Quotes out the same day
AssistBPO's proposal writing virtual assistant turns your call notes and price list into a finished quote or proposal the same day, formatted in your template, checked line by line and sent for signature. One named, employed assistant in your hours, with a trained backup and a team lead, so quotes stop sitting in a drafts folder.
- Sales & lead gen
- Employed, screened, managed
What is a proposal preparation service?
A proposal preparation service is outsourced sales support where a trained assistant assembles quotes, estimates and proposals from a salesperson's notes. The assistant pulls the right template, applies current pricing and discount rules, writes the scope and assumptions, adds case examples and terms, proofreads, routes for approval, sends for signature and tracks the document until the client decides.
· Reviewed by Issabela Masters
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Proposal preparation: what we do and how it runs
A proposal preparation service is outsourced sales support where a trained assistant assembles quotes, estimates and proposals from a salesperson's notes. The assistant pulls the right template, applies current pricing and discount rules, writes the scope and assumptions, adds case examples and terms, proofreads, routes for approval, sends for signature and tracks the document until the client decides.
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What it is
A proposal preparation service is outsourced sales support where a trained assistant assembles quotes, estimates and proposals from a salesperson's notes. The assistant pulls the right template, applies current pricing and discount rules, writes the scope and assumptions, adds case examples and terms, proofreads, routes for approval, sends for signature and tracks the document until the client decides.
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What you get
Quotes out the same day, proposals inside your agreed turnaround
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How it runs
Your template, your price list, your terms, checked before it goes
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Match
A 20-minute discovery call on what you quote, how complex it gets, who approves discounts, which template and pricing documents exist today and how fast a quote needs to leave. Within 72 hours we propose a named assistant with writing and estimating experience in your sector, plus a trained backup.
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A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the proposal preparation desk for?
- Trades and construction firms quoting from site visits
- The estimator measures and moves on. The assistant writes the quote from the notes and photos that evening and it reaches the customer before a competitor's does.
- Agencies and consultancies with long-form proposals
- Scope, deliverables, timeline, team bios and pricing assembled from your library, so a 20-page document takes an afternoon rather than a weekend.
- B2B sales teams with approval chains
- Discount rules applied, approvals routed to the right manager, versions tracked, and nothing sent with last year's rate card attached.
- Founders selling their own work
- You talk to the client and hand over the notes. The proposal comes back written, priced and ready to check the next morning.
What does the proposal preparation service include?
These 12 tasks are what AssistBPO's proposal preparation desk handles as standard for a sales leader.
- Quote and proposal templates built or rebuilt with you
- Pricing sheets, rate cards and discount rules kept current
- Draft written from your call notes, recording or intake form
- Scope, assumptions, exclusions and timeline sections drafted
- Case examples, team bios and credentials pulled from your library
- Line items checked against the price list before anything is sent
- Approval routing to the right manager with version control
- Document sent for e-signature and chased until signed
- Proposal status tracked in your CRM against the deal record
- Follow-up emails and calls scheduled with lawful consent
- Won and lost outcomes recorded with the reason given
- Monthly report: proposals sent, turnaround time, win rate by type
Deliverables and KPIs
AssistBPO reports 6 measures on the proposal preparation desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Quote or proposal drafted | Turnaround from request to draft, measured per document | Per request |
| Pricing accuracy | Line items matched to the current price list, zero rate-card errors | Per document |
| Approval and version control | Correct approver, one current version, superseded drafts archived | Per document |
| Signature chase | Proposals followed up on the agreed schedule until a decision | Daily |
| Outcome logged | Won or lost recorded in the CRM with the stated reason | Weekly |
| Proposal report | Volume, turnaround, win rate by service and by rep | Monthly |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the proposal preparation desk work?
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Match
A 20-minute discovery call on what you quote, how complex it gets, who approves discounts, which template and pricing documents exist today and how fast a quote needs to leave. Within 72 hours we propose a named assistant with writing and estimating experience in your sector, plus a trained backup.
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Onboard
We rebuild the templates, load the price list and discount rules, write an intake form so reps hand over notes in one pass, agree the approval chain and set turnaround targets by document type. The assistant drafts three past proposals as practice and the team lead signs them off against your originals.
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Daily rhythm
Requests arrive through the intake form or a shared inbox. The assistant drafts, checks pricing, routes for approval, sends for signature and chases anything outstanding. The end-of-day report lists proposals drafted, sent, signed and waiting, with the ones that need a decision from you at the top.
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Weekly review
20 minutes with the team lead: turnaround by document type, pricing errors caught, proposals stuck in approval, win and loss reasons and template changes worth making. Monthly, the assistant reports win rate by service line so you can see which proposal format is actually closing.
Hours, coverage and models
AssistBPO staffs the proposal preparation desk on 4 models. Drafting runs in your business hours across US Eastern to Pacific, UK, Canadian and Australian time from the group's two offices, so a morning site visit becomes an afternoon quote. AEST shifts are available on request.
- Dedicated proposal assistant, 160 hours a month, for teams sending quotes daily
- Part-time assistant, 80 hours a month, for a few proposals a week
- Tender or bid season block when a deadline run needs extra hands
- Proposal assistant plus a designer from the marketing desk for branded documents
See what is staffed in your zone on the coverage clock.
