Your pricing rules exist. They are in your head and partly in a spreadsheet from 2022. Turnover band sets the base. Add per employee for payroll. Add for VAT, add for a second entity, knock a bit off for a clean Xero file, add a bit for a shoebox. Everyone in the practice applies them slightly differently, which is why two prospects with the same business get two different numbers.
Write the rules down once, as a table. Then the proposal drafts itself from six answers.
The prospect gives them on a call or on a form. Rough turnover, number of staff, VAT registered or not, software they use now, what they want from you, year end. The system applies the table, picks the right service paragraphs from your own proposal template and produces a PDF. Monthly fee, what is included, what is extra, what happens if the books arrive in a carrier bag.
You read it before it goes. If the number feels wrong, change the rule and the next proposal is right as well.
The follow-up goes into Google Calendar the moment you send, with a nudge four days later if nothing came back.
This is the kind of thing we build. It runs on your rules and your template, in your own accounts. What did you quote the last two prospects?