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Turn discovery-call notes into a first-draft client proposal with Gemini and your own templates

who Adebukola Ajao, founder of B.D.Y. CONSULT, a boutique marketing agency she has run on her own for a decade, in Business Insider

The problem

Running a full-service agency alone, she handles all client strategy, creative direction, marketing execution, partnerships and operations herself, and a proposal for a new client used to take more than a week.

What happened

She says a proposal that used to take more than a week now takes a day or less: "If a client says no, I don't feel burned out from having spent a week doing their proposal. It's just onto the next one." Self-reported; no win-rate figures are given.

Quoted in the source: Adebukola Ajao, founder, B.D.Y. CONSULT. Source: Business Insider: Founders of boutique marketing and communications agencies tap AI tools to write proposals and build a 'scrappy CRM' (Erin Greenawald) (2026-03-17) · Added 2026-10-18.

How to set it up yourself

1. What B.D.Y. CONSULT uses: Gemini reads her discovery-call notes and recordings, emails and Google Docs about a prospect and drafts a proposal from her own templates; Read AI transcribes the calls and flags where the prospect leaned in or tuned out.
2. Write one proposal template per service you sell (goals, scope, deliverables, timeline, fee, next step) in Google Docs. In Gemini, open Explore Gems > New Gem, name it "Proposal drafter", paste the prompt below as its instructions and add the templates and your price list as knowledge files.
3. Connect Read AI to your calendar so it joins discovery calls on Zoom, Google Meet or Teams, and tell prospects the call is recorded. After each call, paste the Read AI summary and transcript, your notes and the email thread into a chat with the Gem and name the template to use.
4. Before sending, check every scope item and price against what was actually said, expand the sections Read AI shows the prospect reacted to, cut the parts they skipped, and send it from your own email.

Copy-paste prompt

Draft a proposal for {PROSPECT NAME}, a {PROSPECT INDUSTRY} company, using the {SERVICE} template. Use only these sources: call transcript and summary {TRANSCRIPT}, my notes {NOTES}, email thread {EMAILS}. Fill in their goals in their own words, the problems we heard, recommended scope, deliverables, timeline, and the fee from my price list. Mark anything not in the sources as [ASK]. Keep it under {PAGE COUNT} pages and end with one clear next step.

Tools used

Some tool links may be affiliate links. Disclosure

Checked prices: Google Gemini: from $4.99/mo (Google AI Plus); free plan available (verified 2026-10-18)

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