An enquiry lands on a Tuesday. Rear extension and a loft on a terraced house, planning needed, and the owner would like a number before the weekend. You know roughly what it will take. Writing it up is the part that slips to Thursday night.
Most studios already have a fee proposal template. A Word file, last saved for a different job, with the previous client's name still in the footer. The work stages are the same every time and so are the rates. What changes is the project type, the size, which stages are included, and anything odd about the site.
So that is what you get asked. Six questions, on your phone or at your desk: project type, rough floor area, which RIBA stages you are quoting for, whether planning is needed, the site address, the client's name. Two minutes, maybe three.
From those answers the system opens your template, fills the stage table with only the stages you ticked, applies your rate per stage, writes the scope paragraph for that project type and drops in the client details. It drafts the appointment letter from your standard letter at the same time, with the same stages and the same fee. Both land in Google Drive or OneDrive in a dated project folder, proposal and letter side by side.
You still read it. You still change the number if the site is awkward or the access is bad. Then you send it from your own Gmail or Outlook, the same day the enquiry came in.
Four proposals a month is about forty-eight evenings a year on the same document. This is the kind of thing we build. It runs in your own accounts, your template, your Drive, your email. Which of last month's proposals would have read any differently?