What are the terms on the proposal preparation desk?
The card, the contract terms and the proposal preparation desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Desk | Sales & lead generation desk |
| Standard schedule | Dedicated proposal assistant, 160 hours a month, for teams sending quotes daily |
| Coverage | Drafting runs in your business hours across US Eastern to Pacific, UK, Canadian and Australian time from the group's two offices, so a morning site visit becomes an afternoon quote. |
| Tools | 10 platforms, including Google Workspace, Microsoft 365, Canva |
| KPIs reported | 6 measures: daily, weekly, monthly |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much does proposal preparation cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | PayScale average for a US virtual assistant $19.45 an hour within a $12 to $30 range; premium onshore providers publish specialist support at $65 to $79 an hour | PayScale via Wishup; Boldly published rates, 2026 |
| United Kingdom | UK-based virtual assistants £25 to £45 an hour, with Virtalent publishing about £28 an hour and £1,680 for 60 hours; offshore full-time £900 to £2,000 a month | SVA rate surveys and Virtalent published pricing, 2026 |
| Australia | Onshore Australian assistants A$39.90 to A$65 an hour against offshore managed staff at A$8 to A$35; agency retainers A$800 to A$3,000 a month | Virtual Coworker, DotVA and Smart Staffing published pricing, 2026 |
| Global | Administrative and marketing tasks make up more than 62 percent of virtual assistant workloads | Wishup 2026 Industry Report |
Security and compliance
- Employed, background-checked assistants under NDA; never freelancers holding your pricing model
- Price lists, margin rules and client documents stay in your drive or CRM, never on a local machine
- Managed devices with MFA and least-privilege access to the folders the work needs
- Approval chain enforced in the document tool so no discount leaves without the right sign-off
- Card and bank details are never collected in a proposal; payment runs through your own portal
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- US: CAN-SPAM identity and unsubscribe on proposal follow-up email; TCPA consent and 8am to 9pm local hours on any follow-up call, with do-not-call scrubbing first
- UK: PECR rules with TPS and CTPS screening before follow-up calls to prospects; UK GDPR lawful basis recorded for contact data held in the proposal system
- Canada and Australia: CASL express or implied consent for follow-up messages; Australian numbers washed against the Do Not Call Register before a chase call
Frequently asked questions
How much does proposal preparation cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For context, PayScale lists the average US virtual assistant at $19.45 an hour within a $12 to $30 range, and premium onshore providers publish specialist support at $65 to $79 an hour (PayScale via Wishup, Boldly). AssistBPO prices per named assistant for a block of hours rather than per document, so a complicated quote does not cost more than a simple one.
Does the assistant set the price?
No. You own pricing. The assistant applies the price list, rate card and discount rules you loaded in onboarding, flags anything outside them and routes it to the approver you named. If a line item has no published price, the draft goes to you with the gap marked rather than a guess. Every document is checked against the current price list before it is sent.
How fast is a quote turned around?
Turnaround targets are set by document type in onboarding. A standard quote from a completed intake form usually goes out the same working day. A multi-section proposal with custom scope and design typically takes two to three working days. Tender responses depend on the question set. The weekly review tracks actual turnaround against target, so slipping targets get fixed rather than tolerated.
Will it sound like us?
The assistant writes from your existing proposals, your website and your voice notes, using a style sheet built in onboarding: how you describe your scope, what you promise, what you refuse, the words you avoid. The first three drafts are checked against your originals by the team lead. After that, most clients review rather than rewrite, and review time is tracked as a quality measure.
Can you handle tenders and RFPs?
Yes, as document assembly and project management: tracking the question set and deadlines, drafting answers from your approved content library, collecting inputs from your subject specialists, formatting to the buyer's rules and submitting on the portal. We do not sign statements on your behalf and we do not give legal, financial or technical certification. A named person in your team owns every claim in the response.
Who chases the client after it is sent?
The assistant, on a schedule you set. A standard cadence is a delivery confirmation, a check-in two days later, a call in the first week and a final decision request before the quote expires. Emails and calls go out with lawful consent and do-not-call scrubbing under TCPA, PECR with TPS and CTPS screening, CASL and the Australian Do Not Call Register, and every touch lands on the deal record.
What do you need from our salespeople?
One handover, not five. The intake form built in onboarding asks for the customer, the scope discussed, quantities or hours, anything promised verbally, the deadline and any pricing exceptions. A voice memo or a call recording works too. The assistant chases missing fields once, then drafts. Reps who use the form properly get a first draft back within the agreed turnaround.
Do you track whether proposals are winning?
Yes. Every document is logged against the deal in your CRM with the date sent, the value, the approver and the outcome with a stated reason. The monthly report shows volume, turnaround and win rate by service line, by rep and by proposal format. That is usually the first place a template change pays for itself, because a losing section shows up quickly.
How quickly can you start?
Discovery to a named proposal is 72 hours. Template rebuild, price list loading and the intake form take the first week, and practice drafts are signed off by the team lead at the end of it. Most clients have live quotes going out in week two, with proposal turnaround settling to the agreed target by week four once the style sheet has been tuned.
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Next step
Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data