the work actually flows

It repeats. Repeats reminder if still unpaid; a person has to approve before it continues; it retries when a step fails.

Pattern: Structured Loop (21)

flowchart TD trig>"new proposal submitted"]:::trig s0["AI reviews proposal"]:::svc s1["generate contract"]:::task s2["send invoice"]:::svc s3["check payment status"]:::task s4["send reminder"]:::svc trig --> s0 s1 --> s2 s2 --> s3 s3 --> s4 hg(("team approves proposal")):::human s0 --> hg hg -->|"approved"| s1 hg -. "sent back" .-> s0 lp{"until payment received"}:::gate s4 --> lp lp -. "reminder if still unpaid" .-> s3 lp -->|"finished"| out out[/"contract signed and invoice paid"/]:::out pay{{"faster proposal to payment without chasing"}}:::pay out --> pay s2 -. "retries on failure" .-> s2 classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceA personRepeat or finishResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsEmail AutomationSurvey & FeedbackFinance & Accounting
Connects
OpenAIGoogle SheetsGmailStripe

The problem it solves

Chasing a proposal through review, waiting on approvals, then manually writing up a contract and invoice takes days you don't have. Every extra step is a chance for something to stall or get lost, and it's on you to keep asking people for sign-off. Meanwhile you're also trying to track who's actually paid.

Who it fits

A professional services or SaaS business that wants proposals to move to signed contract and invoice without manual chasing.

How it works

  1. A new proposal comes in through a form
  2. AI reviews the proposal and routes it for the right approval
  3. Once approved, the system generates the contract automatically
  4. An invoice is created and sent, and Gmail notifies everyone involved
  5. Payment status is tracked and follow-up reminders go out automatically
What you get

Contracts and invoices ready when deals are approved

Your proposals move smoothly from approval to signed contract and invoice, with reminders keeping payments on track.

What you get

A generated contract, an invoice sent to the client, and an ongoing record of payment status.

What you need

An OpenAI account, a Google Sheets account, a Gmail account, and a payment processor like Stripe.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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