Higher-education network · Partnerships
From partner call to tailored proposal in 3 hours
Results
4 days → 3 h discovery call to full proposal
10 h → 1 h work per proposal
20% → 70% of calls followed up within 24 h with clear next steps
3.7× more custom proposals sent
The situation
The partnerships team produced proposals and customised demos for partner institutions by hand. Each one took about 10 hours, the proposal went out about 4 days after the discovery call, and 2 in 10 calls got a follow-up with clear next steps within 24 hours.
What we changed
- Call notes and HubSpot context feed the workflow.
- An internal knowledge base supplies programme and partnership details.
- Claude or OpenAI models draft the proposal, a demo page tailored to the partner institution and the follow-up email. A first workable draft is ready in about 45 minutes.
- The partnerships lead reviews and approves everything in Slack before anything goes out.
- Each partner gets a private deal page that updates after every touchpoint.
How we worked
We built the workflow inside the team’s existing HubSpot and Slack, alongside the partnerships lead. It was documented and handed over to the team that runs it.
How we measured
Call-to-proposal time from HubSpot stage timestamps (discovery call to first proposal), and work time and follow-up rate from team data.