Answer a project brief with a proposal that can ship.

A proposal built from the buyer’s brief that shows what’s in stock, what isn’t and what each site gets, so it can be accepted as written.

Start with an order desk review How it works

PRJ-214-v1 · Cedar & Vine, six sitesBudget $12,000

Item	Cases	Cost	Supply
LID-16F · 16 oz flat lid	72	$3,168	In stock
CUP-16H · 16 oz hot cup	72	$4,464	In stock
CNT-8K · 8 oz soup container	36	$2,088	18 due in 3 weeks
BAG-K2 · kraft carry bag	30	$1,380	In stock

Goods total $11,100. Freight and tax are quoted separately.

The proposal for a restaurant group opening six sites: price, quantity and supply on every line.

Sound familiar?

A six-site opening arrives as a spreadsheet, and the quote takes days of lookups.
The proposal shows a price, not whether the stock exists or when it can ship.
Every revision means rebuilding the whole thing by hand.

Project buyers work to a deadline. A slow proposal loses the account at its biggest first order, and a wishful one promises dates nobody can keep.

What changes.

TodayWith the engine

Reading the brief: Rebuilt in a spreadsheetSites, items, quantities and dates pulled into one structure
Stock: Checked after the price is setStock and inbound on every line, with a split or substitute offered
Revisions: Rebuilt by handVersioned: change the count and the proposal updates
Dates: Dates the desk hopes to meetRequested dates kept apart from confirmed ones

How it works. 6 steps, 5 stages.

AI3
Rules and automation2
Your team1
Approval

1Read
1. AI
  Read the brief
  Pulls the sites, opening dates, budget and item needs out of the email and spreadsheet.
  - Outlook
2Build
1. AI
  Draft the proposal
  Picks items that fit the menu and the budget, and explains each choice.
2. Rules and automation
  Price and size it
  Tier price, cases for each site and the total against the budget.
  - Prophet 21
3Check
1. Rules and automation
  Check stock and inbound
  Stock, due dates and lead times by line, with requested dates kept apart from confirmed ones.
  - Prophet 21
4Approve
1. Your teamApproval
  Approve what you’re promising
  The rep reviews, purchasing confirms inbound dates and finance approves any terms.
5Revise
1. AI
  Revise as the brief changes
  A new count or opening date produces a new version, with what changed.

The accepted version becomes the order

What you get. Real work, every week.

Open items on PRJ-214-v1

Goods within the $12,000 budget
Stock for all six openings18 cases of CNT-8K due in 3 weeks
Freight and taxQuoted by route
Printed cupsNeeds a proof, and adds lead time

Nothing here is promised until the team confirms it

What’s still open, so the buyer sees it before they accept.

Opening scheduleSix sites

Two deliveries, so the first three sites open fully stocked.

Delivery 1: Sites 1–3: everything in stock, ahead of the first opening
Delivery 2: Sites 4–6: soup containers, once the inbound arrives
Substitute: An approved alternate if the inbound slips, with the chef’s OK
Printed cups: Stock cups for opening week, printed cups after proof

How the order ships, so the first sites open with stock in hand.

How you’ll know it’s working.

Brief to proposal
Hours from a project brief to a proposal a rep is willing to send.
Proposals accepted as written
Counts rebuilds avoided, and revisions per project.
Contribution per project
Margin after samples, freight and returns.

Baselines agreed before we build.

Works with what you have.

ERP, CRM & inbox

Prophet 21
HubSpot
Outlook

Wholesale commerce

NuORDER

Commerce

Shopify

We configure first: Your ERP’s quote screens, and a visual selling tool if you already have one, can hold a multi-line project quote. We check what they handle before building.
We build when: Briefs vary too much for a template, or stock, phasing and approvals have to be checked together.

What a first build includes.

Built in your accounts, around your team. Scope, fee and baseline agreed before we start.

1Design
2Build
3Run it, or hand it over

Start with a review Scope this build

We build

A brief reader for emails and spreadsheets
A proposal builder with price, stock and inbound on every line
Versions, and a summary of what changed
A handoff that turns the accepted version into an order

We start from

Five recent project briefs and the proposals sent
Price tiers and approved substitutes
ERP stock, inbound and lead times

From your team

Owner: Sales lead for hospitality accounts
Involves: Account sales
Purchasing
Finance
Customer service

Questions teams ask.

How is a proposal different from a quote?

A quote answers one request. A proposal covers several sites, dates and options, so it needs stock, phasing and open questions in one place, and a new version when the brief changes.

Does the proposal promise delivery dates?

It separates the date the buyer asked for from the dates you can confirm. A date becomes a promise only once purchasing and your rep have confirmed it.

Who owns it once it’s running?

You do. It’s built in your accounts, documented, with training for the people who run it. Ownership usually sits with your sales lead for hospitality accounts. We can keep running it with you, or step back.

How do we start?

Usually with an order desk review: two to four weeks, a fixed fee credited to the build, and a plan that’s yours. If the job is already clear, we can scope the build directly.